If you want to have an excellent event plan, it is important for you to know where you will start and how you can prepare all the things that you need for all the areas of the document to be as refined and as effective as possible. We recommend you to use any of our templates and samples so you can set the right foot as you try to develop an outstanding event plan.
Kinds of Event Plans
There are a lot of ways on how you can group the types of event plans that can be used by your organization or business. For one, event plans can be classified based on the purpose that they will serve. Also, there are kinds of event plans that can be identified based on the entities that will use them. To make you aware of the differences between a number of event plans, here are some kinds of event plans that you may want to know about:
Academic event plan: An academic event plan is developed for academic institutions that will host an open house or a campus tour to attract more students to enroll for the next academic school year, a welcome party for the new students, an educational exhibit, a school anniversary program, and other academics- or school- related events.Corporate event plan: A corporate events plan is created for businesses to have an idea on how they can effectively execute business gala nights, conferences, trade shows, mass hiring activities, product launches, and other corporate events that can contribute to the company’s sales, marketing, stakeholder relationships, and/or operational achievements.Event plan for clients: An event plan for clients is commonly made by service providers or event planners who would like to propose an event program, budget, and other specifications to entities who need the establishment’s services and event planning and implementation expertise.Community event plan: A community event plan is made whenever there are community programs, gatherings, and activities that are needed to be planned and discussed to ensure the participation of community members and other stakeholders.Non-profit event plan: A non-profit event plan is made by non-profit organizations so that sponsorship events, volunteering activities, and other non-profit programs will be properly plotted and effectively executed.
Proper Event Program and Cost Planning
Two of the most important elements of your event plan are the event program and the event cost. You have to know how to optimize the budget of your event as well as maximize the time that you were given to fit all the event activities in a single program. Knowing how to properly plan your event program and costing can make it easier for you to convince your team and other event stakeholders that you have mindfully plotted all the areas of the event in consideration of its requirements and specifications. Some of the ways on how you can properly plan your event program and costing include the following:
Know the budget range of your organization, your business, or your clients prior to the development of the event plan.Make sure that you will consider the time or scheduling constraints and limitations of the event especially if it will be held in a space or location that is rented in an hourly basis.Identify the requirements of the event so you can come up with a relevant costing.Align the event program with the flow of activities that is expected to be realized by particular event stakeholders.
Objectives of an Event Plan
Do you know why you are making an event plan? It is essential for you to identify the objectives of using an event plan so you can be knowledgeable of the ways on how you can optimize the planning tool’s usage. There are a number of reasons or purposes on why events plan are created. If you want to be more motivated to create the specified document, a few objectives of developing an event plan are as follows:
To ensure that the budget allocated for the event can already cover all event requirements and needsTo provide a guide or a reference for the workforce to identify the timely provision of their work deliverableTo list down all the call-to-actions that must be done by event stakeholders so that the desired event results can be achievedTo give an idea about the proposed event program and overall event flowTo list down all the items that must be prepared prior to the event as well as the things or activities that should be done during and after the event’s implementation
8 Steps for Developing a High-Quality Event Plan
Your event plan is an excellent planning tool that can give you an idea on how you can run an event or plot specific activities prior, during, and before an event’s execution. If you want to be well-guided as you make your event plan, you can familiarize yourself with a simple process that you can follow. Below are eight steps that you can execute if you want to begin the development of a high-quality event plan for your team, organization, company, client, or establishment.
1Download an effective, comprehensive, and well-formatted event plan template so you can easily and efficiently format the layout of your own event plan document.2Give a title for the document and create an introduction that can identify the event plan’s content specification, purpose of usage, and desired results.3Focus on the body of the event plan which should start with the strategic plans of action that you would like your workforce and event stakeholders to execute.4Designate work tasks to the events team so you can promote accountability in every aspect of the event plan’s implementation.5Show an event planning and implementation schedule so you can already set deadlines, time frames, and activity duration which can help you get your desired results in a timely manner.6Present the event program and your proposed event flow based on the activities that are needed to be done during the event.7List down all of the event’s requirements especially when it comes to budget allocation and workforce demands.8Refine the details, features, content, presentation, and layout of the event plan so you can be fully-confident as you present the document to your audience.
Advantages of Having an Effective Event Plan On-Hand
Event planning can be complete if you will use a physical document that can list down all of the event’s specifications. An event plan can help you plot, implement, and assess an event accordingly. With the usage of a complete and detailed event plan, you can expect to get; receive; or experience a lot of benefits as an event planner. Some of the advantages of having an effective event plan include the following:
An event plan can give you an idea on how you can optimize your event resources for the advantage of the event organizers and other event stakeholders.An event plan can enable you to become more thorough and mindful when it comes to looking into all the requirements of the event’s planning, development, implementation, and assessment.An event plan can help you prepare all the items that you need so all of your event action plans can be materialized.An event plan can give you the ability to cohesively put together all the elements that can make your desired event execution be a complete success.An event plan can make it easier for you to develop quality metrics which can help you measure the effectiveness of your action plan and the ways on how it has affected the quality of the event.
Do’s and Don’ts of Event Planning
There are some guidelines and tips that you have to incorporate in the creation of your own event plan so you can achieve the document quality that you would like to accomplish in the first place. Knowing the things that must be considered in relation to the development of an impressive event planning document can give you a relative advantage as you can veer away from mistakes or errors that can lessen the quality of your output. A few do’s and don’ts that can enable you to efficiently create and implement an event plan are as follows:
Do note that an event plan should be made based on the specifications of a particular event which is why you have to be careful and mindful if you want to use a previous event plan that you will just modify for another event.Do list down all the requirements of the event before planning anything so you can focus on the things that are expected from you rather than suggesting a lot of irrelevant items that you will just scrap and redo anyway.Do look into the layout format of your event plan as it is very important for you to have an organized, presentable, and understandable event planning document.
Do not exceed the allocated event budget especially if your desired event activities and other specifications will go above and beyond an entity’s budget range.Do not over complicate your event plan as overwhelming and misleading event specifications can only confuse your client or any other audience who will look into the planning document that you have made.Do not make your event plan lengthy unless the range and scope of event specifications will require you to do so.Do not present any inaccurate content especially with regards your event budget and deliverable.Do not make a mediocre event plan just so you can have the specified planning tool for your event; rather, exert your efforts and take your time for the document to be as excellent as possible.
Event Plan FAQs
As you create your event plan, there will be questions that may come to mind. If this happens, do not keep your questions all to yourself. It will be very beneficial if you will let those questions be heard by experts or any other entities who can help you get the answers that you need. Do you know that there are actually a lot of frequently asked questions that are thrown towards the creation of an event plan and how it can be used in the most effective manner? To give you an idea about this, some of the questions that are commonly asked about event plans include the following:
What makes an event plan necessary?
An event plan is necessary every single time you want to organize an event as it can help you become systematic, strategic, and organized with how you deal with and plot all the necessary activities that can realize the entirety of the event specifications that you have in mind. With the help of an event plan, you can already develop the event program and plot the time allotment for each event activities. More so, the specified planning document can give you an idea about the budget that you need to shell out for the event; the number of people that you need to hire or work with so you can execute all the event’s requirements, and the materials that should be gathered and acquired so you can achieve the theme that will be incorporated in the event’s location. Having an event plan is truly necessary as it can make your job as an event planner, host, and/or organizer easier.
How can you optimize an event plan?
To optimize an event plan, you have to know all the features and specification of the document. It is important for an event plan to have an organized listing of your event activities, requirements, and other specifications so you can easily use the document whenever needed. Learning how to develop an impressive event plan discussion and presentation flow can help you have a more efficient time when browsing through the document and looking for the specific event planning details that you need within a given time period or circumstance. Aside from this, it is also essential for you to take note that your event plan must be comprehensive, transparent, clear, and time-sensitive so you can identify all the plans of action that should already be given focus with and implemented. A well-developed event plan can help you optimize the document prior, during, and even after the actual event where it will be used.
Do you want to create your own event plan? If you want to successfully develop the specified planning document for an event, ensure that you have already browsed through all the details of the discussion above. Learning a thing or two about event plan creation can help you a lot in terms of ensuring the quality of the document output that you will use for your event planning efforts. Aside from this, do not forget to download any of the event plan references that we have listed above as those templates and document samples can make it easier and faster for you to create an impressive event plan which can help you have an outstanding event that your guests and other event stakeholders will surely appreciate and love.