Prep for Success: 8 Things to Do Before Planning Your Next Event

Starting event planning without adequate preparation is akin to launching a ship without a compass. Smart event planners know there are important things to do before planning an event to ensure its success before getting into the specifics.

In this detailed guide, we will discuss the eight crucial steps to take before starting event planning and how to prepare a strong foundation for your upcoming conference, meeting, or gathering.

Whether you’re an experienced event coordinator or a beginner, these pre-event planning checklist tactics will help you create a memorable and meaningful event for everyone.

Why Does Planning and Prep Matter in Event Execution

Ever heard the phrase, “Failing to plan is planning to fail”? It’s perhaps even truer for events. Proper planning and preparation are necessary to translate an event from satisfactory to exceptional.

A structured process for how to prepare for a successful event ensures there are no last-minute problems and that the event will execute seamlessly. From selecting the right venue to assembling a top-notch team, these preparations play an important role in the success of any event. Without a strong foundation, even a well-laid plan may fall apart on the day.

Define your main objectives before booking venues or brainstorming themes. Clear objectives guide every decision made during the planning process.

Your objectives shape everything from your guest list to your budget allocation. Here’s a quick rundown of key tasks to complete before planning an event:

• Primary goal of the event (e.g., networking, product launch, team building)
• Key performance indicators (KPIs) to measure success
• Desired outcomes for attendees and stakeholders

Remember, vague goals lead to precise results. The clearer your objectives, the easier it’ll be to rally your team and make those tough calls when crunch time hits.

Define the Purpose and Goals of Your Event

Focus on what your event wants to achieve: is it there to impress potential clients, boost the team’s mood, or provide a platform for launching a new product? Well-articulated goals for the event are the foundation.

Define your objectives using the SMART framework:

• Specific: Specific, for example, “Generate 500 qualified leads” and not vague generalities such as “Boost brand awareness.”
• Measurable: How will you know if you meet your mark?
• Achievable: A good feat, but it has to be achievable.
• Relevant: Aligns with your overall biz goals?
• Time-bound: Set a deadline to be accountable and focused.

Remember, a clear purpose guides every decision, from selecting the venue to finalizing event details.

Identify Your Target Audience and Expected Outcomes

Once you know what your purpose for your event is, you are finally able to zero in on who that audience is. Your target audience isn’t some amorphous crowd. They are the group that will determine whether your event is a success or a failure.

Think demographics, psychographics, and everything in between. Are you reaching the tech-savvy millennial or seasoned industry veterans? Once you’ve pegged your audience, you need to determine what key takeaways you want them to leave with.:

• New knowledge or skills
• Valuable connections
• A changed perspective
• Concrete action items

Remember, understanding your audience is one of the most important considerations before organizing an event. Tailor every aspect of your event to meet their needs and exceed their expectations.

Conduct Market Research

This is the point where the research on the event itself becomes well-established. Market research may not be specific to large corporations alone, but it is extremely important in creating a successful event. Market research is a key part of any pre-event planning checklist. It helps you understand current industry trends and your audience’s preferences

It helps you understand what is going on in the industry as well as among your audience. Here are some important considerations before organizing an event:

• Competitor events (What worked? What flopped?)
• Industry trends (Hot topics, emerging tech, you name it)
• Target audience preferences (What makes them tick?)
• Past event feedback (The good, the bad, and the ugly)

Remember, knowledge is power. The more you know, the better equipped you’ll be to create an event that’s not just good, but downright unforgettable.

Analyze Competing Events and Market Demands

Time to conduct competitive research: Compare similar events in your industry and help identify successful trends or formats that you can adapt for your event.

Just don’t copy-paste, though-find the gaps and fill ’em. Maybe there’s a niche that hasn’t been tapped yet, or perhaps there’s a pain point your competition has overlooked. 

Read market reports, industry blogs, and social media chatter to see if you know what your target audience craves. The point here is not to be a carbon copy but to differentiate your event. Your event should be that thing everyone will be speaking of long after the last attendee leaves the building.

Gather Feedback from Past Participants

Apply the knowledge received from experienced people. Even reach out to past participants, speakers, or sponsors and get their opinions.

Identify which features worked well and what needs improvement. Their feedback is essential in making your event better. Consider issuing a survey or scheduling short phone calls to get specific feedback.

Constructive criticism is the only way to improve an event. It also serves well as letting past participants attend your event assures them that they are worthwhile and, thus, likely to visit and attend another event for you.

Set a Preliminary Budget

Money talks, and in event planning, it’s got a lot to say. Before you start dreaming up extravagant centerpieces or booking A-list speakers, it’s time to crunch some numbers. Setting a preliminary budget isn’t just about keeping costs in check; it’s your financial roadmap to event success.

Think of it as your event’s financial foundation. Without it, you’re basically throwing darts in the dark. Start by listing all potential expenses, from venue rental to those fancy name tags. Don’t forget to factor in a buffer for unexpected costs – trust me, they always pop up. Once you’ve got a ballpark figure, you can start exploring funding options and potential sponsorships to make your event dreams a reality.

Estimate Costs and Potential Revenue

It’s time to focus on the financial details. Begin by organizing your costs into key categories:

• Venue rental
• Catering
• A/V equipment
• Marketing
• Staffing (ensure high-quality event staff)
• Miscellaneous (include a contingency fund for unexpected expenses)

Now, let’s talk cash flow. If you’re selling tickets or sponsorships, forecast your potential revenue. Be realistic, but don’t sell yourself short. Remember, a well-planned budget is your financial compass – it’ll keep you from sailing into stormy seas of overspending or underdelivering.

Identify Funding Sources and Sponsorship Opportunities

With your budget in place, it’s time to explore creative funding options. Consider the following potential sources:

• Corporate sponsorships
• Grants or community funding
• Crowdfunding campaigns
• In-kind donations (services or products instead of cash)
• Early bird ticket sales

Sponsors are not merely financial contributors but partners in your event’s success. Develop compelling sponsorship packages that provide tangible value, fostering long-term support.

Choose an Optimal Date and Venue

Selecting the ideal date and venue is one of the key tasks to complete before planning an event. It is also critical to your event’s success and requires careful consideration. Avoid rushing this decision.

Take into account your audience’s availability, industry events, and local activities that could impact attendance. When choosing a venue, focus on accessibility, capacity, and technical capabilities, not just aesthetics.

Additionally, always have a backup plan. The venue may become unavailable, or unforeseen circumstances might arise. Being prepared for such contingencies distinguishes professional event planners from amateurs.

Check Calendar for Conflicting Events

Before you lock in that date, take a good hard look at what else is happening in your industry and local area. You don’t want to be competing with the Super Bowl or a major trade show for attention.

Consider these potential party crashers:

• Industry conferences or expos
• Local festivals or holidays
• Competitor events
• Major sporting events or concerts

Pro tip: Check school calendars too if your audience includes parents. as family commitments can affect attendance. Proper timing is essential for maximizing your event’s impact.

Evaluate Venue Availability and Suitability

With your date set, it’s time to secure the ideal venue. Venue selection is not solely about aesthetics; it requires careful consideration of availability, practicality, and impact.

Start by confirming the venue’s availability for your chosen date. Then, evaluate the following factors:

• Can it comfortably accommodate your guest list?
• Does it provide the necessary technical setup?
• Is it accessible for all attendees?
• Are there any hidden costs or restrictions?

Selecting the right venue is crucial to the success of your event. Choose carefully to create an unforgettable experience.

Build a Skilled Event Team

Similar to screening for a blockbuster movie, assembling your event dream team involves everything. You require a combination of visionaries, detail-oriented planners, and smooth operators to deliver the awe-inspiring event. Don’t fill seats; rather select individuals with specific skills and alternative perspectives that will resonate at the table.

Look for problem solvers, creative thinkers, and people who can remain cool under pressure. Remember that the team’s synergy makes your event. Thus, it’s time to invest in building a crew that not only gets the job done but elevates your event from good to unforgettable.

Roles and Responsibilities Distribution

Assigning roles to your event team is not merely about delegation; it’s about matching individuals’ strengths to the appropriate tasks. Begin by outlining each aspect of your event, from logistics to creative direction.

Next, assign responsibilities based on team members’ skills. For example, a team member proficient in budgeting should handle financial tasks, while someone skilled in communication could manage networking. Clear role definition is essential, ensuring everyone understands their responsibilities. However, maintain some flexibility to address any unexpected challenges that may arise.

Securing Key Staff Early in the Planning Process for Things to do before Planning an Event

Avoid waiting until the last minute to assemble your team. Secure those exceptional event staff members in advance, and you’ll appreciate it later on. These folks are the backbone of your event, so give yourself time to cherry-pick the cream of the crop.

Start by identifying the critical roles you’ll need to be filled, then cast your net wide. Remember, the best talent often gets booked up fast, especially during peak event seasons. By locking in your key players early, you’re not just securing staff – you’re investing in peace of mind and a smoother planning process overall.

Develop a Project Timeline

Creating a project timeline is essential for keeping everyone aligned and on track. It serves as a structured plan to ensure the event progresses smoothly.

Break the event into manageable tasks and assign realistic deadlines. Be sure to include flexibility for any unexpected challenges. The timeline should be a dynamic document, adaptable to changes as needed.

Tip: Use project management tools to keep your team organized and monitor progress in real time!

Key Milestones and Deadlines

It’s crucial to outline the key milestones that will ensure your event stays on schedule. Major milestones might include:

• Securing the venue
• Confirming speakers
• Securing sponsorships
• Launching marketing campaigns
• Hiring event staff

Set firm deadlines, but build in some flexibility. Consider working backward from the event date to ensure no tasks are left until the last minute.

Tools for Effective Project Management

Planning tools in the digital era are very important for project management. They will further enable tracking and collaboration through visual elements available with Asana, Trello, or Monday.com; deeper features of Microsoft Project or Smartsheet might then make detailed Gantt charts and resource tools available.

Tools for Communication: Slack or Microsoft Teams. File sharing also needs to occur through an application like Slack or SharePoint. Choose a solution based on your team’s workflow and budget.

Legal and Compliance Checks

You have to put legal aspects in order before you start your planning process. Most of the time, such failures might make a mockery of your event.

Obtain confirmation of any permits or licenses that might be necessary and review your contracts with a fine-tooth comb. However, the right insurance is advisable as well to avoid liabilities.

Consider these factors:

• Event permits and licenses
• Venue contracts
• Insurance coverage (liability, cancellation, etc.)
• Health and safety regulations
• Intellectual property rights

Necessary Permits and Licenses

Depending on your event and location, various permits and licenses may be required. These might include:

• Special event permit
• Alcohol license (if you’re serving booze)
• Food handling permits
• Noise ordinance waivers
• Fire department approvals

Check with your local government offices early on – these things can take time, and you don’t want to be scrambling at the last minute. Remember, it’s better to have permits you don’t need than to need permits you don’t have!

Insurance and Risk Assessment Requirements

With so much going on in your head and so much that needs to be set up, it’s not surprising that there is such a risk and damage when planning an event. No one likes to think about worst-case scenarios but, in events, it may save one from trouble. Insurance is not some form of going through the motions; it is rather an important safety net in case anything goes wrong.

Start by conducting an in-depth risk assessment so you know everything that can go wrong. At the top of the list would come weather-related disasters and tech meltdowns. After you identify everything that could go wrong, talk to an insurance professional to set up the coverage best for your event. Don’t forget to consider the following:

• General liability insurance
• Event cancellation coverage
• Property damage protection
• Workers’ compensation (especially crucial for your event staff)

Remember, the right insurance isn’t an expense—it’s an investment in peace of mind.

Preliminary Marketing and Engagement Planning

A preliminary marketing strategy must be devised before a full-fledged approach is adopted. It will help in figuring out the main target audience and the right platforms to use. Social media is good for building anticipation.

First things first, create a marketing strategy. Who do you want to attend? Where do they spend their online lives? Social media is your best friend here – start teasing your event with cryptic posts or behind-the-scenes peeks. Hash out some creative hashtags and don’t be afraid to co-opt influencers in your niche. The early bird catches the worm – or in this case, attendees!

Building Anticipation Through Early Promotions

Who says you cannot start the party before the invites go out? Early promotions are key to getting people excited before the event. You could think of it as planting seeds of excitement that will bloom into a full-blown event frenzy.

Begin teasing your event on social media by posting behind-the-scenes content and engaging your audience through a series of well-targeted campaigns. Create a hashtag that is catchy and something your audience can latch onto, become passionate about, and spread like wildfire. 

And then don’t be afraid to leverage influencers in your niche. Their stamp of approval can be the difference between your event having any street cred whatsoever or nothing at all. 

Engaging Potential Attendees via Social Media

Social media sites are big engagements for potential attendees. Identify where your target audience is active and craft your content suitably. Leverage teasers, polls, and other engaging content.

Effective engagement includes:

• Promptly responding to comments
• Hosting live Q&A sessions
• Creating shareable content

Don’t forget to leverage event-specific hashtags and encourage your event staff to spread the word too. It’s all about creating a buzz.

Materials and Resources to Explore for Pre-Planning Research

Further enrich your event planning process by using industry resources, where you will learn more about it. This includes, but is not limited to, the following:

• Industry publications like BizBash or Special Events Magazine
• Podcasts for on-the-go learning
• Online courses from platforms like Coursera or Udemy
• Webinars and white papers from professional associations
• Case studies of both successful and unsuccessful events

Pro tip: Set up Google Alerts for industry trends and competitor events. Remember, knowledge is power – the more you absorb, the smoother your planning journey will be.

Conclusion

By following these eight things to do before planning an event, you’re now ready and equipped to walk into your event with confidence. In the end, success comes in the details and preparation.

From a clear definition of objectives, to dream team building, everything surely sets the tone for an experience that you will never forget. So here it goes – there is no easier way to initiate anything to help get your head around things than by taking a deep breath, rolling up your sleeves, and heading into this very exciting world of event planning today.

Planning an event can easily become chaotic with many events that happen simultaneously and many more that need to be fulfilled. Staffing issues often result in last-minute scrambling and danger to the overall success of your event.

Suppose the day before your event you look around and realize you have the wrong team. Event professionals get overbooked, miss deadlines, and the on-the-ground execution is poor enough that the task of creating a memorable experience for you and your attendees becomes a stressful exercise for all concerned.

Be sure to book your event staffing before the last minute. If you’re looking for industry leaders for staffing and events, Premier Staff is here to ensure that your event runs seamlessly. With Professional staff that are all handpicked for their exceptional qualification and experience, you’re getting experts for all your staffing needs every single time. Book with confidence today.

Contact Premier Staff Today for a Free Consultation!