8 Crucial Elements Of An Event Master Plan

Did your bar tab go over budget? Too many people showing up? Bad weather pouring all your hard work down the drain? There are so many things that can go wrong with even the most meticulously planned events. However, if you want to reach your goals; as much as possible, make sure that no mistake or unexpected contingency throws you off your game. 

Every event, no matter how big or small, requires detailed organization and top-notch management. Working with event venue planners who can handle most of the work will also help you save time and free you up to manage other crucial tasks. Your starting point in making sure that everything runs smoothly is a comprehensive event master plan. 

Here are the eight crucial elements of an event master plan.

#1 Goals And Objectives

The first step is to determine what your goals and objectives are. Here are some key questions to ask during the goal-setting process:

• What kind of event are you planning? Is it a party, a conference, a social networking event, or a training and team-building exercise?
• Why are you organizing the event? Is it to educate, to launch a product, or to generate revenue?
• What do you hope to achieve from the event?

#2 Budget

Nail down the budget as soon as you start planning. Are you going to come up with the money yourself, crowdsourcing, or work with sponsors? You’ll have an easier time choosing high-price items such as the venue, food, and entertainment when you’ve set a clear budget. Ensure that there’s enough room in your budget for last-minute changes, additions, and emergencies. 

Make sure that you’re also tracking where every dollar is going. You can use spend information to evaluate the event’s success and determine how to improve future ones.

#3 Date And Venue

Before you finalize the event date and venue, keep the following tips in mind:

• You should have enough time to prepare. Ideally, you should have 4-6 months for planning.
• Avoid major holidays. 
• Estimate how many attendees you’ll have before you start looking for a venue. 
• Check the venue in person so you can identify potential pitfalls such as faulty air conditioning or inadequate parking space.
• How close is the venue to the airport or public transportation lines?
• Look into the venue’s payment, refund, and cancellation policies.
• Does the venue offer furniture, decor, and audio/visual (A/V) equipment in the rental?

#4 Team Management

Unless you’re planning on doing a single-person job done for a small gathering, you’re going to need the concerted effort of an efficient and well-organized team to hold a medium- to large-scale event successfully. Consider creating sub-committees for all aspects of the event, such as the venue, speakers, publicity, transportation, etc. Then, assign a chairperson for each.

#5 Partnerships And Sponsorships

To reduce the burden on your budget, consider partnering with other people, groups, or companies. You can ask corporate sponsors to fund the event or partner with community organizations to help with the workforce. These partners and sponsors won’t just help defray your expenses. They can also help spread the word to increase participation.

#6 Catering And Logistics

Choose food and dishes that meet the dietary requirements of most of your guests. Provide options to those with alternative needs and preferences. Another essential factor to consider; is whether you need to apply for permits or carry insurance to hold the event.  

#7 Activities And Entertainment

Determine the main attraction for your event. What will make people want to attend and participate? If you’re targeting a specific group of people, ensure that you have entertainment options to excite, interest, or motivate them.

#8 Branding And Marketing

A timely and compelling theme will help your event stand out. Ensure that this theme adheres to the goals you’ve identified at the beginning of your master plan. Choose an event name that grabs people’s attention. Then, come up with a memorable logo and tagline.  

After you’ve successfully clinched your branding, work on your publicity plan. Here are some tried-and-tested marketing ideas that you can use:

• Start with a dedicated event page on your website or an initial notice on your social media platforms.
• Build up promotions through media relations, ongoing outreach, and online and offline advertisements. 
• Engage as many channels as your marketing team can reach. Beyond social media marketing and ad buys to help promote your event to their friends and family.

Final Thoughts

After the event and before taking a well-deserved nap, assess where you did well and which areas you can improve. Go back to your goals and priorities and discuss with your team if you have met those. Finally, don’t forget to top things off with post-event articles, acknowledgments, and thank-you messages.