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How to Plan an Event: Event Planning Steps, Tips & Checklist

ProjectManager

Need to know how to plan an event? If you’re planning a big event like a conference, we can help you successfully create, structure and lay out your event plan. This blog will cover everything you need to consider when planning an event, including event planning steps, tips and an easy-to-use event checklist.

What Is Event Planning?

Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you’ll be taking into account every aspect of that event, whether it’s a birthday party or a networking event.

That means you’ll be estimating budgets, creating timelines to schedule the event, reserving the site and any panels or speakers involved, getting necessary permits, food, transportation and more. If the event has a theme, you’ll develop that, too. Plus, you’ll be in charge of securing the needed resources to make the event a success.

business event planning short note

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Event Plan Template

Use this free Event Plan Template for Excel to manage your projects better.

What Is an Event Plan?

An event plan defines how an event will be executed. It addresses all the components of an event such as the start and end dates, budget , venue, marketing, attendees and more. The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same.

Organizing all those disparate parts, especially for larger events, requires powerful project management software. ProjectManager is award-winning project management software that lets you plan, manage and track your event to ensure it’s a success.

Our powerful Gantt charts help you list all your tasks and the associated resources and costs, assign them to your team and set milestones to track your progress. The whole plan is visible on a project timeline and can be saved by setting a baseline. Now you can track the planned progress against your actual progress to make sure you’re on schedule. Get started with ProjectManager today for free.

Event plan gantt with CTA image

Event Plan Example

Most of us have some experience planning an event, be it at home, work or in our community. For this article, let’s focus on large events.

A conference is a common type of large event, so for our event management purposes, let’s talk about a TEDx conference that we were involved in to illustrate how to plan an event. This example is a good scenario to explain the structure and challenges of planning a big event, along with the benefits of planning an event with project management software .

Let’s break down the other components of setting up an event. They’re summarized below:

  • Event timeline: First, establish a timeline for your event. This timeline should include pre-event planning, event execution and post-event activities.
  • Budget: Estimate your event costs and create a budget. Your available budget will influence many event management decisions such as your venue, the marketing and advertising methods, etc.
  • Venue: The event has to take place somewhere, and that involves logistics management , food and beverages as well as the décor.
  • Marketing: Once you’ve selected a venue, you need to start drawing people to it through a marketing program that can include a website, social campaign, email and print work.
  • Advertising: Hand in glove with marketing is advertising. That can include radio, TV, newspaper and magazine advertisements.
  • Volunteers: A big event needs a big crew of people to get it off the ground and run smoothly. That means volunteers, which means writing contracts, defining their roles, setting up meetings and determining schedules.
  • Speakers: You must have a keynote speaker or a group of speakers to attract an audience. This involves contracts, curators to select the talent, a program, bios and rehearsals.
  • Sponsors: All of this costs money, and a big event’s budget is supplied by its sponsors. This again involves contracts, marketing and logistics.
  • Production: The production involves creating contracts as you work on creating an audio-visual recording of the proceedings, as well as a sound and video broadcast during the event.
  • Stage: The event takes place at a specific venue and on that venue is a stage on which the event proper will be presented. That usually incorporates a projector, screen, microphones, internet connection, batteries, cables and more.
  • Attendees: Don’t forget about the people attending the event! You’ll need communications to inform them of event information, payment processes to collect fees, emails to stay in touch, directions, badges and access points.

Related:  10 Free Event Planning Templates for Excel & Word

Free Event Plan Template

This free event plan template for Excel is a great tool to start assembling the information you need to create an event plan. It can be customized to add your event details.

event planning template for Excel by ProjectManager

The Event Planning Process: Event Planning Steps

We covered a lot on event planning, so let’s break down those tips into concrete steps. These event planning steps will guide you toward success. Let’s continue with our conference example.

  • Step 1. Determine your event goals and objectives
  • Step 2. Assemble your team
  • Step 3. Establish an event budget
  • Step 4. Choose a date & venue
  • Step 5. Select the speakers
  • Step 6. Event marketing & advertising
  • Step 7. Execute your event

When you break down the scope of your event plan into manageable steps, the process seems a lot less daunting. However, there are a few more things to keep in mind when making your event plan.

Event Planning Roles

As you might expect, there are many different roles that work together to bring an event to life. It’s easy to get confused. Are you an event manager or an event planner? Is there any difference between the two? Let’s take a look at some of the more common event-planning roles and define them.

Event Manager

The event manager is often mistaken for the event planner, but they are two distinct roles. Most simply, the event manager is responsible for event management activities, which involve coordinating and implementing the event. They take care of setting up the event, including its design, and make sure the vision of the event planner is realized.

Event Planner

An event planner organizes, coordinates and executes the event. They’re in charge of coming up with the idea, overseeing the setup and breakdown of the event. They’ll select the venue, create the budget and ensure everything is taken care of. What sets them apart is they design the strategy for the event to the smallest detail.

Related: Free Event Budget Template for Excel

Event Producer

The event producer fleshes out the strategic plan of the event planner. They are the one who takes the idea and turns it into a living event. They will take charge of the technical aspects of the event, such as audio/visual, stage design, etc. They work with the event planner to schedule the event , but the event producer uses their skills and expertise in producing events to deliver the event that’ll impress both attendees and the client.

Event Planning Tips

Unfortunately, there are always going to be variables out of your control that’ll affect the event planning process, such as the weather, delivery delays, technical difficulties and other potential mix-ups. As stated earlier, you can’t change the date of your event, so you’ll want to be as prepared as possible for any risks or issues that may pop up on the day of your event.

Do a Post-Event Review

A post-event review or a post-mortem as they’re often called, is very valuable. By looking back at the past event and seeing what worked and what didn’t work, you can better plan your next event. There are always lessons to be learned and applying them to the next project will avoid previous mistakes and increase your chances of a better outcome.

Use Event Planning Templates

Having an event planning template is a great way to make sure you’re not missing any important pieces of the larger event. It’ll help you organize your tasks and resources, costs and more. Use our free event plan template to get started on the right foot.

Use Event Planning Tools

A template is fine, but limited. You have to manually update everything and it’s not very collaborative. Event planning tools, such as Gantt charts , kanban boards, task lists and calendars, help you plan and implement the event plan. They also allow you to track the work to make sure it’s following the plan, which leads to a more successful event.

Prepare a Plan B

As important as your plan is, there can be issues with it. There might be acts of god, such as weather, which negatively impact the event. Whatever the cause, you’ll need a backup. That’s why developing a plan B is so critical to the success of the event. You might never have to use it, but in case you do, you’re prepared.

Use an Event Planning Checklist

Another tip is to have a checklist made up. That way you can collect all the things you have to do and why you’re doing it in one place. Using a checklist for event planning can be done in conjunction with project planning tools . The more safeguards, the better. Also, there are few things more satisfying than crossing something off your list.

Event Planning Checklist

There’s a lot to manage when planning an event, so it’s important to have a list of everything you need to include in your event management plan. The following is a general event planning checklist to help you get started. The more questions you ask, the better your event checklist. Feel free to add your own unique responsibilities and tasks.

Goals and Objectives

  • What’s your event’s reason for existing?
  • What are the goals this event is expected to achieve?
  • What are the revenue objectives?
  • What is your target audience?
  • How many people will attend?
  • Is there a cost associated with ticketing and what is it?
  • Where is the event being held?
  • Create an event schedule.

Event Budget

  • Figure out what the costs will be
  • If you held similar events, use and adjust an old budget for a baseline
  • What ticketing and registration software will be used?
  • Finalize sponsor contributions
  • Set ticket price

Date & Venue

  • When will the event take place?
  • Have a backup date in case issues arise
  • Is there the best location for the event?
  • Is the venue appropriate for your expected number of attendees?
  • Decide on needed infrastructure: wifi, capacity, bathrooms, near shopping & restaurants, etc.
  • Hire a caterer
  • Secure what equipment you’ll need
  • What are your security needs?
  • Do you need permits, licenses or insurance?
  • Create event signage and communication plans for attendees
  • Research potential speakers
  • Create a list of relevant speakers
  • Create a pitch for speakers
  • Pitch speakers
  • Finalize speaker selection, get bios and headshots and arrange travel and accommodations
  • Develop a list of sponsors and what you can offer them.
  • See if there are sponsors who have partnered with similar events.
  • Reach out to potential sponsors.
  • Design signoff.
  • Update the site or build a unique one.
  • Make sure the site can handle expected traffic.
  • Have a mobile-friendly site.

Event Marketing & Advertising

  • What’s your messaging?
  • Coordinate with digital tools and social platforms
  • Add the event to online calendars
  • Market the event with blog posts and other promotions like videos and online ads
  • Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

  • Speakers and scripts
  • Decorations

Pro tip: That’s a lot to coordinate and plan, which is why there’s a need for project management software that has the right features for event management. It provides a common portal, where you can track costs and tasks with automated alerts. It also offers both a communication and a collaborative platform that reduces the need for unnecessary emails. Software collects all your files in one place and makes team reporting simpler by adding efficiencies and reducing stress.

ProjectManager Offers Robust Event Planning Tools

ProjectManager is online software that’s suited for event planning. We have event project management tools to keep all the parts of your events, from managing vendors to promotions, organized. Our planning software helps you keep track of all the elements that make up your event plan.

Keep Stakeholders Updated With Event Calendars

Our multiple project views mean that event planners and managers can use project calendars , Gantt charts and there are task lists and kanban boards for teams. While reports can keep stakeholders informed, they might want to have access to the project. Share the calendar view with your stakeholders, which allows them to see start and end dates for all the tasks as well as milestones. This manages their expectations.

business event planning short note

Zoom Into Event Activities With Kanban Boards

Use ProjectManager’s kanban board to manage the daily activities that need to be executed to plan, schedule and track your event plan. Move tasks from column to column as you collaborate on work with your team, and it’s easy to spot bottlenecks and get everything over the line in time for the event.

Event plan on a kanban board

Track Event Labor Costs With Timesheets & Real-Time Dashboards

Plus, timesheets make invoicing easy for all your events. They can be submitted and approved with a keystroke. Our software also offers a variety of views, from a list to a calendar and even a kanban board that helps you visualize the workflow to keep on task.

ProjectManager's timesheets are ideal for event planning

More About Planning an Event

Event planning can be complex. There’s a lot of balls to keep in the air. If the above is too much to digest immediately, you could start with our event plan template and watch one of our planning experts. Jennifer Bridges, PMP, has years of experience and uses it to teach you the fundamentals of event planning in this short video.

Related Content

  • Free Event Proposal Template
  • Event Management: A Quick Guide
  • How to Plan a Virtual Event: Virtual Event Planning Checklist
  • Event Project Management Software

ProjectManager is award-winning project management software that helps you plan and monitor your event details. From powerful planning tools to real-time reports and dashboards that capture all of your event details, you can use our software to stay on schedule and stick to your planned budget. Try our software today with a free 30-day trial.

Click here to browse ProjectManager's free templates

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Table of Contents

Types of corporate events, 5 examples of goals for corporate events, the ultimate corporate event planning checklist, tips for corporate event planning success, get started: make your next corporate event the best yet, corporate event planning: checklist and guide.

Chaviva Gordon-Bennett

Every event professional has the same goal for corporate event planning: to orchestrate an engaging experience that delivers favorable business outcomes.

Corporate event planning checklists can significantly increase your chances of achieving your event goals. Plus, checklists help you stay organized, ensure everything is accounted for, and make it easier to scale your event strategy.

In this post, we’ll examine different types of corporate events, common goals event professionals aim for, what your corporate event planning checklist should include, and tips to remember as you start the corporate evening planning process.

As you begin planning your next corporate event, your approach may vary depending on the type of event, the size and scope, and what you hope to accomplish. Some of the more common types of corporate events include the following:

  • Trade shows are larger events that unite people who want to experience products, exchange ideas, learn new skills, gather leads, and meet other folks in the industry.
  • Team-building events foster camaraderie by bringing coworkers together to learn new things and get to know each other on a deeper level. 
  • Product launches highlight new products and services an organization brings to market to generate buzz and excitement.
  • Conferences and seminars , like HubSpot’s INBOUND , are typically the largest events and feature keynote addresses, seminars, breakout sessions, networking opportunities, workshops, and more.
  • Networking events are designed to help folks meet other people in their industry and learn new things.

business event planning short note

According to a report from Allied Market Research , the U.S. corporate event market — which brought in $95.3 billion in 2020 — is expected to reach $510.9 billion in revenue by 2030, growing 17.3% annually. This impressive growth can be attributed to the fact that corporate events deliver several benefits to organizations, like the following opportunities:

  • Celebrate your wins. You can increase employee happiness, engagement, and productivity by using events to recognize your team’s hard work.
  • Motivate employees. Events are a great way to motivate your team. Not only will employees feed off the energy of the event, they will also learn new things, meet new people, and develop new skills.
  • Generate leads. Hosting a corporate event creates the perfect atmosphere for meeting new business prospects and capturing leads. Since most attendees will likely head to your event because they’re interested in what you offer, you won’t have to pitch them cold.
  • Promote your brand. Events enable you to bolster brand awareness and get people talking about your company on social media, enabling you to leverage word-of-mouth recommendations.
  • Improve employee retention. Since events make employees happier and help them develop in their careers, they serve as a vehicle for reducing employee turnover — a nice bonus in today’s difficult job market. 

business event planning short note

Photo by Canva Studio

Having a checklist when planning a corporate event is paramount because it ensures a systematic and organized approach to the entire process. A checklist serves as a comprehensive guide to the essential tasks and details that need to be addressed, helping you stay on track and minimizing the chance you overlook crucial elements. It also enables better time management and coordination among team members while enabling progress tracking. 

But the best part of a checklist is that you can use it repeatedly from event to event, updating as you go for what worked best and what missed the mark. As you begin creating your event planning checklist, here are some things you’ll want to include:

☐ Goals: Decide What Success Looks Like 

Clearly define what you want to achieve with your corporate event and outline what success looks like. Ensure your event goals align with your business goals. 

☐ Logistics: Set a Date, Format, and Location

Pick a date and an event type, considering availability, attendee preferences, event objectives, and potential scheduling conflicts (e.g., holidays or seasonality). Consider second-tier cities and outside-the-box locations to save on event costs and make it easier for attendees to justify coming. 

doing more with less for event planners

☐ Theme: Choose a Memorable Concept

Select an event theme that aligns with your objectives to create a cohesive, memorable experience for attendees. Not sure where to start? Check out these “ 27 Unforgettable Corporate Event Themes .” 

☐ Budget: Assess Costs and Source Vendors

Figure out how big your event budget should be and identify vendors that can provide the services you need at price points you can afford.

☐ Venue: Choose the Perfect Location

Select a venue that suits your event’s size, location, and requirements, ensuring it aligns with the theme and atmosphere you want to create. Not sure where to start in choosing the right venue? Read our article, “ 10 Tips for Choosing the Perfect Conference Venue .”

The Vendry and bizzabo find venues and vendors

☐ Speakers: Decide on Keynotes, Sessions, and Entertainment

Figure out which speakers will impact your event most by engaging and captivating attendees. Don’t forget to cast a wide net for diverse and lesser-known speakers to ensure your event meets attendee expectations and that attendees feel represented. 

☐ Marketing: Craft a Promotional Plan

Develop a comprehensive event marketing strategy to promote your event and attract attendees. Be sure to include assets and promotional materials for your partners, vendors, speakers, and others to share on their social channels to boost attendance. 

☐ Run of Show: Create Meaningful Experiences

Map out the schedule and activities for your event, including breakout sessions, fireside chats, workshops, and networking opportunities. Be sure to spend plenty of time on independent activities like self-care, 1:1 meetings, and much-needed downtime. 

☐ Event Tech: Lock in Your Event Management Software

If you haven’t already, vet the right corporate event management software to power your event. The ideal solution will include a mobile event app , event networking tools , and plenty of options for webinars and virtual events. 

consolidating event tech stack ebook

☐ Registration: Invite Attendees and Promote Your Event

Send out invitations to your target audience and actively promote your event on social media, relevant media outlets, email, paid ads, and other key channels. Start promoting your event early so you can send follow-ups and last-chance communications. 

☐ Food and Beverage: Plan the Menu

Hire a caterer or local business and plan the food and beverage offerings to meet the needs and preferences of your attendees. Be sure to consider sustainable materials for your event, including compostables or reusable items instead of plastic. Choose vendors that use locally sourced and processed ingredients to ensure a low carbon footprint. 

☐ Contingency Planning: Consider All Potentialities

Prepare for unforeseen circumstances by developing an event contingency plan to address any issues or emergencies that may arise during the event. Ensure your plan includes options for speakers backing out, vendors backing out, inclement weather, and every other possibility. 

☐ Rehearse: Do Final Walkthroughs

Do a dry run of your event to address any logistical or technical concerns ahead of time and ensure a smooth experience when the big day arrives. Be sure speakers have all the information and prep they need to succeed. 

☐ Event Follow-up: Survey Participants To Measure Success

Collect feedback from attendees, speakers, and vendors by distributing surveys post-show. Consider offering incentives to encourage participation, such as gift cards, sustainable swag, or a virtual meet-and-greet with one of your keynote speakers. 

☐ Post-mortem: Gather Stakeholders To Evaluate Success

Conduct a thorough evaluation of the event’s outcomes, discussing what worked well and areas for improvement to inform future events. Be sure you take plenty of notes and add them to your event documentation so you can pivot at your next event. 

To increase the chances your corporate event delivers the results you’re aiming for, keep these tips in mind as you finalize your plans:

  • Start the planning process earlier to allow ample time for all necessary preparations.
  • Build an engaging agenda, but leave room for networking and decompressing.
  • Ask attendees what they want to see at the event.
  • Look at historical data and surveys to ensure you’re not repeating sessions that fell flat.
  • Build your list of must-haves and nice-to-haves and communicate to stakeholders when you have to compromise for budget, time, or event goals.
  • Embrace technology and invest in a purpose-built event management solution you can rely on to plan, execute, and analyze your event.

Survey attendees, employees, and speakers afterward to gather event feedback and learn what you can do better next time.

Making your next corporate event one for the ages starts with meticulous planning. By creating a corporate event planning checklist and using it to guide the event planning process, you can ensure no details are overlooked as you prepare for your next event.

To help you tackle planning your corporate event, we’ve built several kits fully loaded with run-of-show templates, budgeting guidance, and much more. Whether your corporate event is in-person, virtual, or hybrid, we have a kit to maximize your efforts and help you spend more time on building experiences and less time on the nitty-gritty: 

  • The In-person Event Production Kit
  • The Virtual Event Production Kit
  • The Hybrid Event Production Kit
  • The Webinar Production Kit

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Event Planning Guide With Checklist 2024

Cvent CONNECT 2018

What is event planning? How do you do it? What tools should you use to make your life easier?

In this guide, we talk through a basic event planning template, what it means to be a planner, and how event management software can simplify your processes.

What is Event Planning?

It is the process of planning all the details and logistics of an event. That event can range in size, complexity, and purpose. They can be in-person , virtual, webinar or hybrid. It takes a great deal of time and effort to manage an event and involves communication with multiple teams and vendors. Event planning encompasses tasks at all stages of the event cycle, like event marketing, event sponsors, venue sourcing , event branding , building an event website , and more.

Event Management is Event Planning

People tend to call event planning by  many different names.  Some event planners are called administrative assistants, some are called event coordinators, and others are called event managers. What do all of these titles have in common? The individuals have some hand in planning an event. Whether the events are internal or external, large or small, they all have to be planned.  

event planning

What is Virtual Event Planning?

Planning a virtual event takes as much time and dedication as an in-person or hybrid event. In recent months, we've had to adjust event programs to incorporate these new event types, adding on a learning curve for planners as they get a feel for virtual event planning. There are so many factors to consider when planning a virtual event. Will this content translate well to a virtual setting? Are my speakers prepared to speak virtually? How will I provide my sponsors the same value as they would receive at my in-person event? How long should my sessions last? And finally, what technology should we use to support this event? Planning a virtual event is made easier with technology, or the use of a virtual event platform such as the Virtual Attendee Hub . With virtual event tech, you can plan smarter. 

Read  Virtual Event Planning Checklist  for more on virtual event planning.

How to Plan an Event

Not sure how to plan an event, or even where to start? Maybe you were recently assigned an event to plan by your manager or you’re just starting out in the field, either way, there are a few basics for how to plan an event. The most important thing to remember is that no two events are the same – just like snowflakes. They’re all unique and have their own purpose. From event type to event size, there is an endless number of factors that change one event from the next. The event planning template below is a rough guide to give you somewhere to start. It doesn’t cover everything – one guide never could – but it will give you the basics.

Building the Perfect Event

It starts simply. A theme. A plan. A goal. Your event has a purpose from the beginning, which will drive content, speakers, and the venue. It’s part of the event management planning process and a key first step.

Wondering how to throw a great virtual event? Check out The Ultimate Guide to Virtual Events. 

Event Management Planning Process

What type of event are you planning.

Let’s start simple. Are you planning an internal or external event? An internal event is one within your organization put on for employees. This event could be an appreciation event, a holiday party, training, teambuilding exercise, and more. An external event is one outside of the organization that looks to register attendees. From there, identify if it’s a social event, a networking event, a conference, etc. Start with a great event management plan. What event type is it? In-person, virtual, or hybrid? This will impact the event goals and the planning process. 

Define Event Purpose

All events have a purpose. If you haven’t identified yours before you begin planning, then you’re starting off on the wrong foot. Why are you throwing this event? Is it to generate revenue? To launch a product? To educate? Your purpose drives how you plan, market, and execute your event.

Determine Event Size and Duration

How many attendees will attend your event? What will be the event duration? As you decide, think about cost and the purpose of your event. More people mean a larger venue or a higher-cost virtual tech tool, but it could also mean a greater return on investment. Generally, the length of the event is determined by the type of event your throwing. A conference typically lasts a few days, but if this is the first year of the event, you might want to do a two-day event vs. a three-day event to make sure the interest is there.

event budgeting

Event Budget

Create a budget.

No one likes to talk about money. But setting an event budget is crucial–and all stakeholders need to be on the same page. Determine or nail down the event budget as soon as possible as you begin planning. The venue, food, technology, and entertainment are high-price items.  There’s a lot to budget for (probably more than you might think) and starting with a clear event budget will make it easier as you plan. Check out  Meeting and Event Budgeting Made Easier  for a few tips. Some things cost more than you might think. For example, coffee. Check out  Budgeting: How to Estimate Coffee Consumption . Think about ways to incorporate event sponsors into the event.

Meeting and Event Budgeting Made Easier

After the actual event, the event budget is one of the most highly scrutinized aspects of any planning process. Not everyone understands what a successful event looks like or how to determine ROI, but they do understand money. Whether your event  budget is small  or large, it’s important to know where each dollar is going. If you can’t easily track your event budget and use spend information to analyze an event’s effectiveness and improve year over year, you’re making things more difficult than they need to be.

Event Tech and Event Budget

Technology has made event budget tracking easier than pen and paper or building out a complicated, formula heavy Excel sheet. There are tools you can use, from the Expensify App to more complicated budget tracking solutions, that make collecting, tracking, and analyzing event spend much easier. Curious if your go-to florist is increasing their fee by too high a percent year over year? Check what they charged you the year before! Want to break down costs into categories such as venue, food, promotion, and more? You should be able to, and it shouldn’t take hours of searching in multiple Excel sheets to do it. Read more to find out what budget tracking tools can do for you.  

Simple Entry

Keeps things easy. No matter who is entering costs and information, they’ll do it correctly if the budget technology you use is user-friendly. Don’t let complicated Excel sheets create confusion. One of the major challenges with tracking spend is making sure that every single purchase is accounted for. It can take hours and hours to find the missing $2.37, but you’ll spend an afternoon searching for that last item because the event budget has to balance. Use a tool that captures each purchase so you don’t have to root through your purse, car, and office to find a crumpled receipt.

Summary View

A budget overview shouldn’t take hours to pull together. Many budget tracking tools make it possible to create a quick summary view that will show you, and executives, everything they need to know about current spend vs projected spend.

Track Return On Events (ROE)

Look at ROE for one event, or across many events. Tracking ROE will give you greater insight into a singular event or across multiple events. Track budgeted, negotiated, and actual expenses to show their return on objectives and make your next budget even smarter.

Segment By Vendor

You shouldn’t need to spend hours pulling up a history of payment for that one caterer – check easily with budget tracking tools. This will allow you to understand how much you spent with one caterer vs another, or let you to budget better for future events with the same vendors. Negotiate better deals with vendors and suppliers based on transaction history. Did you spend enough with certain vendors to qualify for volume discounts?

Charts And Graphs

People like visuals! Now, tracking tools have graphs built in so you can look at event spend in a more engaging way. You don’t need to spend extra time laboring over a pie chart – it’s created for you. Charts and graphs can usually be modified easily to compare the costs you want to look at.  

Use Event Sponsors to Defray Costs

Determining what to spend money on and where to cut isn’t easy. It shouldn’t be even more complicated because of the systems you’re using to track the event spend. Embrace the technology out there! There’s an easier way, and it will lead to less stress, better analysis, and more time to spend actually planning the event. And, think about pulling in event sponsors to take some of the burden off of your budget.

sourcing venues

Venue Sourcing

Taking the mystery out of venue sourcing.

How do you typically  find a venue for an event ? Like a lot of planners, you may start with a Google search. From there, you create a spreadsheet, start to identify criteria, send a few emails, call a few locations, and come up with a solid list of potential venue options. If you're planning an in-person or hybrid event, the venue will be key.

Don't Waste Hours on Venue Sourcing

But how long did that take you? You can lose hours looking at different hotels, conference centers, and unique spaces, and at the end of that search, you may be left with a few hastily scribbled notes on a piece of paper or a partially filled out spreadsheet. The hardest thing to find during this search? The cost. You can sink hours into research, find a great list of five locations, then realize after reaching out that they’re all way out of your price range. That puts you back at square one. That’s only the first step in the long, tiresome venue sourcing process. You still need to create and send out a request for proposals (RFPs), evaluate them, and work through complicated negotiations.

Use Venue Sourcing Technology

It shouldn’t surprise you by now, that my answer to this cumbersome process is simple – event technology. Venue sourcing tools make everything so much easier. What can they do? Provide a searchable database of venues, allow you to compare and contrast venues across the same criteria, easily send out RFPs, and get you set up to do the only thing you can’t do with event technology – go on-site visits. Though with the rise in VR technology, it might even help you do that someday soon. We’ve broken down venue sourcing into simple steps, that when using a great venue sourcing tool, will take the headache out of finding the perfect place to host your next event. Check out the Cvent Supplier Network

Step One: Find Venues

  • Know your meeting objectives and requirements. You need to start strong and by determining these at the outset, you’ll decrease the search process.
  • Take into account feedback from attendees. Is this an annual event? If attendees ranked the venue from the previous year poorly, look at the feedback to pick a venue that will resonate better.
  • Don’t feel alone! Reach out to your team, or others that have a stake in the event to brainstorm what factors are most important.

Step Two: Write the Perfect RFP

  • You already know general objectives and requirements – now define your purpose. Make it clear what this event requires and hopes to achieve.
  • Get detailed! Give as much information about the event as you can.
  • No one likes to discuss money, but you need to share your budget requirements. The venue is one of the largest costs of an event and can make or break your budget.
  • Make your deadlines clear. Give a date and time that provide venues enough time to respond.
  • Don’t start from scratch. Pull a template from online.
  • Be ready to answer any questions venues may have about the proposal or event.

Step Three: Evaluate Proposals

  • Create a spreadsheet to assess proposals
  • Create a list of any factors that are less concrete – your qualitative factors
  • Pay close attention to meeting rooms – do the sizes and layouts make sense for your event?
  • Compare how responsive and helpful the venues are to help figure out how helpful they’ll be if you choose them.

Next? Go on some site visits! You should be in great shape at this point. You have proposals, you know that the spaces you’re looking at are within budget and have the spaces you need, now you can look in person. Want more?  Event Management Technology for Dummies

Event Marketing

Make event promotion strategic.

From a full-scale social media takeover to paid ads, event promotion takes many forms. It all depends on your budget, but the purpose of event marketing is to drive attendees to your event. Without attendees, the event wouldn’t exist. Our  Event Marketing Plan Template  gives an outline of where to begin. Event marketing software can help cut down on the time you spend planning emails and promotions. The most important thing to remember about event promotion is to start early. Create a plan when you begin planning an event and automate it as much as possible. That way, as your event gets closer and you get more in the weeds, you won’t have to remember to post to Facebook or buy ad space. 

Need Some Event Marketing Tips? Read our Event Marketing Guide for more event marketing tips.

Promotion Across Channels with Automation

If no one knows about your event, how will they register? That’s why promotion is so important. Check out  The Best Ways to Promote Your Event  for inspiration. Targeted email marketing is a great way to promote your events when you have a vast database. Other ways to promote? Social media continues to be one of the best free promotional channels.  

Live Events Are Powerful

And they don’t have to be budget drainers–they can actually be big money-makers for your organization. In fact, recent Forrester research shows that successful organizations allocate nearly 25% of their B2B budgets on events, noting that these in-person events are the second most effective marketing tactic. With all this money being earmarked, it makes sense for planners and marketers to join forces and work to increase your ROE (Return on Events) to make events a profit center as opposed to a cost center. Here are a few quick tips on how to get started.

Personalize Invitations to Increase Attendance

Treat your invites like targeted e-marketing campaigns by segmenting audiences by contact type and job role with a clear call-to-action that will resonate with them, getting more people to RSVP.

Increase Your Online Visibility to Create a Goldmine

Employ a user-friendly event registration system  to create both an easy online registration process and targeted event website . Any good event management technology will come with the necessary tools to help you easily increase the visibility and traffic to your event website by including SEO keywords–allowing you to track registration form submissions and bulking up your event’s bottom line by providing additional sponsorship opportunities.

Engage at Every Stage

Use social media, viral marketing (videos, pics, contests, teaser campaigns) and promotions to drum up interest before your event. Keep the content flowing and get attendees buzzing during your event with sponsored mobile apps , tweets, posts on Facebook, Instagram, Snapchat and blogs. When all is said and done, offer event recaps, highlights, infographics, photos and videos to your attendees. The goal is to extend the life of your event beyond just the event dates, getting your attendees more invested in your organization. To make it easier, use event marketing software so that you can automate some of your processes.

Be Great and Integrate

Events are a key piece of the marketing mix and therefore your event management system  should integrate with your other sales and marketing tech stack and tools such as your CRM system, e-marketing solution, and social media tools. Share data, automate processes, track registrations (and attritions), quickly build reports, measure ROI and save valuable planning time by combining event and marketing tools. By making your events more measurable, you increase your chance at profitability.  

Event Branding

The theme is about event branding.

The theme goes hand in hand with event purpose. A great theme will attract attendees and connect with the event purpose. Not all themes are created equal. Once decided, the theme will impact decorations, food, entertainment, and more. Remember, it doesn’t just refer to cheesy prom themes, like “A Night Under the Stars.” The theme is the impactful message threaded throughout the entire event, or the branding. Out of ideas? Check out  10 Terrific Themes for Corporate Events .

Read our  Event Budgeting Guide .

Event Website

Building a website used to be impossible if you didn’t know how to code. Today, things are much easier. Even if you have no knowledge of HTML, you can build a great website. Which is great news because nowadays, everyone expects there to be a website for everything. Emailed invitations are a thing of the past. Besides being wildly expensive, they’re hard to track and data is easy to input incorrectly. That’s why websites and registration sites are the new normal when it comes to events.

What’s the Difference Between Registration and Event Websites?

Registration website.

A  registration  site is built for one thing – registration. Registration sites alone are perfect for smaller events, events that don’t need much promotion or events that have a very low barrier to entry. The purpose of a registration site is to allow an attendee to register easily online and provide you with the data and information you need.

An  event website  is more dynamic. This website is created for large events, high-cost events, and events that need to capture potential attendee’s attention. The purpose of an event website is to market the event and convince attendees to attend the event. This website can include videos, more information, and lead to a registration site. Not every event will have an event website, but if it has an event website it will also have a registration site. Regardless of the type of site you build, it should be:

  • Contain all of the event info
  • Be accessible and easy to read

How to Detect Problems

Bounce rates.

The higher a bounce rate is, the worse it is. You want a low bounce rate. This means that when a visitor is on your site, they stay and interact for a reasonable amount of time. If bounce rates are high, that means they entered the site and left quickly. Try switching up the original landing page or copy to see if the change helps. When other pages on the site have high bounce rates, try changing those as well.

Abandon Rates

On a registration site, when a visitor fills out part of the registration and then leaves without finishing the form, that’s counted as an abandon. You want visitors to fill the entire form and complete registration. If your abandon rates are high, figure out what questions led to high abandons. Can you do without those? If not, try switching up the order and see what works. For those that already abandoned registration, send them an email (if you have their address) with more information about the event.

Event Management Technology Makes Building a Website Easy

Regardless of the site you chose, you will need one. If building a website scares you – don’t worry. It isn’t hard. Event management technology has made the process incredibly easy. If you can type and drag and drop, you can create a site.

Building an Event Agenda

spreadsheets on desk to prove event ROI

Proving Event ROI

Measuring your success to prove event roi.

Event management doesn’t end when the event does. Over the course of the entire event, it’s important to prove success and identify areas of improvement. Data gained throughout the process will help you do this. Live polling is a great way to find out how attendees felt about the event. Event management software allows you to track attendee data and gather information on engagement, registration, interactions, and more to help substantiate event ROI.

The Essential Drivers of Event ROI

Event experience.

To get a true calculation of event ROI, you need to take a deep dive into both the costs and benefits of running an event. Far more than simply adding up the direct costs to produce an event and the direct revenue it delivers, it’s important to understand the full spectrum of costs and benefits. To help you through this calculation, we’ve outlined the eight essential drivers of event ROI.

Event Costs

Event expenses can account for 25% or more of a company’s B2B marketing budget and internal meetings can add another 3-5%. The total costs needed to actually make events happen requires a closer analysis of expenses at a granular level. Three different costs should be examined.

Direct Costs

These are costs most familiar to event planners. They are the costs of hosting an event. Examples of direct costs include venue costs, food and beverage, travel, entertainment, and rental equipment. Hopefully, you are reconciling your budgets and have a good handle on direct costs.

Indirect Costs

Indirect costs offer a more complete view of the investments to run an event. They include salaries and overhead of the teams involved in staging an event as well as other shared expenses. Indirect costs are calculated using accounting processes such as activity-based costing, which assign attributed costs to products, services, and events. To understand the indirect cost of your event, work with your finance team.

Opportunity Costs

Events have an opportunity cost. Your organization chooses to deploy its resources to an event as opposed to digital marketing, or some other activity. These alternative sources of value comprise opportunity costs. To understand this cost, you need to know the benefits the other activities would yield as compared to your events.

Identifying Benefits

Events can impact the top line and bottom line of an organization. Similar to expenses, it’s important to know how to measure the different types of benefits.  

Direct Revenue

Direct revenue is the money made directly as a result of hosting an event. Examples include ticket sales, sponsorship dollars, registration fees, onsite product sales, and advertising revenue. Direct revenue varies based on the size and scope of the event. This is the money you are hopefully calculating today to show the value of your event.

Attributed Revenue

Organizations market and promote their products at events which helps drive future revenue. Onsite product demos and account planning conversations help fill the sales pipeline, fuel new sales, and increase customer renewals. As those new opportunities result in new business, the dollars can be attributed to the event as attributed revenue.

Brand Equity

Some benefits, such as brand equity, are more intangible and cannot be measured through hard dollars. Brand equity doesn’t deliver immediate monetary rewards, but event attendance has an impact on brand attitudes. Consumers like well-known and admired companies, which leads to doing business with that company. Brand equity can help propel Customer Lifetime Value, the long-term profit contribution from a customer. Your events should leave a positive impact on your attendees, driving positive brand equity.

Knowledge Exchange

Knowledge exchange is the accelerated learning that occurs during events. This interaction between customers, prospects and the company can help shape product development, increase learning, fine-tune marketing, and speed receptivity to sales. Your events must create an environment to share knowledge, which leads to brand equity and attributed revenue!

Event Management Software

By now, you should be able to answer the question, what is event planning . And you know that event planning software can cut down the time spent on doing manual tasks. Event management is about pulling together an incredible experience, facilitating connections, adding leads to sales pipeline, and proving event success. It’s a difficult job that involves spinning an endless number of plates and working around the clock to create an unforgettable moment for attendees. And, it’s one that can be made a little easier by taking advantage of technology, especially if you happen to be planning a virtual or hybrid event. A virtual event platform is a gamechanger. While many planners rely on sticky notes and spreadsheets, there’s tech out there that will save hours and take events to the next level. From on-site badge printing to detailed data and analytics to virtual streaming options, event management software can take your event to the next level. Find out what event tech can help you succeed in  How to Select the Right Event Management Technology . 

Event Planning Checklist

There are so many things to think about when you plan an event. Depending on how long you’ve been planning events, you have different concerns. But, whether you just got thrown into planning or have been planning events your entire life, there will always be unexpected moments. Events, as well as you script them, are unruly. Things never go quite as you plan it. That’s why it’s important to be flexible and willing to adapt. That doesn’t mean you shouldn’t plan as well as you can, though. Below is a quick event planning checklist to keep in mind as you go through your event. Think of this as an event planning template.

Before the Event

Start early.

In most cases, you have the least amount of control over when you can start planning your event. It’s rarely prescribed by you, but by your company, manager, or the company that has hired you to plan. Try to start as early as possible to give yourself the best chance for success.

Set Clear Goals

Each event is an opportunity to improve. Setting goals about what you hope to achieve with this event, whether it’s an increase in attendees, increased attendee engagement, or higher ratings for speakers, is key. Communicating value after the event will ensure

Understand the Purpose of the Event

You know whether you’re planning a conference, gala, or happy hour – but what does this event need to achieve? What is the theme? Figuring this out early will make planning easier in the long run. After all, without this information, you can’t pick a venue, event design, and more.

Identify Resources

How big is this event and is your team large enough to handle it? If your team isn’t, have you determined what contractors you need to hire? By establishing the team this early, you’ll have enough budget to work with and won’t create unrealistic expectations.

Promote Your Event

Take the time to develop a comprehensive event promotion plan. Without the use of email marketing, an event website, social media campaigns, and ads, attendees won’t know that your event is happening. Invest the time and money in promotion to drive registration. And, consider investing in event marketing software.

During the Event

Always have coffee.

While this does depend on the type of event you have, there is nothing that incurs the wrath of attendees quite like running out of coffee, or worse, not having coffee. If you’re planning a conference, a workshop, talk, or anything that has a number of speakers on the agenda – make sure to keep the coffee coming.

Adapt Speakers and Agenda Content

At some events, you have the ability to adapt based on attendee response. If you’re using a mobile event app during your event and getting speaker ratings, you can easily see who is and isn’t going over well with attendees. If a speaker is poorly rated and they’re going to do the same talk at a different time – change up the schedule. Consider taking that speaker’s session off of the agenda and replacing it with a higher rated speaker. Your attendees will thank you.

Be Ready for Anything

While unnecessary to reiterate, things happen onsite that you could have no way of predicting. Keep your staff office stocked with sewing needles, a first aid kit, and whatever else might be helpful. You have little chance of anticipating a hungry bird with a taste for finer food flying into your event space, but it’ll be your job to figure out how to react.

When you’re onsite, it’s incredibly likely that you’ll forget to sleep. Don’t. Take the time when you can to get a few hours of sleep. Without it, you’ll be off your game and less able to adapt to whatever situations throw themselves your way.

After the Event

Do something with your data.

You collected data onsite. In your mobile event app, at the check-in kiosk, during registration, an in surveys. If you don’t already have a plan for how you’ll use that data to prove whether the event met its goals, create one. Data you capture onsite is invaluable. You gain insights into attendees, and potential customers, that most companies can only dream of having access to.

Review Goals and Update Stakeholders

You need to prove event success. Take the time right after the event to identify what went well and what didn’t, then do a deeper analysis into event success using metrics. Your stakeholders will be more impressed if you can speak their language and give concrete results. 

Also, read  Event Planning Checklists: Avoid Last Minute Crisis at Your Event .

Find out more about Cvent's Event Management Software. 

John Hunter

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

business event planning short note

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How to Plan an Event: Tips, Steps, and Strategies (2024)

business event planning short note

Planning and managing events can be stressful for everyone involved. You may have the same knowledge, experience, and competencies as your team. Still, your efforts may yield poor results without a solid event management plan.

In a word, an event management plan describes all the details of your event organisation. These are usually laid out in an event management plan template and shared with stakeholders or the broader event management team.

By using a solid event goal and strategy as a starting point, an event management plan should outline how an event will be organised , from promotion to day-to-day logistics and post-event analysis. In this article, we will share all of the top tips for planning an event and what to expect in the process- all in a nutshell.

Let’s start.

Define a set of well-optimised event goals:

Define a set of well-optimised event goals

The event goal is where you start to get more specific. The terms “goal” and “target” are often used interchangeably.

Goals are often specific and measurable. Goals are the strategies and steps you use to achieve your goals. Before you define your specific goals and objectives, spend some time thinking about your purpose. Your purpose is the overarching goal that will guide all your business decisions. For instance, perhaps your purpose is to advocate for a specific group of people, promote a particular political program, or provide educational opportunities for your community.

So, before you define the goals behind the event, you document the event’s purpose. Here are some key questions to consider when setting and defining event plans, goals and objectives:

  • Why are you organising this event?
  • Why are you inviting people to your event?
  • What are the essential things you want an attendee to leave behind?
  • How will you precisely measure your success?

“Goodwill” is a term often used when referring to the goals and objectives of the event. Why are we holding this party? Of course, to create goodwill with customers! That kind of vague, utopian goal won’t help you plan a big event. Instead, get specific: a better goal might be increasing sales or retaining customers.

Another overarching goal is to “give back to the community.” It’s a great sentiment, but you must determine how it relates to your organisation’s goals. For example, does a charitable gesture improve your brand awareness? Once you’ve tied your idea to your purpose and goals, you can start thinking about “giving back to the community” with a well-defined purpose.

Set S.M.A.R.T. Goals-

You may have heard of S.M.A.R.T. Goal. The SMART framework is a set of criteria to set goals across many areas and processes, from project management to personal development.

The goals of the event should be:

S – Specific:

What is the outcome you are aiming for? What is the deadline? A specific goal might be to “attract 30% of high school students to visit for the fall semester by July 15.”

M – Measurable:

This section is usually about numbers, such as dates, estimated R.O.I., and sign-ups, anything that can give a specific quantitative or qualitative assessment of success. It is always easier to work with measurable outcomes than with vague predictions.

A – Achievable:

You want to create goals within reach. Let’s be honest: “Enroll 600 new students in one day” may not be attainable. Set goals that motivate you to succeed, but don’t set unattainable goals. The problem with many event organisers is that they often live in fantasy land, hoping for unattainable fantasies. Setting realistic goals is an essential part of success. However, this does not mean that you will be able to avoid all challenges. Aim for something difficult but still doable under your specific conditions.

A – Relevant:

The goal should be related to your business goals. Otherwise, there is no point in continuing. Your goals should not only objectively reflect the interests and expectations of your target audience. Still, they should also be relevant to each goal you set for yourself. By focusing on the big picture of your event, you can easily see what’s important and what might be overlooked.

T – Time-bound:

Goals must be time-bound, which means they have a set start and end date so you can measure whether you achieved your goal within the allotted time. Not yet. Create S.M.A.R.T. Being tied to your organisation’s purpose and goals will keep you on track throughout your event planning guide, from venue selection to post-event survey questions. When you have clearly defined goals and objectives for your event, it becomes easier to plan your event, promote it, and fit within your budget. And when you align with your goals, that shows up in our messaging, which means you’ll communicate more clearly with attendees.

Set Realistic KPIs-

business event planning short note

In short, you need to know if you are achieving your goals. How can you track the ROI of an event if you don’t see how you measure it? Defining a list of key performance metrics and monitoring event metrics tied to your predefined goals can help you demonstrate that ROI.

Event management oversight is the only way to make event success a repeatable experience.

There are internal events and external events. They all have different goals. Internal meetings, parties, and meetings are organised to strengthen team spirit. They help develop ideas to solve current problems and even discuss business development together. External events can be launched to attract new talent, increase brand reach, or establish a certain image.

Only when you know what you want to achieve can you effectively measure it? Only when you know how to measure it will you succeed wherever you are? Here’s a list of KPIs you should consider adding to your list.

1. Number of registrations

One of the most obvious metrics if you want to measure the success of an event is the number of event registrations . Who signed up correctly? Who doesn’t have one? What areas are the most interested in your event? It is best to evaluate this information in real-time so you can determine when (as part of promotional measures, for example) you have received an exceptionally large number of registrations for your event.

2. New participants and old participants

Leverage the subscription platform’s data review capabilities to examine your participants closely. The more repeat attendees an event has, the more confident you, as the event manager, will be that your event idea will work. Depending on the type of event, there will usually be some volatility to some extent. Still, this usually indicates a problem if attendees don’t return for other events.

3. Social network engagement

This KPI measures a direct user response to your posts, tweets, or contributions. So, let’s take a closer look at the comments, shares, likes, and new subscriber count. People usually only share what they can relate to. The more often a post about your event is shared, liked, or actively commented on, the higher the social media engagement . This, of course, has a positive effect on the reputation and image of your event and, therefore, of your company or brand.

By analyzing these key metrics, you can also find out what content is suitable for your target group and what isn’t so that you can tailor your online communication accordingly.

4. Attendee on-site

A central indicator for the success of your event is the number of participants on-site, especially in relation to the number of previous registrations. What percentage of registered participants actually attended the event? If there is an unusual discrepancy in the event statistics , you should take a close look at the reason for this. This evaluation can provide important information about whether the content and topics you selected could arouse the interest of your target groups and whether the time and location were chosen appropriately.

5. Participant satisfaction

Attendee experience is one of the most critical factors determining an event’s success or failure. If attendees are satisfied, they will have a better impression of your business and learn a thing or two. This can help your brand image and lead to additional word of mouth. Polls and event participation tools can help gauge whether attendees feel sessions or events are worth their time. Check out the social media mentions of the event. Use web-based software to track them and measure the sentiment of comments. Also, check the opinions of the reviews about the brand itself. Compare those before and after the event.

6. Event ROI

This is a metric that describes the monetary return of the event. Business is not charity. Every action must be profitable for the company, and profit in money is one of the main components. This brings you one step closer to answering the question, “Is it worth it?” » Add all event expenses. Check location costs, catering, speakers, software, beacons, and advertising costs. Then, count all the financial benefits your business has gained from hosting it. Compare two values ​​, and you have it: return on investment.

Organise a Successful Team

Organising your team is a crucial step in event planning. A well-structured and efficient team can significantly impact the success of your event. Here’s an elaborate explanation of how to organise your team for event planning:

Identify Key Roles and Responsibilities:

Start by defining the key roles and responsibilities required for your event. This may include an event manager, marketing coordinator, logistics coordinator, registration manager, and more. Each role should have a clear job description outlining their responsibilities.

Select Team Members:

Choose team members with relevant skills and experience for their respective roles. Consider the size and complexity of your event when determining how many team members you need.

Establish Clear Communication Channels:

Effective communication is essential for a well-organised team. Set up clear channels for communication, such as email, project management tools, or regular team meetings. Ensure everyone knows how to reach each other and the preferred communication methods.

Define Team Goals and Objectives:

Clearly outline the goals and objectives for your event. Ensure that every team member understands the event’s purpose, target audience, and desired outcomes. This shared vision helps keep the team focused and motivated.

Create a Project Timeline:

Develop a detailed project timeline that outlines all the tasks and deadlines leading up to the event. Assign responsible team members for each task and ensure they know their deadlines.

Delegate and Empower:

Trust your team members to handle their responsibilities. Delegating tasks and empowering team members to make decisions within their roles can increase efficiency and creativity.

Regular Check-Ins:

Schedule regular team meetings to check progress, address issues, and brainstorm solutions. These meetings are also an opportunity to provide updates on the overall event plan.

Risk Management:

Identify potential risks and challenges that could affect your event. Work with your team to develop contingency plans and strategies for handling unexpected situations.

Collaboration and Team Building:

Foster a collaborative and supportive team environment. Team building activities and a positive working atmosphere can improve morale and productivity.

Feedback and Evaluation:

After the event, conduct a debrief with your team to gather feedback on what worked well and what could be improved. Use this information to enhance future event planning processes.

By following these steps to organise your event planning team, you can ensure that everyone is aligned with their roles, objectives, and timelines, which is essential for executing a successful event. A well-organised team can handle challenges efficiently and contribute to the overall success of your event.

Hire and Train Volunteers

Recruiting and training volunteers is a critical component of any event planning guide, especially for those with limited budgets or non-profit organisations. Here’s an elaboration on how to effectively recruit and train volunteers for your event:

Recruiting Volunteers:

Define volunteer roles and responsibilities:.

Start by identifying the specific roles and responsibilities you need volunteers to fill. This could include registration, event setup, guest services, security, information booths, etc.

Create Volunteer Job Descriptions:

Develop clear job descriptions for each volunteer role. Include details such as duties, time commitment, skills required, and any special instructions.

Promote Volunteer Opportunities:

Use various channels to promote your volunteer opportunities, such as your event website, social media, email newsletters, and community bulletin boards. Clearly communicate the benefits of volunteering, such as gaining experience, networking, or contributing to a cause.

Online Volunteer Management Systems:

Consider using volunteer management software or platforms to streamline the recruitment process. These systems can help you track volunteer sign-ups, communicate with volunteers, and manage shifts and schedules.

Target Local Organisations and Schools:

Reach out to local community organisations, colleges, and high schools. Many students are looking for volunteer opportunities, and community groups often have members interested in giving back.

Screen and Select Volunteers:

Review applications or conduct interviews to ensure that volunteers are a good fit for their chosen roles. Consider background checks if necessary, especially for roles involving sensitive areas like security.

Training Volunteers:

Orientation session:.

Hold an orientation session for all volunteers before the event. This session should cover the event’s goals, schedule, emergency procedures, and a review of specific roles and responsibilities.

Role-Specific Training:

Provide role-specific training for volunteers. This might include hands-on training for tasks like registration or information booth duties and training on communication, conflict resolution, or customer service skills, depending on the role.

Safety and Emergency Procedures:

Ensure that volunteers are aware of safety protocols and emergency procedures. This is crucial for roles involving crowd management, medical response, or security.

Uniforms or Identification:

If applicable, provide volunteers with uniforms, badges, or identification that clearly distinguishes them from event attendees and other staff members.

Provide Resources:

Equip volunteers with necessary resources such as maps, event schedules, contact lists, and any tools or equipment needed to perform their roles effectively.

Team Building and Motivation:

Foster a sense of teamwork and motivation among volunteers. Please encourage them to work together, create a positive and supportive atmosphere, and recognise their efforts through acknowledgments or small incentives.

Establish Event Budget-

Establish Event Budget

Creating a budget for an event can be overwhelming! With a long list of expenses, you can skip planning and start contracting your suppliers. While it may seem like the easiest route, you’re setting yourself up to blow it without a clear budget.

An event budget estimates an event’s costs based on established plans and research. Whether you are planning a small or large, elaborate event, your corporate event cannot exceed your budget. So, to start with the basics, you need to clearly define the type of event you are planning and the overall event budget. It’s best to start designing an event around your available resources, not the other way around.

Here are some of the key steps you can follow-

  • Throwing a cocktail party with $10,000 to spend? A corporate conference with a $500,000 budget? A team meeting with a $3,000 budget? Whatever the event is, the first step is determining how much money you must spend. This overall budget can come from your manager, the finance department, or your budget manager. Although the budgeting processes vary, the importance of this step is right.
  • Your past events can provide you with a wealth of data and information on budgeting for your next event. Evaluate your past events to understand where you overeat or write poorly—exceeding printing costs. You may want to adjust your budget or consider new providers. For example, suppose you realize you’re over budgeting after evaluating a previous event. In that case, you can enter your senior plan to understand better how you’ll need to adjust your budget.
  • When you make important decisions like choosing a provider, location, and service provider, you come up with the final budget. At this point, you’ve signed multiple contracts and started paying your suppliers. The next step is to update your budget and ensure you always stay green. Once you’ve consolidated your budget, add an extra – contingency fund . Depending on the size or complexity of an event, you may want to set aside up to 20% of your event budget here.
  • Despite careful planning, there is always the possibility of a change in your budget. Contingency funds ensure that you are prepared for any changes or additional costs that could cause you to exceed your planned schedule. This will keep you from going over your budget all the time.
  • It is essential to obtain stakeholder approval for your contingency fund. While this is an emergency fund, you want the team to be aware and prepared if you must get your hands on it. Give yourself some time with a reserve fund to relieve the stress of managing multiple moving parts.

Select the most suitable event date and venue-

If you’re in the early stages of planning your event, you’ll want to make sure you pick the perfect location and date. You want to choose a date that allows the most people to attend, doesn’t conflict with holidays and vacations, and will work for you and your event organisers. Check your schedule, as time will affect many decisions, including your chosen location. After your guest list is ready, the date of your event will be the next limiting factor. Depending on the type of event you are planning, you may need to be flexible with the event date to get the desired venue, or you may need to be flexible with the venue selection to get the desired date. You should start location planning by knowing where you or your client can be flexible.

Here are some questions to consider:

  • When are your guests most likely to go there based on their schedule?
  • What locations have the appropriate and available space for these times?
  • When is the best time for your management team to host an event?

When planning an event venue, one of the most important pieces of information you need to know is who your guests will be and how many people you plan to attend. While the type of event will undoubtedly influence the choice of venue, its capacity is one of the main factors limiting the event space. Ensure you know at least an accurate estimate (probably a range) of visitor numbers, as this will determine your venue choices immediately. It would help if you also considered your audience. Ensure the venue reflects not only the event itself but also the tastes and expectations of your guests.

As the number of guest lists and event dates can be narrowed down, it is crucial to identify where the event can take place. Your chosen venue should have a suitable space for the event you’re planning. Will your event require a dance floor? Will you need a PA system? How about a speaker’s podium or a projection screen? What kind of table setup do you need?

Once you gather all the probable answers and align them with the allocated budget, you can safely choose a date and venue and proceed to the next step.

Choose the Best Event Management Software-

Technology is the key to organizing successful events, serving a useful purpose, and achieving the desired results. What used to rely on paper-based processes has evolved as our reliance on technology has also increased. The event management system is here to increase efficiency, provide more data and analytics, reduce manual processes, and help demonstrate event ROI.

Additionally, event technology keeps attendees engaged and thrilled through exceptional event experiences. Unlike most video conferencing services, event management platforms aim to deliver tailored experiences and specific benefits to many organisations, such as automating manual tasks, which take a lot of work.

When finding the right event management software for your organisation, you need to evaluate your individual needs. All types of meetings and event planners benefit from event technology, but not all need the same features and functionality. From large organisations hosting hundreds of events each year to small organisations hosting one flagship event each year, every organisation needs a different level of event technology. Here are some of the features of a cohesive event ticketing platform-

Marketing and Event Registration

The right event management software or ticketing platform should registrant-to-attendance conversions with promotional event marketing tools.

Ticket sales and payment

Your event management software will allow you to sell event tickets and process payments easily and quickly. A range of customers or organisations similar to yours: Does the vendor specialize in small social events? Large businesses? Is their technology evolving? Excellent customer service: It takes time to integrate and learn new technologies. Choose software that can give you the tools to succeed and provide you with the support you need.

Reports and statistics

When data is power, static and report-focused event management systems are always critical. Event management systems like Conference Compass offer live Q&A, live voting, and session and speaker reviews. Understanding what your attendees like and dislike will help you and your organisation know where to focus your efforts and where there are key areas for improvement.

Approve Your Special Guests

Confirming special guests for an event is a critical and often intricate part of the event planning process. It requires clear communication and organisation to ensure that your guests are not only willing to attend but also fully prepared to participate in a manner that aligns with your event’s objectives and runs smoothly. Here’s an elaborate explanation of how to confirm special guests:

Initial Contact and Agreement:

The first step in confirming special guests is to initiate contact with the individuals or groups you wish to invite. Reach out to them via formal invitations, emails, or phone calls, clearly stating the purpose of the event, the date, time, and location. Express your enthusiasm and highlight the benefits and significance of their participation. Once they express interest, you should send official invitations that outline the event’s details, expectations, and any special arrangements for their participation.

Coordination and Logistics:

After receiving a commitment from your special guests, it’s crucial to coordinate the logistics of their participation. This includes arranging travel, accommodations, transportation, and any special requirements they might have, such as dietary restrictions or technical needs. Ensure that they have a clear schedule of their involvement in the event, including speaking slots, panel discussions, or other roles. Please provide them with any event materials, scripts, or presentations they might need to prepare beforehand. Maintain open lines of communication to address any questions or concerns and appoint a point person to be their main contact on the event day.

Publicity and Promotion:

Once your special guests are confirmed, and logistics are in place, it’s time to promote their participation. Announce their attendance to your audience and potential attendees, generating excitement and interest in your event. Utilise social media, press releases, and your event’s website to showcase their involvement. Highlight their expertise, accomplishments, or contributions that make their presence at the event particularly valuable. This not only enhances the prestige of your event but also attracts more participants and sponsors, ultimately benefiting your overall event goals.

Prepare Event Promotional and Marketing Campaign

With your goals in mind, prepare your marketing campaign, starting with the event schedule and speaker list. You can also highlight key messages, such as the benefits of attending the event, keynotes, testimonials, or videos from a previous event.

Ensure you have a good content management plan before taking the next step, creating an event website and app and starting to promote. This will save you a lot of manual work and wasted time. Of course, not all information about your event will be available immediately, so you may have to update event websites continuously, event registration pages, and various documents, such as the events application. Because an event is a special moment that attendees look forward to, creating anticipation in event marketing campaigns helps drive action.

Content marketing is a reference channel to build momentum before the event. In particular, content that heavily focuses on the “behind-the-scenes” aspect of an event can effectively build significant excitement.

Similar to a serial content strategy, creating an email marketing strategy that involves sending out multiple emails over a period of time is an effective way to retain your audience.

A nurturing email campaign aims to gradually drive the recipient to the desired action (i.e., sign up for an event) through a series of emails. The timing of each message should be spread out so as not to flood the recipient’s inbox and create an unpleasant experience.

Beyond timing, your emails should be segmented so that each message is as relevant to the recipient as possible. Filtering by job description, geographic location, and industry is an excellent way to ensure that relevant messages are sent to the right people, leading to higher click-through rates and, thus, more visits and registration.

Fix the Event Partners and Sponsors

Connecting with partners and sponsors is a vital aspect of event planning, especially when seeking support or collaboration to enhance your event’s success. Here’s an elaborate explanation of how to effectively connect with partners and sponsors:

1. Identify Potential Partners and Sponsors:

Identify potential partners and sponsors with a common interest or objective with your event. Consider companies or organisations that align with your event’s theme, target audience, or mission. Research their values, goals, and past sponsorships to ensure compatibility.

3. Craft a Compelling Proposal:

Develop a compelling sponsorship proposal that clearly outlines the benefits of partnering with your event. Explain your event’s purpose, audience demographics, and expected reach. Highlight the value that sponsors will receive, such as branding opportunities, exposure to a specific market, or access to a particular demographic.

3. Personalise Your Outreach:

When contacting potential sponsors, tailor your communication to their needs and interests. Craft personalised emails or letters that explain why their support is particularly meaningful for your event. Share how their involvement can help them achieve their own business or marketing goals.

4. Establish a Strong Value Proposition:

 Clearly define the value proposition for sponsors. Explain the various sponsorship tiers and the benefits associated with each level, whether it’s logo placement, speaking opportunities, booth space, or promotional materials. Ensure sponsors understand how their investment will result in a return on their objectives.

5. Leverage Existing Relationships:

Tap into existing professional relationships or contacts who can introduce you to potential sponsors. Warm introductions can significantly enhance your chances of securing partnerships or sponsorships.

6. Follow Up and Maintain Communication:

 After the initial outreach, follow up with potential partners and sponsors to gauge their interest and address any questions or concerns they may have. Maintain regular communication to inform them about your event’s progress and offer opportunities for their input and collaboration.

7. Provide Post-Event Reports:

After the event, provide sponsors with post-event reports that detail the impact and outcomes of their sponsorship. Include data on attendance, audience engagement, and any key metrics that demonstrate the value they received.

By following these steps and approaching potential partners and sponsors with a well-prepared and personalised strategy, you can effectively connect with them and secure valuable support for your event. Building strong and mutually beneficial relationships with sponsors is essential for the long-term success of your event.

Day-of-Event Execution Plan

As you approach your event day, it’s essential to have a detailed schedule in place to ensure everything runs smoothly. This schedule, often called the day-of agenda, provides a step-by-step guide from the initial setup to the event’s conclusion, leaving no room for oversight.

Here is a checklist example you can prepare to crosscheck every element and step of your event-

Setup (Morning): Venue preparation, technical checks, and registration setup.

Morning Program (9 AM – 12 PM): Welcome speech, keynote speaker, morning break, and breakout sessions.

Lunch (12 PM – 1:30 PM): Buffet-style meal.

Afternoon Program (1:30 PM – 4:30 PM): Panel discussion, afternoon break, and interactive activities.

Evening Program (4:30 PM – 10 PM): Closing remarks, networking, award ceremony, dinner, and entertainment.

Conclusion (10 PM): Silent auction ends, thank attendees, and begin clean-up.

This can be a crucial step and a life-saving strategy in any event planning guide. By clearly outlining who is responsible for each task and when it should be executed, you ensure that all details are accounted for, and everyone involved knows their role. This level of detail and organisation helps create an event that is memorable and well-executed.

Event management is the process of planning and executing events efficiently and effectively, ensuring they meet their objectives and run smoothly. It involves coordination, logistics, and organisation of various event elements.

The first step in planning a table, especially in the context of event design or dining arrangements, is to determine the table’s purpose and theme. This involves deciding whether the table is for a formal dinner, a casual gathering, or a specific event and considering the overall style, colour scheme, and decor that will complement the occasion.

Event planning is the process of organising and managing all the details, logistics, and activities involved in creating and executing an event. An event planning guide should include tasks such as defining event objectives, selecting venues, coordinating vendors, developing budgets, creating event timelines, handling marketing and promotion, and ensuring that every aspect of the event aligns with its goals and theme.

An event organiser, often referred to as an event planner or coordinator, plays a central role in overseeing the planning and execution of events. Their responsibilities include defining event objectives, budget management, selecting venues, coordinating with vendors, managing logistics, creating event timelines, handling marketing and promotion, and ensuring that every aspect of the event aligns with its goals and theme.

Last Words-

Proper planning is essential to ensure its success when hosting any event. A poorly organised event can damage a business or organisation’s reputation more than any event. Proper step-by-step event planning covers all aspects of the event, from the concept and initial concept stages to the schedule for the night. We hope our list of event planning guides and strategies can help you plan an awesome event- regardless of the budget, target audience or venue.

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How to Plan an Event: a Complete Guide

How to Plan an Event: a Complete Guide

Looking for advice on how to plan an event? You’ve come to the right place!  

We’ve seen a lot of organizations’ events over the years. And while we can’t identify every last detail you’ll need to think about (it often depends on the type of event!) we’ve got a bushel of best practices that work well for everybody.  

Whether you’re new to running an event or are just looking for some refreshers, this post will cover information including:  

  • Why you need an event plan  
  • The core features of an event management plan  
  • A free event planning template (plus checklists for in person and virtual events !)  
  • How to plan a successful event in 13 steps  

Without further ado, let’s dive into the ins and outs of planning an event!  

Claim your free trial of WildApricot to leverage tools that will streamline your event planning and boost your results.

What is an Event Plan?

An event plan is a guide for all the components of your event. Also called an event management plan, this tool organizes all of the steps and key information that go into running an event.  

Whether you’re neck-deep in conference planning or setting up your first small park event, an event plan serves as your North Star as you prepare for the big day. Regardless of the size of your event, a good plan covers the same essential components (which we’ll cover in the next section!).  

These components become an event management plan when they’re worked into SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals and objectives, as well as a timeline. To identify your timeline, we recommend working backwards from your event date with a workback schedule.  

What Are The Core Features of an Event Plan?

A big part of knowing how to run an event successfully is keeping all of the components in one place—which is where an event plan comes in! With a clear event plan example, all you need to do is fill in the blanks.  

Your event management plan should cover:  

  • Event goals and objectives  
  • Individual roles and responsibilities  
  • Volunteers and volunteer training  
  • Date and time of the event  
  • Event master plan  
  • Event location  
  • Event management software  
  • Event Branding  
  • Event speakers and special guests  
  • Partnerships and event sponsorship opportunities  
  • Promotional, advertising, marketing, and publicity plan  
  • Day-of processes  
  • Vendor information  

While this may feel like a daunting list, we’ve created a step-by-step breakdown of each element and everything you need to know to get started.  

Two Free Event Planning Checklists  

Looking for a bit more structure for planning an event? We’ve created a Free Event Planning Checklist you can simply download and modify to your organization’s needs.  

If you want a few more event planning guidelines, we also have this guide to using your event planning checklist effectively! This guide includes details on timelines and best practices for event follow up.  

Finally, we know that running an event looks different in the virtual sphere, so we’re also offering a Free Virtual Event Planning Checklist .  

13 Key Steps For Event Planning  

Planning a successful event comes down to following these 13 steps:  

  • Set your goals  
  • Organize your team  
  • Recruit and train volunteers  
  • Establish (and stick to!) your budget  
  • Choose a date  
  • Create an event master plan  
  • Choose your event software  
  • Book your venue  
  • Brand your event  
  • Confirm your special guests  
  • Connect with partners and sponsors  
  • Execute a strong event marketing plan  
  • Set up your day-of processes  

Ready for the complete breakdown on how to plan an event with these steps? Let’s dive in!  

1. Develop Your Event Goal and Objectives

The very first step in planning a successful event is to establish tangible goals and objectives.  

Ask yourself these questions:  

  • Why am I organizing this event?  
  • What do I hope to achieve?  
  • Who is this event for?  
  • What are my metrics of success?  

If you know your organization’s key goals before planning, you can ensure that every part of your event is optimized for success.  

Are you trying to raise awareness for a cause, or collect a predetermined amount of donations for your next project? Are you hoping to attract 50 guests or 500? Running an event will look a bit different depending on these answers.  

Setting a goal with quantifiable metrics of success will make it easier for your team to ensure that you reach them.  

Even better, figure out what happens if you meet, exceed, or miss your goal! At what point do you wrap up shop? At what point do you get to do something more exciting next time? Understanding where you’re going will only help you get there faster.  

yuanyuan zhou event planning

—Dr. Yuanyuan Zhou, Co-Founder of Whova

2.  Organize Your Team

Any event takes a concerted team effort to handle all the details! A team of dedicated staff members can execute the task lists, and your board of directors can use their networks and knowledge to help with the big picture.  

Some event planning roles to delegate include:  

  • Event planning team (event manager, board members, committees, etc.)  
  • Volunteer coordinator  
  • Publicity and communications strategist  
  • Venue management specialist  
  • Vendor coordinator  
  • Partner and sponsor liaison  
  • Fundraising and donor management  
  • Marketing and branding experts  

Assigning individual roles to team members creates a system of accountability and prevents tasks from falling to the wayside.  

Plus, it’ll allow you to delegate—but don’t forget to account for committee meetings in your event plan timing!  

“Delivering high-quality events requires buy-in at all levels of an organization. To create a truly unforgettable experience, you’ll need support from your executive team all the way to your on-site event staff.”  

—Bill McGlade, CEM, President at EpiQ Creative Group

3. Recruit & Train Volunteers

Rockstar volunteers are key to planning a successful event. But before you begin working with them, make sure you understand what their roles are and how you can begin recruiting them.  

  • Define volunteer roles. Make sure you have an understanding of what types of volunteers you’ll need and who will lead them. You may need volunteers for parts of your event such as:
  • Setting up and tearing down the event  
  • Tech wizards for running a virtual event  
  • Ushers and coat check  
  • Refreshments  
  • Registration  
  • Make a plan for recruitment. A great place to start is to share the volunteer opportunities with your existing contacts. Then identify the best channels for putting up your volunteer posting, such as volunteer sites and social media.
  • Identify volunteer leaders. Once you have volunteers, who’s responsible for training them? And how will you manage that training? Select volunteer leadership and provide either written guidance or in-person (potentially virtual!) workshops. To knock it out of the park, you could even provide both.

To make sure you have the volunteers you need, include volunteer recruitment early in your event management plan.  

4. Establish Your Budget

Establishing your event’s budget is one of the most important parts of planning an event.  

Creating a solid budget enables you and your team to generate ideas within realistic parameters. This means that the parts of your event that you’re excited about stay top of mind, and are adjusted for what you can afford.  

Some of the critical expenses you need to include in your budget for running an event are:  

  • Venue: This cost should encompass the rental as well as any necessary insurance. When it comes to navigating how to plan a large event, shop around for the best bang for your buck.  
  • Food and drink: This field is pretty self-explanatory. However, remember that the amount you can afford might also dictate the number of tickets you can sell!  
  • Entertainment: This field can be customized however you need it to be—whether it’s allocated for speakers, a DJ, or even a talking pig, make sure you have wiggle room for travel and accommodation costs as well as any compensation.  
  • Décor: Will you be going with a DIY mason-jar theme, or one that’s a little fancier? Establishing the costs upfront will help you determine which one you can afford.  
  • Staff: This category might often be forgotten, but it’s key to account for the transportation and lodging costs of your staff, especially if you’re headed out of town. Even budgeting staff time (what would they be spending time on if they weren’t working on this event?) can help you decide whether that extra meeting is worth it.  
  • Marketing: Determine whether you decide to promote your event through Facebook or go old-school by putting flyers up all over town,  
  • Software: If you’re not already paying for any kind of event management software , consider incorporating it into your event planning. Software can help streamline your processes, help save time, and enable your team to do more.  
  • Hybrid and virtual conference costs: If you’ve got a virtual component, make room in the budget for streaming and captioning costs. However, we will say that one of the best parts of running a virtual event is the money it can save you in the budget!  
  • A/V: From projectors to wi-fi to speakers, the tech should stay top of mind.  
  • Miscellaneous: Even the best-planned event will have some additional costs come up. Accounting for them in your budget will ensure you’re not caught unawares.  

Even if some of these items aren’t fixed costs yet—for example, if you haven’t yet picked a venue—it’s important to keep the maximum that you can afford to spend in mind before making those decisions.  

5. Set the Date

The date might already be pre-set for a recurring event, but if you’re planning an event that’s new, there are some things to keep in mind.  

Be sure to consider the following before firming up your date:  

  • Give yourself enough time! Ideally, you should have 4-6 months to plan, if not more (depending on the event)  
  • Be aware of statutory and religious holidays  
  • Avoid school holiday time periods (winter, spring and summer holidays)  
  • Check dates with key participants – speakers, presenters, VIP guests, etc.  

Once you’ve set the date and have your budget outlined, you can start booking any external staff (such as caterers) you need right away.  

6. Create an Event Master Plan

Once you know all the costs and the timeline associated with your event, it’s time to start the real plan!  

Creating an event master plan will allow you to ensure every aspect remains on track, as well as making it easier to coordinate with volunteers and event committee members.  

Your event master plan should encompass all aspects of the event, including:  

  • Venue, logistics & catering management (contracts, permits, insurance, etc.)  
  • Speakers and presenters (identifying, confirming, logistics & management)  
  • Creating a conference agenda and schedule  
  • Activities and entertainment  
  • Publicity and promotion (email campaigns, events calendars, printed programs, media relations, signage, social media, etc.)  
  • Registration (online sign-up, payment and tracking, QR code check-in , etc.)  
  • Sponsor and partner management  
  • Volunteer management and responsibilities  

While planning an event, consider also creating a detailed timeline, so that everything moves smoothly. Include when any permits or insurance policies need to be submitted, when registration ends and a detailed timeline of the day-of.  

Although it might be tempting to say, “It’s all in my head! I”ll be fine!” and not be concerned about writing it all down, beware: this kind of mentality will make it much more difficult for you to assign accountability! It’ll also make it more difficult to remember what you did for the next event—so do your future self a favor and keep everything written down.  

Finally, if you or your organization has run previous events of a similar type, reviewing any documentation that exists at this stage can help you ensure you’re not missing anything.  

ciara hautau event planning

Ciara Hautau, Senior Digital Marketer, Sparro

7. Choose Your Event Software

The right event software can make all the difference in streamlining the processes in your event master plan.  

Types of event software that can be worthwhile having include:  

  • Ticketing  
  • Event website  
  • In person and virtual attendee engagement solutions  
  • Lead tracking tools  
  • Virtual event solutions  
  • Hybrid event solutions  
  • Attendee management  

If you run a membership organization and are sick of processing event registrations and payments by hand, membership management software could be an automation dream!  

Did you know that WildApricot has been repeatedly voted the #1 Membership Management Software on the market?  

It can help you:  

  • Allow easy creation of online event registration forms  
  • Put a calendar of events on your website  
  • Automatically update your website with upcoming events  
  • Deposit event payments directly into your account  
  • Send automatic invoices and event reminders  
  • Dump event attendee data directly into your contact database  
  • And more!  

Not only does membership management software take care of all event logistics, it also makes running membership organizations easier. You can automate away administrative tasks like managing your contacts, website, finances and email communication.  

If you’d like to see if this kind of software is right for your organization, sign up for WildApricot’s 60-day free trial today!  

Claim your free trial of WildApricot to leverage tools that will maximize your event planning results.

As a small non-profit, this software has made organizing and communicating with our membership SO much easier. Membership is now automatic and registering for our events is easy for our guests and much less work for us. 

How to plan an event

8. Book Your Venue

Once you have the date nailed down, it’s key to book your venue as soon as possible. Your event has to have a date and location nailed down before you can begin advertising, so this task is priority number one in your event master plan.  

(Some flexibility around the date might also help you out at this stage and open up a wider variety of venues!)  

When picking a venue, consider these event planning guidelines:  

  • Accessibility . Does the venue have accessible entrances and elevators? Are there all-gender washrooms? Will you have space for interpreters or a live-captioning screen? This and many other factors go into choosing a space that all participants will feel comfortable in.  
  • Size. An event for 50 people will need a very different space than one for 500. Additionally, consider whether or not you’ll need separate rooms for breakout sessions or other small group activities (or, hey, even a green room for your speakers and/or VIPs!).  
  • Parking. Is there a parking lot, or is it easy to access via public transit?  
  • Insurance. Will you need to purchase separate insurance? What are their liability rules?  
  • A/V. If your event needs speakers and microphones, make sure it’s easy to set them up in the space that’s available—including plugs, or extension cords, in the right places. The same goes for wifi access (and cellphone connection!) or any other technological needs your event has.  
  • Costs. How much of a deposit is the venue asking for? Will there be additional costs? How much will you get back if you (heaven forbid) need to cancel?

lauren grech event planning

—Lauren Grech, CEO and Co-Founder of LLG Events

9. Brand Your Event

A timely and compelling theme can be just the thing that sets you apart from other events!  

Choose a dynamic theme and apply it to all elements of your event, including its name. Highlight the elements that make it special, especially in online media, because this can be what attracts people to attend.  

A few branding steps for event planning:  

  • Brainstorm names. When you’re brainstorming the event name, ask yourself:  
  • How is your event different from other events in your sector?  
  • What are you hoping to convey through this event?  
  • What are the main components of your event?  
  • Create a tagline. Once you’ve come up with a name, craft a tagline—a short, memorable branding slogan that describes the event.  
  • Design a logo. If you’re planning a major event or recurring event series, make sure you’ve created a logo. A logo can be an effective branding tool that offers immediate recognition of your event in all your publicity and promo items (such as t-shirts, water bottles, bags and more). It should also be cohesive with your organization’s larger logo!  
  • Create your visual identity. Create a cohesive visual identity for your event to bring everything together. Choose a distinct font, color(s), voice and tone, story, graphics and thematic elements.   

Once you have your name, tagline, and logo, use it in all your marketing collateral so that people who are unfamiliar with your organization will start recognizing your brand—and remember that the event is happening!  

nicole meyerson event planning

For instance, if your event is the National Conference for Dogs, you could create a hashtag such as #NCDwoof2019. It’s unique, memorable, and short.

During the event, designate someone to monitor live posts using the hashtag: “like” the Facebook posts, “retweet” the tweets, and so on, to amplify the buzz while the event is happening.

Following the event, you can search each individual social media platform for posts containing your hashtag for an excellent post-event report.”

—Nicole A. Meyerson, Founder, Project Parity

10. Confirm Speakers & Special Guests

Want to know how to plan an event with awesome turnout? Book the best guests!  

Industry leaders, subject matter experts or local influencers are all examples of great speakers or special guests to have at your event. The right speaker can make all the difference in increasing registrations!  

Here are a few tips on how to a coordinate an event with notable speakers and special guests:  

  • Use social media. Use your Linkedin network to find potential speakers or guests that have interests or expertise that aligns with your organization. You can also browse hashtags related to your organization’s mission to find people who would be a great fit.  
  • Browse professional speaker websites . Sites like the National Speakers Association and SpeakHub are great resources to tap into to find a great speaker. The directory is organized by topic and also lists a track record of their previous events.  
  • Reach out to your existing network. Ask people within your organization—or your board!—for recommendations. See if they can peruse their social media networks too, then cross-compare lists for potential contacts.  
  • Reach out to your local Chamber of Commerce. If you are a chamber of commerce, refer to the tip above. However, if your organization is not, a chamber of commerce can be a great resource for finding like-minded businesses who may have had success with a speaker at a past event.  
  • Ask your members . Events are great ways to expand your membership base, so who better to ask about what would resonate best with your attendees than your members? Reach out and ask them for suggestions of who they’d like to see at their event with a member survey .  
  • Review post-event survey results . The event survey questions you asked in the past are chock full of useful information. Review survey results and use that information to find a speaker that your attendees will be interested in.  
  • Review events you’ve attended in the past. Remember a great speaker from a past gala you were at? Reach out to them and see if they’d be interested in making your event special.  
  • Check industry publications. Whether in print or online, look for notable people who have written about topics of interest to your organization and could be part of your event. Depending on who they are, they may be speakers or be great special guests at your event.  

11. Identify and Establish Partnerships & Sponsors

Partnerships and sponsors can help defray your costs and increase potential participation. When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success—the more the merrier, right?  

When you set up an event with business collaborators, consider:  

  • Seeking corporate sponsors to fund a portion of the event. This could include national organizations that might want to sponsor a dinner, offer a door prize or a key silent auction item, or local businesses that might be able to provide goods or services, such as flowers for the tables, gift bag items, etc.  
  • Partnering with community organizations who can offer a venue and/or assistance with organizing or staffing an event.  

If you’re looking for businesses to sponsor your event, keep in mind that they’ll be more likely to do so if they can see the clear benefit to them.  

If you’ve had sponsors in the past who are willing to speak up on your behalf, so much the better—but if not, be prepared to craft a compelling case in your sponsorship letter for support when you initially reach out.  

12. Promote Your Event With A Strong Marketing Plan  

Even with the most amazing speaker or entertainment line-up, you need a promotional plan to get people in the door.  

Make sure you have the three major functions of event promotion covered in your event master plan:  

This is the analytical side of your promotional plan, and should be driven by key objectives and KPIs to mark success! Anything within your marketing should be informed by the wants and needs of your attendees, plus the goal of your event. This can include a marketing landing page, social media campaigns or email drip campaigns.  

Advertising  

Use information about your audience to figure out what channels to focus on to advertise your event, such as:  

  • Event listing websites  
  • Social media  
  • Around your community  
  • In partnerships  

Once you’ve got your channels set, you can distribute and disseminate information to get people excited for and interested in attending the day-of!  

Media Relations and Publicity 

News stations, radio and print media are all excellent ways to garner interest when you’re running an event. Reach out to media outlets and pitch an idea for a compelling story, such as a feature on a notable speaker or on your event’s cause.  

Some components you might want to include in your promotional plan include:  

  • Web page announcement  
  • Email blasts  
  • Printed materials  
  • Press and media connections  

Finally, no promotional plan is complete without the post-event thank-you’s, sponsor acknowledgements and articles about the event’s successful fundraising!  

jenn naye hermann event planning

—Jen Naye Herrmann, Founder,  Girl Meets Party

13. Determine Day-Of Processes

Okay—almost ready to go!  

The last thing you need to put together is a full-day agenda for your event. This event or conference agenda should walk through the whole day from setup to cleanup. Include every detail, no matter how small, and you’ll have it all under control!  

Here’s a quick example of what something like this might look like:  

  • 5:00: Drop off silent auction items at the venue (Diana)  
  • 6:15: AV setup (Terry, Diana)  
  • 7:00: Have quick volunteer coordination meeting (Terry + volunteers)  
  • 7:30: Attendees begin arriving  
  • 8:00: Hors d’oeuvres served  
  • 8:30: Speaker 1 takes the stage  
  • 8:45: Break  
  • 9:00: Speaker 2 takes the stage  
  • 10:00: Awards presented (Diana)  
  • 10:30: Mingling, silent auction bidding finishes  
  • 11:00: Start clearing tables  
  • 11:30: Bar closes  
  • 12:00 Event ends; all guests must leave  

Identifying who needs to do what—and when—can also ensure that there’s clear accountability leading up to the event. Details are key when it comes to determining how to plan an event that rocks!  

Things to Keep in Mind on the Day Of Your Event

In the days leading up to a successful big day, you’ll need to check off some crucial last-minute items.  

Here’s a list of what to prepare 48 hours in advance as you coordinate how to plan an event:  

  • Send a reminder email to attendees  
  • Contact your media attendees  
  • Check the setup of your venue and do a walkthrough  
  • Set up a room or space that will act as your command center  
  • Check the weather forecast and prepare accordingly  
  • Touch base with your team to make sure everyone is on the same page  
  • Check in with vendors and deliveries  
  • Confirm speakers and special guests  
  • Double check your event checklist  
  • Charge and check all technological equipment  
  • Prepare a kit of day-of supplies (extra pens, highlighters, paper, USB drives, chargers, extension cords, etc).  
  • Prepare an emergency event collateral kit that has PR documents, itineraries, etc  
  • Pack an extra outfit (in case something happens to the one you’re wearing!)  
  • Set aside time to center yourself and relax  

That last point is key. You’ve done all the hard work to create a robust event plan, so the last part is to rest and remember that you’re prepared for what comes next!  

Running an event will come with stressors, but it should also be fun. Find time to relax and enjoy yourself when you can.  

How to Plan an Event to the End: Post-Event Review  

Congratulations: you survived planning and running an event!  

But wait—it’s not quite over.  

After collapsing on the sofa for a well-deserved nap, regroup to assess your event to see what went well, and what you can do better next time.  

Check in with those success metrics and KPIs. Did you meet your goals? Surpass them? Find success in unexpected places?  

Assess how your event was received by:  

  • Sending out a post-event survey  
  • Gathering data from your registration numbers  
  • Reviewing social media engagement  
  • Tracking donations raised or money earned  
  • Accepting sponsor feedback  
  • Reviewing how your staff is feeling (avoiding burnout is a BIG success!)  

Once you’ve gotten back your attendee survey and talked to your staff, a few questions to ask yourself are:  

  • How did we perform against the forecast? This can be your attendee number forecast, your budget or any other prediction you made about the event. If you ended up on target, great! But if not, review what you could do better for next time.  
  • What was attendee feedback like? Some one-off comments can be written off, but if there are some points that come up several times whether positive or negative, they’re worth taking into consideration.  
  • How did our team perform? You can use your event as a great feedback generator for everyone else who helped you with it—as well as earmarking volunteers for particular tasks in the future.  
  • How did our marketing do? Which activities provided the most ROI? Whether it was creating an event on Facebook or talking to the local press, determining which one performed best will help you decide which route to take next time.  

Event and membership management software is incredibly helpful for streamlining how you gather and review this information. With WildApricot, you can reduce admin time with features like membership renewal, waitlists, discounts, early bird registration, email automation, QR codes and more.  

Sign up for your 60-day free trial today to make event planning a breeze!  

Start your free trial of WildApricot to make the most of your event planning efforts and engage more supporters.

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Event Planning Business Plan Template

  • Written by Dave Lavinsky

Growthink.com Event Planning Business Plan

Table of Contents

Event planning business plan.

Over the past 20+ years, we have helped over 5,000 entrepreneurs and business owners create business plans to start and grow their event planning businesses. On this page, we will first give you some background information with regards to the importance of business planning. We will then go through an event planning business plan step-by-step so you can create your plan today.

Download our Ultimate Business Plan Template here >

What Is an Event Planning Business Plan?

A business plan provides a snapshot of your own event planning business as it stands today, and lays out your growth plan for the next five years. It explains your business goals and your strategy for reaching them. It also includes research to support your plans.

Why You Need a Business Plan for Your Event Planning Company

If you’re looking to start an event planner business or grow your existing one you need a business plan. A business plan will help you raise funding, if needed, and plan out the growth of your event planning business to improve your chances of success. Your event planning business plan is a living document that should be updated annually as your company grows and changes.

Source of Funding for Event Planning Businesses

With regards to funding, the main sources of secure funding for an event planning business are bank loans, personal funding, credit cards, and angel investors. With regards to bank loans, banks will want to review your business plan and gain confidence that you will be able to repay your loan and interest. To acquire this confidence, the loan officer will not only want to confirm that your financials are reasonable. But they will want to see a professional plan. Such a plan will give them the confidence that you can successfully and professionally operate a business.

Another common form of secure funding for an event planning business is angel investors. Angel investors are wealthy individuals who will write you a check. They will either take equity in return for their funding or, like a bank, they will give you a loan. Venture capitalists will not fund an event planning business.

Finish Your Business Plan Today!

How to write a business plan for event planning.

When you write a business plan, you should include the following 10 key aspects:

Executive Summary

Your executive summary provides an introduction to your business plan, but it is normally the last section you write because it provides a summary of each important component of your plan.

The goal of your Executive Summary is to quickly engage the reader. Explain to them the type of event planning business you are operating and the status; for example, are you a startup, do you have an event planning business that you would like to grow, or are you operating a chain of businesses.

Next, provide an overview of each of the subsequent sections of your plan. For example, give a brief overview of the event planning business industry. Discuss the type of business you are operating. Detail your direct competitors. Give an overview of your target audience. Provide a snapshot of your marketing strategy and plan. Identify the key members of your team. And offer an overview of your financial plan.  

Company Analysis

In your company analysis, you will detail the type of business you are operating.

For example, you might operate one of the following types:

  • Corporate Events : this type of event planning business caters to businesses, charities, nonprofit organizations, and the like to plan fundraisers, receptions, conventions, trade shows, competitions, award ceremonies, product launches, and other types of meetings.
  • Social Events : this type of event planning business targets middle- to upper-income individuals and families to plan events such as weddings, birthdays, reunions, and other types of celebrations.
  • Niche Events : some event planners specialize in just one of the above event types.

In addition to explaining the type of event planning business you operate, the Company Analysis section of your business plan needs to provide background on the business.

Include answers to questions such as:

  • When and why did you start the business?
  • What milestones have you achieved to date? Milestones could include sales goals you’ve reached, new contracts, etc.
  • Your legal structure. Are you incorporated as an S-Corp? An LLC? A sole proprietorship? Explain your business structure here.

Industry Analysis

In your industry analysis, you need to provide an overview of the event planning business.

While this may seem unnecessary, it serves multiple purposes.

First, researching the industry educates you. It helps you understand the target market in which you are operating. 

Secondly, market research can improve your strategy particularly if your research identifies market trends. For example, if there was a trend towards events that adhere to social distancing guidelines, it would be helpful to ensure your plan details what approach you would take (suggested venues, creative solutions for inclusion, etc.).

The third reason for market research is to prove to readers that you are an expert in your industry. By conducting the research and presenting it in your plan, you achieve just that.

The following questions should be answered in the industry analysis section:

  • How big is the event planning industry (in dollars)?
  • Is the market declining or increasing?
  • Who are the key competitors in the market?
  • Who are the key suppliers in the market?
  • What trends are affecting the industry?
  • What is the industry’s growth forecast over the next 5 – 10 years?
  • What is the relevant market size? That is, how big is the potential market for your business. You can extrapolate such a figure by assessing the size of the market in the entire country and then applying that figure to your local population.

Customer Analysis

The customer analysis section must detail the clientele you serve and/or expect to serve.

The following are examples of customer segments: private and corporate clients, high-income households, medium-income households, engaged couples, etc.

As you can imagine, the customer segment(s) you choose will have a great impact on the type of event planning company you operate and the event services you offer. Clearly, businesses would want a different atmosphere, pricing, and product options, and would respond to different marketing promotions than engaged couples.

Try to break out your target customers in terms of their demographic and psychographic profiles. With regards to demographics, including a discussion of the age groups, genders, locations, and income levels of the customers you seek to serve. Because most event planning companies primarily serve customers living in the same city or town, such demographic information is easy to find on government websites.

Psychographic profiles explain the wants and needs of your target market. The more you can understand and define these needs, the better you will do to attract customers and retain your existing customers.

With Growthink’s Ultimate Business Plan Template you can finish your plan in just 8 hours or less!

Competitive Analysis

Your competitive analysis should identify the indirect and direct competitors your business faces and then focus on the latter.

Direct competitors are other planners and businesses that offer event planning services.

Indirect competitors are other options that customers have to purchase from you that aren’t direct competitors. This includes caterers, venues, and customers planning events on their own. You need to mention such competition to show you understand that not everyone who throws a party hires an event planner each time.

With regards to direct competition, you want to detail the other businesses with which you compete. Most likely, your direct competitors will be other businesses that offer event planning services very close to your site.

For each such competitor, provide an overview of their businesses and document their strengths and weaknesses. Unless you once worked at your competitors’ businesses, it will be impossible to know everything about them. But you should be able to find out key things about them such as:

  • What types of customers do they serve?
  • What planning services do they offer (wedding planning, baby showers, birthday parties, social events, etc.)?
  • What is their pricing (premium, low, etc.)?
  • What are they good at?
  • What are their weaknesses?

With regards to the last two questions, think about your answers from the customers’ perspective. 

The final part of your competitive analysis section is to document your areas of competitive advantage. For example:

  • Will you provide superior event management options (e.g., more cuisine types, better venue options, etc.)?
  • Will you provide event options that your competitors don’t offer?
  • Will you make it easier or faster for customers to book your services (e.g., utilizing event planning software, etc.)?
  • Will you provide better customer service?
  • Will you offer better pricing?

Think about ways you will outperform your competition and document them in this section of your plan.

Marketing Plan

Traditionally, a marketing plan includes the four P’s: Product, Price, Place, and Promotion. For an event management business plan, your marketing strategy should include the following:

In the product section, you should reiterate the type of business that you documented in your Company Analysis. Then, detail the specific products/services you will be offering. For example, in addition to designing the event, locating the venue, arranging vendors, coordinating personnel, and supervising the event, will you offer services such as catering, decor, and entertainment?

In this section, document the prices you will offer and how they compare to your competitors. Essentially in the product and price sub-sections, you are presenting the services you offer and their prices.

Place refers to the location of your event management business, conference centers, and/or venues in which you own and/or have a relationship. Document your location and mention how the location will impact your success.

The final part of your event planning business marketing plan is the promotions section. Here you will document how you will drive customers to your site. The following are some promotional methods you might consider:

  • Social media marketing
  • Advertising in local papers and magazines
  • Reaching out to local bloggers and websites 
  • Partnerships with local organizations (e.g., getting on the list of recommended vendors with local venues)
  • Local radio advertising
  • Banner ads at local venues

Operations Plan

While the earlier sections of your event planner business plan explained your goals, your operations plan describes how you will meet them. Your operations plan should have two distinct sections as follows.

Everyday short-term processes include all of the tasks involved in running your event planning business such as interviewing clients, making arrangements, keeping the store/studio clean, etc.

Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to serve your 100th customer, or when you hope to reach $X in total sales. It could also be when you expect to hire your Xth employee or launch in a new market.

Management Team

To demonstrate your own event planning business’ ability to succeed as a business, a strong management team is essential. Highlight your key players’ backgrounds, emphasizing those skills and experiences that prove their ability to grow a company. 

Ideally, you and/or your team members have direct experience as event planners or in the industry. If so, highlight this experience and expertise. But also highlight any experience that you think will help your business succeed.

If your team is lacking, consider assembling an advisory board. An advisory board would include 2 to 8 individuals who would act as mentors to your business. They would help answer questions and provide strategic guidance. If needed, look for advisory board members with experience in event planning and/or successfully running small businesses.  

Financial Plan

Your financial plan should include your 5-year financial statement broken out both monthly or quarterly for the first year and then annually. Your financial statements include your income statement, balance sheet, and cash flow statements.

Income Statement : an income statement is more commonly called a Profit and Loss statement or P&L. It shows your revenues and then subtracts your costs to show whether you turned a profit or not.

In developing your income statement, you need to devise assumptions. For example, will you plan one event per week or several events? And will sales grow by 2% or 10% per year? As you can imagine, your choice of assumptions will greatly impact the financial forecasts for your business. As much as possible, conduct research to try to root your assumptions in reality.

Balance Sheets : While balance sheets include much information, to simplify them to the key items you need to know about, balance sheets show your assets and liabilities. For instance, if you spend $100,000 on building out your business, that will not give you immediate profits. Rather it is an asset that will hopefully help you generate profits for years to come. Likewise, if a bank writes you a check for $100.000, you don’t need to pay it back immediately. Rather, that is a liability you will pay back over time.

Cash Flow Statement : Your cash flow statement will help determine how much money you need to start or grow your business and make sure you never run out of money. What most entrepreneurs and business owners don’t realize is that you can turn a profit but run out of money and go bankrupt. For example, let’s say a company approached you with a massive $100,000 event contract, that would cost you $50,000 to fulfill. Well, in most cases, you would have to pay that $50,000 now for supplies, equipment rentals, employee salaries, etc. But let’s say the company didn’t pay you for 180 days. During those 180 days, you could run out of money.

In developing your Income Statement and Balance Sheets be sure to include several of the key startup costs needed in starting or growing your business:

  • Location build-out including design fees, construction, etc.
  • The total cost of equipment and furnishings like decor, sound systems, etc.
  • Cost of maintaining an adequate amount of supplies
  • Payroll or salaries paid to staff
  • Business insurance
  • Taxes and permits
  • Legal expenses

Attach your full financial projections in the appendix of your plan along with any supporting documents that make your plan more compelling. For example, you might include your store design blueprint or location lease.

  Event Planning Summary Putting together your own event planner business plan is a worthwhile endeavor. If you follow the event planning sample template above, by the time you are done, you will truly be an expert. You will really understand the business, your competition, and your customers. You will have developed a marketing plan and will really understand what it takes to launch and grow a successful event planning business.

Event Planning Business Plan FAQs

What is the easiest way to complete my event planning business plan.

Growthink's Ultimate Business Plan Template allows you to quickly and easily complete your Event Planning Business Plan.

What is the Goal of a Business Plan's Executive Summary?

The goal is to quickly engage the reader. Explain to them the type of event planning business you are operating and the status; for example, are you a startup, do you have an event planning business that you would like to grow, or are you operating a chain of event planning businesses.

  OR, Let Us Develop Your Plan For You Since 1999, Growthink has developed business plans for thousands of companies who have gone on to achieve tremendous success.

Click here to see how Growthink’s business plan consulting services can create your business plan for you.   Other Helpful Business Plan Articles & Templates

Business Plan Template & Guide For Small Businesses

How to Write an Event Organiser Business Plan (With Examples)

Event Business Plan

If you’re looking to turn your event into a viable and profitable enterprise, you’ll need to devise a solid business plan. Whether your aim is making more money, securing investment and partners, or simply keeping up with your commercial goals, an event business plan is the launchpad of a successful business.

A well-written plan can be an invaluable resource for you, your team , and your event – and writing one need not be difficult. Our systematic and straightforward event business plan step-by-step guide will show you how to create one while providing you with useful examples for budgeting and promotion that you can adapt for your particular market.

How do you write a business plan as an event planner?

From coming up with your blue-sky mission statement to the nitty-gritty details of hosting your event, there are several steps to creating a great event business plan. Read on to get our in-depth tips, see examples and find out exactly what should go into your plan.

In this article, our tips for writing an event business plan are broken down into eight sections. We’ll show you how to:

  • Begin your event business plan with a mission statement
  • Describe your greater vision with a vision statement
  • List the key objectives you want to track
  • Enhance your event business plan with storytelling
  • Detail an event marketing strategy
  • Outline your event’s operational requirements
  • Crunch the numbers for your event budget
  • Conduct a SWOT analysis for your event

1. Begin your event business plan with a mission statement

Your mission statement describes your event in a short sentence or two. It helps to sell your event to important stakeholders and forms the foundation of your marketing. In fact, it’ll also help to keep you focused since every decision you make will ultimately trace back to your mission.

The Macarthur Centre for Sustainable Living (MCSL), a community-focused, not-for-profit organisation with sustainability at its core, is just one example of how a simple mission statement turned into a successful real-life venture.

MCSL has a simple philosophy based on its objective to make a positive difference in environmental sustainability by encouraging the community to adopt sustainable lifestyle choices. Its mission statement sums up how MCSL operates as well as what it stands for:

“To develop MCSL into a regional place of excellence that inspires the community to embrace an environmental conscience.”

This high-level mission statement sells the spirit of MCSL succinctly. Make yours equally inspiring, and keep it as short as possible to make it easy to keep your mission in mind.

2. Describe your greater vision with a vision statement

While a mission statement says what your event is about, a vision statement describes what you hope your event brand will become . It could also be known as your Big, Hairy, Audacious Goal (your BHAG ).

The Cancer Council Victoria uses the mission statement “Prevent cancer. Empower people. Save lives.”

But the foundation’s vision is even more aspirational:

A cancer free future.

What’s your blue-sky vision? You might not cure cancer, but perhaps you want to eventually turn your foodie pop-up into a nationwide series of “locavore” festivals. Perhaps you want to introduce attendees to a new style of dance? Or bring art into the homes of the nation?

Brevity and clarity are also key in this section of your business plan, so you should be able to sum up your vision statement in one short sentence. For example, a lot of businesses these days want their activities to produce no carbon emissions whatsoever, so they might use a vision statement like “net-zero by 2050”.

A good way to come up with your vision statement is to ask yourself what effect you eventually want your event to have more widely. Be as imaginative as you can and also think about why you created your event in the first place. This will help you to produce evocative language, which will have a greater impact on your audience.

3. List the key objectives you want to track

Your key objectives convert your mission statement into on-the-ground action. They are realistic goals that you can achieve in the short term and in the future. Examples might include:

  • Gaining a set number of followers on social media
  • Expanding your event into a different area
  • Pinning down a special guest to make an appearance
  • Selling a certain number of tickets for each event

Make a list of the key tasks and deliverables integral to your event. In the foodie pop-up example above, a few key objectives might be to:

  • Host three foodie pop-ups in your local area this year
  • Find at least ten sponsors – local food purveyors or restaurants
  • Acquire 10,000 followers on Instagram

Make your objectives aspirational but achievable – and definitely measurable . Make records of where you currently are in regard to achieving these goals and attach metrics to each one. Eventbrite offers useful analytic data, which can be used to help you track your return on investment (ROI) and more.

4. Enhance your event business plan with storytelling

Here’s the heart of your business plan: a tangible description of your event. This is important because not only does it tell potential investors what they’re being asked to buy into but it’s also often the first (and only) chance you’ll get to grab a potential attendee’s attention online.

The key here is to provide a text that’s as informative as it is readable. Strike a balance between providing the reader with all the essential details they need, without overwhelming them with information.

Define what makes your event unique and sell your audience on your vision with data that grounds it in reality. For example, if you’ve had a high demand for tickets in the past, let the reader know how many tickets you’ve sold for your events to date.

Craft a succinct event story with our event business plan checklist:

  • Describe your target audience, with research into the market
  • List potential or actual sponsors, investors, and partners who will support and influence your event
  • Lay out the team structure you intend to build – who will get what done?

Your job here is to convince the reader that your event will be successful. Give proof that you can back up your ideas with business acumen.

5. Detail an event marketing strategy

Word of mouth is a timeless marketing channel, but most events don’t sell themselves right away. You’ve already described your mission, your vision, and the event itself, so now you can use this content in your marketing strategy and include additional information:

How will you price your event?

Will you use a flat rate or provide an early bird option at a discount? While the latter might prove a great idea for festivals and conferences, recurring events like workshops would benefit from a different marketing approach. For example, consider providing tiered ticketing options for regular events, giving guests a choice of a standard or VIP ticket with added extras. This can create a buzz of prestige around your event.

What’s your promotion budget?

Knowing what resources you have is integral to marketing your event effectively and securing a good ROI.

Which marketing channels will you use?

Your target audience will determine the direction of your marketing channels. This includes which social media platform you choose to market your event on. For example, if your arts event caters to twenty-somethings, the highly visual environment that Instagram provides will often be a better marketing match than LinkedIn , which is more suited for specialist industry lectures and business networking events.

Making the right choice of channel means that half your work is done because your event will get more exposure with people who are already interested in your sector, generating a higher lead-to-conversion rate.

6. Outline your event’s operational requirements

There are countless logistics that go into even the smallest event. Break your needs into categories: facilities, services, staffing , production, technology, legal, and insurance – just as a starting point!

Then start to anticipate what the real implications are for your event with reference to each of these categories. Depending on your specific event, facilities might include setting up a cloakroom or the hire of portaloos, shower cubicles, or charging points. Services might include anything from catering, rubbish disposal or cleaning, to the cost of basic utilities if they aren’t included in the venue hire. Production might cover contracting performers, printing tickets or wristbands, and transport of sound equipment.

Don’t leave anything out. This exercise will help you with the next step – assigning a cost to each aspect of your event.

7. Crunch the numbers for your event budget

Financial forecasts are essential to showing whether your event will be profitable – and to making your plan a business plan. It’s common to include both an overview of your numbers as well as a full budget spreadsheet, usually as part of an appendix.

Identify all potential income streams, like ticket sales , exhibition space sales, food, or merchandise. If you have funding secured or capital saved, include this as well.

You’ll also need to tally all expenditures , including your operational and promotional costs. These might include venue and equipment hire, paying staff working at the event, and the cost of targeted ads.

Your business plan might serve as a way to win over potential investors. For instance, if your idea for a national yoga teachers’ conference will require an initial cash injection to get it off the ground, show how it will pay for itself in a matter of years in your budget. You should go into detail about cover prices, including any deals you’ve been able to get with suppliers or the venue.

Make sure to illustrate your event’s projected earnings in a simple graph, such as a bar or pie chart. This is an effective and simple of way communicating how you’re making your budget work for you.

8. Conduct a SWOT analysis for your event

SWOT stands for Strengths, Weaknesses, Opportunities, and Threats. This assessment is important because every event carries inherent risks, and it’s a liability to ignore them. You’ll want to identify and acknowledge any risks, and then provide solutions. Let’s take a look at this concept using the example of a fundraising triathlon.

You’ve sold many tickets so far.

You’ve planned the event for the mildest time of year.

You’ve got catastrophe insurance.

There’s high competition from other similar events.

Opportunities

Extra funds can be raised with a cold drinks stall.

The triathlon may need to be called off in the event of bad weather, eg a thunderstorm.

Event business plan FAQs

How do i start an event organising business.

You could start by writing an event management business plan. See the above section, “Outline your event’s operational requirements,” to get an idea of what managing an event involves.

What is a business plan in event management?

A business plan is where you convince investors that your idea for turning your event into a business is not only viable, but also profitable. This will include presenting the necessary figures detailing why your business will offer a good ROI. Check out the sections “Enhance your event business plan with storytelling” and “Crunch the numbers for your event budget” for more tips on how to write an event planning business plan.

How do you write a business plan for an event?

The above steps in this article explain how, but try looking for an event business plan example online if you’d like to see how it’s done.

What is an event planning proposal?

A proposal is a resumé of how you plan to execute your event, written with key stakeholders as the audience.

Set your event business plan in motion

To dive deep into the details of creating an event business plan, and to learn how to compile these sections into an effective document, download our free templates for planning, organising, and hosting your event.

Create your free event listing today

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Hannah Phelvin-Hartley

Hannah Phelvin-Hartley specialises in producing content for the lifestyle, education, engineering and automotive, politics, human rights and legal sectors. She can translate from Italian, Spanish and French into English. In her free time, Hannah can usually be found cooking, reading, practising Yoga and dancing.

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How to Start an Event Planning Business in (2024): Step-by-Step Guide

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Free How to Write an Event Planning Business Plan + Free Template Template

how to start an event planning business

The joy of making special days and big events even more special for the attendees seems exciting right? This is what event planners exactly do.

Whether it’s birthday celebrations, weddings, anniversaries, or corporate galas, the demand for expert event planners is soaring.

Starting an event planning business can be a great move because initially it needs a small investment, and you can make good money out of it.

It is a profitable venture but if are you confused about how to start an event planning business , then let us understand it through this guide.

Get to know the basics of event planning

Before you start getting into the process of starting an event planning business, you should know the basics of event planning, like what would be your responsibilities, what kind of events are there, etc.

So let’s get started:

Event Planning is most often used for purposes like

  • Social Events: Weddings, birthdays, anniversaries, reunions, etc
  • Corporate Events: Seminars, workshops,  conferences, product launches, award ceremonies, gala dinners, etc.
  • Cultural and Art Events: Art cultural celebrations, exhibitions, music festivals, etc

Key responsibilities of an Event Planner include

  • First of all, consult with your client properly before the event to understand their needs, objectives, and preferences.
  • You need to build a team as per the event type, whether it is a corporate or social event.
  • Prepare a budget to ensure that the event’s overall costs stay within the financial constraints of the customer.
  • Choose a venue that aligns with the event’s size, and theme.
  • Oversee the various vendors including florists, caterers, and photographers ensuring that they are all synchronized with the timeline.

After having a glimpse of the basics of event planning business, let’s see what is required next to start your business journey.

Quick Steps to Start an Event Planning Business

  • Conduct Industry and Market Research
  • Identify Your Event Planning Niche
  • Prepare an Event Planning Business Plan
  • Consider Startup and Operations Costs
  • Paperwork and Legal Registration
  • Figure Out Pricing Strategy
  • Get Licenses, Permits, and Insurance
  • Build a Core Team
  • Marketing to Spread the Word

1. Conduct Industry and Market Research

All businesses have competition – that’s what keeps the market in balance.So it is necessary to conduct thorough research of the market to identify your competitors and the current trends.

Moreover, it also helps you understand your target customers, identify market needs, develop marketing strategies, and maintain a competitive edge.

At the primary stage of your research, you may conduct surveys to learn more about your potential clients and their problems.

Now gather information for the secondary research from online resources and industry reports. Compiling and analyzing this data with your primary research will help you highlight the areas that need attention.

Besides identifying your target market, market research is instrumental in strategic planning for the future of your business. It also helps you discover effective growth strategies by setting the targets for your business and making you aware of your competitors.

2. Identify Your Event Planning Niche

Are you aware that knowing a “niche” is a must in the Event Planning Company? A niche is a segment of the market that an event planner focuses on serving.

Identifying your niche involves determining a specific area or target audience within the broader event industry where you can focus and distinguish your services. This allows you to delve into a specific client base and build a reputation for expertise in that particular niche.

Let’s have a look at a few of the common niches and event types:

Social Events

  • Wedding planning
  • Baby Showers
  • Anniversaries
  • Bachelor/Bachelorette Parties
  • Birthday Parties

Corporate Events

  • Award ceremonies
  • Conferences
  • Corporate Meetings
  • Grand Openings
  • Product or Service Launch Party

So you can develop various strategies for your venture after deciding upon any of the following above-mentioned niches as per the demand in the events industry.

3. Prepare an Event Planning Business Plan

Once you know your niche, it’s time to put together your business plan, which is an essential step of any business. A well-structured event planning business plan will help you build a roadmap for your business, by setting out where you want your business to go and how you intend to go there.

This business document will include details about your business, its history, service offerings, management, financial health, and more.

A business plan becomes particularly crucial when one seeks financial support from banks or other institutions. It provides a transparent overview of your plans to attain financial and operational objectives, offering reassurance to funders about the feasibility of loan repayment.

Although, many consider it just a way to peak investors’ interest, a solid business plan can change the entire course of your small business.

Besides these, it also provides a structure for your company’s daily operations, helps you understand the market trend, provides an exit strategy, and also helps to attract key employees.

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business event planning short note

4. Consider Startup and Operations Costs

The next foremost step is determining your financing requirements. You must have an in-depth understanding of your startup and operational costs.

You can estimate your startup costs by listing down the essential startup supplies, insurance costs, licensing requirements, office space, and associated expenses.

The operational costs include venue costs, decoration costs, employee salary, marketing, advertising costs, etc.

5. Paperwork and Legal Registration

Setting up the paperwork and legal registration for your event planning company is an important step to ensure that you are committed to legal norms.

First things first – before you start your event planning business finalize the legal structure and do business as (DBA) name of your business.

Brainstorm different names and pick something that reflects your business idea.

You can also opt for the DBA (Doing Business As) name. It allows the business to operate under another name other than the formal business name.

Register your Business Name

Once you have a name decided, it’s time to register your business entity with the state and local government. This will ensure that your business name is yours and you can do the business using that name.

Register your Business Structure

A business structure describes how a company is legally organized. This is an essential part.

You can choose from different business structures like operating as a sole proprietor (if you’ll be running the company on your own), a partnership, as well as other entities that provide limited liability (which ensures you won’t be held responsible for the company’s debts or other actions).

Get an EIN: Federal Tax ID Number

The process for this can vary, so you can reach out to the office of your state’s Secretary for specific guidance. Moreover, obtaining an Employer Identification Number (EIN) from the IRS Internal Revenue System is essential.

Once you have your EIN, you can open a business bank account, apply for a loan, and separate your personal and business finances.

6. Figure Out Pricing Strategy

The pricing structure depends on the market segment you serve, your potential customers, geographic location, expertise, and most importantly your competitor will help you decide your fees.

How you price your event planning services will impact how often you get requests.

You can determine your pricing structure as follows:

Hourly Rate: Initially, some event planners might charge around $25 per hour, while experienced planners can command rates exceeding $100 per hour. Corporate events tend to bring in rates about 30% higher than social events.

Flat Fee: This is a common approach where you charge a fixed price for your event planning services, often including a percentage of the total fees from vendors.

Percentage of Total Event Budget: Some planners prefer charging a percentage of the overall event budget, which could range from 15% to 20%.

Vendor Commission : A few planners choose to decrease their charges or may charge nothing for their services instead they prefer to make their income solely from commissions received from vendors they work with.

7. Get Licenses, Permits, and Insurance

Licensing and legal requirements are important in starting and running your own event planning business.

Common licenses you need to run this business are:

  • Business License
  • Special Event Permit
  • Liquor license
  • Fire/fireworks permit
  • Health and Safety Permit
  • Seller’s Permit

Insurance: While not a permit or license, having general liability insurance, and possibly professional liability insurance, is highly recommended to protect your business from potential liabilities.

8. Build a Core Team

Hiring employees is a crucial step. The team you set up will be the business’s backbone, helping you effectively manage and execute events.

Here are key roles you need to consider when building your core team:

  • Event Coordinator
  • Marketing and Communication Specialist
  • Sales Representative
  • Logistics Coordinator
  • Administrative Support

You can hire event planners from Zippia, Upwork, Workstream, and also through LinkedIn.

9. Marketing to Spread the Word

You need to build effective marketing strategies to spread the word about your business to attract clients and establish your brand in the competitive world of events. You also need to set some marketing budget.

Here are some key areas to consider:

Target Audience

Who are you trying to reach and cover? Understand their interests, objectives, and event planning needs.

Developing a Strong Brand Identity

First, see what makes your service stand out. Developing a strong USP(Unique Selling Proposition) will help you grow your business by making it recognizable in a competitive market.

Build a professional website

Create a website that is visually appealing, informative, user-friendly, and easy to navigate.

Content Marketing

Be active on social media platforms like Instagram, Facebook, and Pinterest, sharing visually appealing content and engaging with your audience.

Showcase your successful events and satisfied clients to demonstrate your capabilities. Post the reviews of your customers on social media accounts.

Now you might be pretty much clear about how to kick-start an Event Planning Business.

To launch successfully, it’s essential to have a deep understanding of your target market, a solid business plan, and a clear grasp of the legal structure and financial aspects of running the business.

You’ve got everything now! What are you waiting for? Let’s start your journey as an event planner.

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Frequently Asked Questions

What do you need to start an event planning business.

To start an event planning business, you’ll need several key components:

  • Business Plan
  • Market Research
  • Legal Setup
  • Financial Management
  • Branding and Marketing

Do you need a degree to start an event planning business?

Technically speaking, you don’t need an event planning degree to become a professional event planner. However, there are certain qualities, skills, and certificates to help you attract clients when you start the event planning industry.

A degree in a field related to events planning, design, and management may give you an edge. All other skills can be developed over time.

How can I find clients as a new event planner?

You can get your customers through:

  • Building an online presence
  • Collaborations with known faces
  • Referral Programs
  • Advertisement

Should I register my business as an LLC, sole proprietorship, or corporation?

Each structure has pros and cons, so consult with a legal or financial           advisor for the best fit:

  • Sole proprietorship: Easiest to set up, but you have unlimited personal liability.
  • LLC: Offers some liability protection and is relatively simple to manage.
  • Corporation: More complex setup, but provides greater liability protection and tax benefits.

What skills are required to be an event planner?

To become a successful event planner, you may not need formal education, but you do have to master these skills:

  • Communication Skills
  • Networking skills
  • Adaptability
  • Negotiation Skills
  • Budget Management
  • Level-headed and calm under pressure
  • Attentive to details
  • Humble and Responsive to Clients’ Needs

About the Author

business event planning short note

Shyam Dua is a seasoned tax professional with 40+ years of experience & a mentor at SCORE. He stands out due to his exceptional business planning skills. With a keen eye for detail and a strong financial acumen, Shyam crafts compelling business plans that pave the way to success. A CPA with a philanthropic heart, Shyam's strategic expertise, and dedication make him an invaluable asset in shaping thriving business ventures. Read more

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Everything You Need to Write an Effective Event Planning Business Plan

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Nick Morpus

1. mission statement, 2. business structure, 3. products and services, 4. target market and marketing plan, 5. finances, examples of event planning business plans, other event planning business information.

You've gathered your resources, assessed the market, found your ideal business partners, and you're well on your way to starting your own event planning business.

But to make this business a reality, you need funding. And in order to secure funding, you need to make the case that your event management business has all the right parts in place so that once you receive funding, your business can take off.

A business plan makes that case for you by giving potential funders all of the information they need to make a decision on whether or not you are worth their time and money.

event_biz_plan

However, your business plan is not only a fundraising tool, it's also a road map you will revisit time and again for business accountability. Your business plan will help keep you on track with clearly defined goals and guidelines for your event planning firm.

I've narrowed down five key aspects of your business plan that you will have to hammer home in order to make the most effective case.

The first step to any business plan is to develop a definitive statement that lays out what your event planning business stands for and hopes to accomplish.

A good mission statement is a short (about one to two sentences) declaration of your beliefs, goals, and values as a company or organization.

Here are a few good examples of mission statements:

Leukemia & Lymphoma Society : Cure leukemia, lymphoma, Hodgkin's disease and myeloma, and improve the quality of life of patients and their families.

Make-A-Wish : We grant the wishes of children with life-threatening medical conditions to enrich the human experience with hope, strength and joy.

Sweetgreen: To inspire healthier communities by connecting people to real food.

Other questions you could answer in your mission statement include, what kind of events do you hope to host? Do you want your event planning business to remain local or would you like to see it grow and expand to other areas and states?

Your business plan can only take shape once you have the structure of your company laid out and have identified the key job roles that will serve your business. This assures potential funders that your event planning business is ready to take off and all they need to do is provide the funds that will make it a reality.

Your structure description should include:

Your role within the company

The event planning team that you've assembled along with job titles and job descriptions

What legal form your event planning business operates under ( limited liability company , and S corporation , or a sole proprietorship )

Your prospective vendors and suppliers

Your prospective clients

Not every event planning business is the same. Some cater to large corporate events, while others plan small local events such as weddings and reunions. There are many event types , big and small, such as conferences, seminars, meetings, team building events, trade shows, business dinners, networking events, product launches, and award ceremonies.

These differences in market determine the services and products offered by the event planning business in question. The big question you need to determine for your business plan is how many services you will provide in-house and how many you will have to contract out for from other vendors.

Your products and services overview should address these questions:

What types of events will you plan?

Will you provide in-house catering services or contract out for catering?

Will you provide audio/visual equipment such as lighting and speaker systems for music, or work with outside vendors?

What kind of event marketing services will you provide? Will you provide social media management?

What type of guest invitations and guest correspondence will you offer?

Do you provide venue research or will you have your own venue?

What is your target market and how do you plan on reaching the people in that market?

It's important to know your demographics when marketing your event planning services. If you are targeting weddings, women in their 20s and 30s will be your most likely demographic (however men are more involved in the process than ever ). If you want to focus on conferences and other business-related events, your marketing effort should be geared more towards corporations and nonprofit organizations.

After conducting some demographic research, it's time to put that information to use by drawing up a marketing plan for your event planning business. What will your message be? How will your message be delivered (blog posts, videos, email lists, etc.)?

Want to efficiently manage your marketing plan? You can find the best event marketing software solutions in the Capterra directory.

Marketing strategies:

Social media marketing: As of November 2016 , 69% of all Americans use some sort of social media. This number increased from 11% in 2006. Your business plan should include the steps you will take to build followers and market to customers using Facebook, Twitter, LinkedIn, Snapchat, and Instagram.

Local word of mouth: Although this shouldn't be your main marketing strategy, it's good to show how you will spread the word about your business in your local area. Plan on working with your future vendors and suppliers to spread the word about your event planning services once you've established a relationship.

Traditional marketing: Your business plan can include strategies such as radio advertising, print advertising, and other traditional techniques as long as you think they will benefit your organization and reach your target market.

Finally, your business plan should cover how you plan on financing your event planning business and what kind of revenue you expect once business starts rolling in. This is where a prospective client list will come in handy because it shows that others are willing to pay for your services.

In the finance section of your business proposal, you will list what kind of funding you've already secured (whether from a bank, a friend or family member, or your own savings) and what funding you hope to secure through your business proposal.

Also include all planned expenditures so that potential funders will know what costs to expect for putting on events, and what you will need to hire staff, buy event equipment, lease venues or maintain your own, and market your business and your events. The best way to do this is by including a budget proposal which lists all expenses and forecasted incomes.

Here is a five step guide on building your business budget  from Freshbooks and a few business budget templates to help you get started:

Vertex42 Excel Budget Business Template

Intuit Quickbooks Startup Business Budget Template

Microsoft Office Business Expense Budget

Now that you have the building blocks, here are some sample business plans that you can use as a framework:

Profitable Venture Event Planning Business Template : This template uses the fictional “Tony & Tammy House of Events LLC" event planning business to show the language you should use and information you should include in your own plan.

B Plans Personal Event Planning Business Plan Template : Similar to Profitable Venture, this template is also a fleshed out example of an event planning business plan. The only difference is they also offer an online plug-and-go template as well as writing guidance for as low as $9.95 a month.

What has been the most difficult step in starting your own event planning business? Are there any lessons you've learned? Let me know in the comment section below!

If you've drafted your business plan but are not sure what the next steps are to take, be sure to check out my guide on starting event planning businesses: The Ultimate Guide on How to Start Your Event Planning Business .

Lastly, if you are looking for new ways to step up your events, the Capterra event management blog has the resources to help you make decisions on new software, technologies, and best practices:

4 Event Mobile Apps to Increase Attendee Engagement

The Top 10 Books Every Event Manager Should Read

5 Online Event Planning Classes to Jumpstart Your Career

Top 5 Free Tools to Live Stream Your Event Online

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Nick Morpus is a former Capterra analyst.

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How to Write an Event Planning Business Plan

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business event planning short note

Event planners know how important organizational skills are in planning and executing a successful event. But as an event planning business , you may be overlooking the importance of having a business plan that keeps you organized and on track in the big picture operation of your business.

What an Event Planning Business Plan Is

An event planning business plan is a document that outlines the major aspects of your business. It articulates what the business is, its objective, how it operates, the structure and other important elements.

The Need for a Business Plan

Perhaps you are just starting your event planning business and because it is so new, you then wonder if you should devote time to developing a plan. Or, you may have been operating your solo operation from your dining room table for the past several months, and everything seems to be running along just fine.

Either way, a business plan is an important component of your business. Just as you have an event planning checklist to spell out the goal of an event, the budget, the target audience and other such factors.

What to Include in Your Event Planning Business Plan

A business plan will put your objectives in writing and keep you focused on the long-term goals of your event planning business, so note the plan in as much detail as possible to ensure that when you go to actually start your business, you have already ironed out potential setbacks in the planning stage. Use your event planning business plan to keep you on track. Reevaluate your business plan every three months and determine if you need to modify anything to reflect changes in your event planning business.

  • Description: The first aspect of your business plan is a description of who you are or what you want your business to be. This can be as simple as just a few sentences. For example, “ABC Event Planning is a full-service event planning business…” or “ABC Event Planning specializes in planning weddings…”.
  • Objective: What is your business objective? What are the goals of your business? Are you aiming to be the top event planner in your town or do you have your sights on a loftier goal?
  • Structure: How is your business structured? Are you the sole operator or do you have partners or support staff? If you have employees, outline their job responsibilities.
  • Products and Services: What product or service does your business offer? Include everything from negotiating hotel contracts to hiring vendors and providing on-site staffing. 
  • Target Market: Who are your potential clients?  What segment does your event planning business want to attract? Identify the people who would be interested in your services.
  • Marketing: How will you market your business to attract customers? Do you have plans for a website? Will you utilize social media? Attend local business events? 
  • Finances: How will you handle any upfront costs of conducting your business? How will billing and payment be processed?

What to Do Once the Plan Is Written 

Do not write out a business plan, check it off your to-do list and tuck it into a drawer. This business plan is the roadmap for your event planning business. Keep it front and center so that you never lose sight of why you started this business, what it is about, where you want to go and how you plan to get there.

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Are you passionate about creating memorable experiences and have an eye for detail? Starting your own event planning business could be the perfect venture for you. Launching an event planning business is an exciting decision, but remember that cutting through the clutter and connecting with your target audience is crucial. 

Often, generic advice falls short of addressing the real challenges you as an aspiring event planner face. In this guide, we’ll explore a proven framework to kickstart your event management business successfully.

But let’s start with the basics and slowly build up your journey to teach you how to start an event management business. 

What is an Event Management Business?

An event management business involves the planning, organizing, and execution of various events, ranging from weddings and corporate conferences to festivals and private parties. Event planners play a crucial role in ensuring that these occasions run smoothly, leaving a lasting impression on clients and attendees alike.

The Benefits of Starting an Event Management Business in 2024

As we step into 2024, the events industry is witnessing a resurgence with a growing demand for unique and personalized experiences. Here are some compelling reasons to consider starting your event planning business this year:

  • The events industry is rebounding, with an increasing number of people eager to celebrate milestones and create memorable moments.
  • Diverse events, from virtual experiences to in-person gatherings, offer a wide range of opportunities.
  • Clients are seeking innovative and personalized event experiences, providing a platform for creative entrepreneurs to shine.
  • The demand for unique themes, decor, and entertainment options is on the rise.
  • Event planning allows for flexible working hours, making it an attractive option for those seeking work-life balance.
  • Independence in decision-making and the ability to choose clients and projects.

How to Start an Event Management Business in 13 Steps

  • Understand the event management market
  • Assess and improve your event planning skills
  • Market research and event planning business market fit
  • Starting an event management business & choosing your niche
  • Business structures to consider when starting event planning business
  • Creating irresistible event planning solution
  • Writing an event planning business plan
  • Initial and ongoing expenses for event management business
  • Figure out the booking process for your event planning business
  • Set up prices with a healthy profit margin
  • Promoting your event management business
  • Selling your event planning services
  • Growing and scaling your event planning business

Understand the Event Management Market

To truly understand the event planning market, you must immerse yourself in its dynamics. This involves staying informed about the latest trends, emerging technologies, and shifts in consumer behavior. Analyze how global and local events impact the industry, keeping an eye on event statistics and other crucial data. 

Let’s see some examples of market dynamics when it comes to event planning business:

  • Rise of Virtual Events

With the increasing prevalence of virtual experiences, understanding how to integrate technology into traditional event planning is crucial.

  • Sustainability Trends

The growing emphasis on eco-friendly events requires an awareness of sustainable practices in event management.

Events planning challenges

Every industry has its challenges, and event management is no exception. Acknowledging these challenges is the first step in overcoming them. Challenges may include budget constraints, unexpected logistical issues, or dealing with unforeseen changes in event requirements. Anticipating and planning for these challenges will set you apart as a prepared and resilient event planner.

Trends come and go, and it’s on you to make the most out of them. Whether it’s incorporating experiential marketing, interactive elements, or thematic designs, trends influence client expectations. By understanding and leveraging these trends, you position yourself as a forward-thinking and creative event planner.

Putting insights into action

Identifying the untapped potential within the market is where strategic planning comes into play. Consider the demographics of your geographical area, the types of events in demand, and the gaps in services offered by competitors. Conduct surveys, engage in networking, and seek feedback to uncover opportunities for growth.

Assess and Improve Your Event Planning Skills

Before you start chasing new shiny ideas and dive into external avenues for skill enhancement, begin with a thorough self-assessment. Reflect on your past events, identifying both strengths and areas for improvement. Consider seeking feedback from clients, vendors, or colleagues to gain valuable insights into your performance.

Enhancing your event planning skills

Formal education and structured learning play a pivotal role in skill enhancement. What can you do to enhance your event management skills ? Explore workshops, seminars, and online courses that cover various aspects of event planning. These educational opportunities can provide in-depth knowledge, from event design principles to the latest in event technology.

Another great strategy is connecting with seasoned professionals in the event planning industry who can offer invaluable mentorship. A mentor can provide guidance based on their experiences, share industry insights, and offer constructive feedback. Consider joining mentorship programs or networking events to establish mentor-mentee relationships.

While theoretical knowledge is essential, hands-on experience remains unparalleled in its ability to hone event planning skills. Actively seek opportunities to work on a diverse range of events, from weddings to corporate conferences. Practical experience not only solidifies your skills but also builds confidence in managing various event scenarios.

In 2024, proficiency in event management tools and software is a valuable skill. Familiarize yourself with event planning software, project management tools, and virtual event platforms. Technological literacy enhances efficiency in tasks ranging from guest list management to creating immersive virtual experiences.

Market Research and Event Planning Business Market Fit

Begin your market research by gaining a comprehensive understanding of the current state of the event planning industry. Analyze market trends, identify key players, and assess the demand for various types of events. Consider factors such as geographic location, demographics, and socio-economic trends that might influence the market dynamics.

What can you do?

  • Explore reports from event industry associations and market research firms for a macro view of trends.
  • Study the strategies, strengths, and weaknesses of established event-planning businesses.

market analysis concept

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The next step is to narrow down your focus by clearly defining your target audience. Consider demographic factors such as age, income level, and interests. Understanding your audience allows you to tailor your services to meet their specific needs and preferences. It’s not a one-size-fits-all approach; different demographics have distinct preferences and expectations. Conduct market research to create detailed buyer personas, encompassing factors like age, interests, and spending capacity.

Crafting buyer personas for event planning business

  • Develop detailed profiles of your ideal clients.
  • Consider factors like their event goals, preferred communication channels, and budget constraints.

Beyond demographics, explore the specific preferences of your target audience. Whether it’s the aesthetic choices for a wedding or the interactive elements for a corporate conference, aligning your services with what resonates with your clients ensures a more personalized and satisfying event experience.

You also need to dive deep into the needs and pain points of your potential clients. What challenges do they face when planning events, and what solutions are currently lacking in the market? By identifying these pain points, you can tailor your services to address specific gaps in the industry.

Crafting your Unique Selling Proposition (USP)

Once you’ve identified all these aspects, it’s time to craft your unique selling proposition. Armed with insights from your market research , articulate a unique value proposition that sets your event planning business apart. Your value proposition should communicate the specific benefits and advantages clients gain by choosing your services over competitors.

Let’s see the key components of a value proposition for an event planning business:

  • Highlight any specialized skills, certifications, or expertise that distinguish your business.
  • Emphasize unique solutions or approaches that address specific market needs.
  • Communicate a commitment to exceptional customer service and personalized experiences.

Is there something else you can do? Well, of course!

Analyze competitor strategies

Evaluate the strategies employed by competitors to gain insights into how competitive the event planning industry is. Identify areas where competitors may be falling short or where you can differentiate your business. This analysis informs your positioning within the market. This leads us to the next step you should take when starting an event planning business:

Complete SWOT analysis

Conducting a SWOT analysis—a comprehensive examination of your business’s internal and external factors—provides a roadmap for making informed decisions and optimizing your chances of success.

Identify the internal factors that give your event planning business a competitive edge. These are the attributes and capabilities that set you apart and contribute to your success in the market.

  • Expertise and Skills

Highlight any specialized event planning skills or certifications you possess.

Emphasize your creative approach to designing and executing events.

  • Industry Connections

Showcase relationships with reliable vendors, venues, and other industry professionals.

  • Technology Adoption

If you leverage event planning software or technology, consider it a strength.

Examine the internal factors that may pose challenges or limitations to your event planning business. Recognizing and addressing weaknesses is crucial for sustainable growth.

  • Limited Experience

If you’re new to event planning, acknowledge the learning curve and outline plans for skill enhancement.

  • Resource Constraints

Lack of financial resources, staff, or equipment may be a weakness.

  • Niche Limitations

If your expertise is limited to specific event types, address plans for diversification.

Opportunities

Explore external factors in the market that can be advantageous for your event planning business. These are areas where your business can grow and thrive.

  • Growing Demand

Identify emerging trends or increasing demand for certain types of events.

  • Collaborations

Explore opportunities to collaborate with other businesses or professionals in the events industry.

  • Technological Advancements

Leverage new event planning tools or technology trends to enhance your services.

  • Market Gaps

Identify gaps in the market that your business can fill.

Evaluate external factors that could potentially pose challenges or threats to your event planning business. Being aware of these threats allows you to proactively mitigate risks.

  • Economic Downturn

Economic challenges may impact clients’ budgets for events.

  • Intense Competition

A saturated market with numerous competitors may pose a threat.

  • Changing Regulations

Stay informed about any legal or regulatory changes affecting the events industry.

  • Seasonal Fluctuations

If your business is impacted by seasonal demand, plan for potential idle periods.

Starting an Event Management Business & Choosing Your Niche

Starting your event management business is scary, but exciting. Choosing your niche is crucial. You can always pivot to another niche, but getting it right on the first try will give you the headstart you need for successfully starting your event planning business. 

Defining your niche is like setting the stage for your business, allowing you to tailor your services to meet the unique demands of a specific market segment. Here’s a guide on how to navigate this crucial aspect of launching your event management business.

  • The first step in choosing your niche is to identify the type of events that genuinely excite and inspire you. Whether it’s the romance of weddings, the sophistication of corporate gatherings, or the vibrant energy of social events, aligning your business with your passion sets the foundation for long-term success.
  • While passion is paramount, it’s essential to evaluate the market demand for your chosen niche. Research the local and global trends to understand the current and future needs of potential clients. A niche with a growing demand ensures a steady stream of opportunities for your business.
  • Evaluate your skills, expertise, and previous experiences in event planning. Your professional background and knowledge can influence the type of events you’re well-equipped to handle. Leverage your strengths to carve a niche that showcases your unique capabilities.
  • Analyze the level of competition in different event planning niches. While a saturated market may present challenges, it also indicates a viable demand. Assessing the competitive landscape helps you identify gaps or opportunities for differentiation.
  • Once you’ve chosen your niche, tailor your services to cater specifically to the needs and preferences of that market segment. This involves customizing your approach, packages, and offerings to align with the unique requirements of the events within your chosen niche.
  • Craft a brand identity that resonates with your chosen niche. This includes developing a compelling brand story, creating a visually appealing brand image, and adopting a tone of voice that connects with your target audience.

Business Structures to Consider When Starting an Event Planning Business

When starting an event planning business, the crucial decision you’ll need to make is determining the legal structure of your venture. The choice of business structure significantly impacts various aspects, including taxation, liability, and the overall management of your business. But what options do you have?

Sole Proprietorship

A sole proprietorship is the simplest and most common form of business structure. In this setup, you are the sole owner and operator of the event planning business. It’s an ideal choice for solo entrepreneurs or small businesses with minimal anticipated risks.

Limited Liability Company (LLC)

An LLC combines elements of both a sole proprietorship and a corporation. It provides a degree of personal liability protection while maintaining simplicity in terms of operation. LLCs are a popular choice for small to medium-sized event-planning businesses.

Partnership

A partnership involves two or more individuals sharing ownership and responsibilities. There are two primary types: general partnerships (equal sharing of responsibilities and liabilities) and limited partnerships (one general partner with unlimited liability and limited partners with liability restricted to their investment).

Corporation

A corporation is a separate legal entity from its owners. It is owned by shareholders, managed by a board of directors, and operated by officers. Corporations are suitable for businesses with significant growth ambitions.

Creating an Irresistible Event Planning Solution

Before you start an event planning business you need to understand that the key to success lies in offering a solution that not only meets but exceeds the expectations of your target audience. Consider the following aspects and thoroughly go through them to create an irresistible event-planning solution for your clients:

  • Your event planning solution should not only meet industry standards but surpass them. Clearly articulate and showcase what sets your services apart from competitors. Whether it’s a signature planning process, exclusive vendor partnerships, or a track record of delivering extraordinary experiences, emphasize these unique selling propositions in your marketing materials.
  • Leveraging technology can elevate your event planning solution. From online event management platforms and event management plugins to virtual planning tools and social media integration for real-time updates, embracing technology enhances both the planning process and the overall event experience.
  • Clear and effective communication is the backbone of successful event planning. Ensure that your solution includes robust communication channels to keep clients informed and involved. Additionally, fostering strong collaborations with vendors, venues, and other stakeholders contributes to a seamless and well-coordinated event execution.
  • One size rarely fits all in the world of events. Offering personalized and customizable solutions allows clients to feel a sense of ownership and involvement in the planning process. Whether it’s custom décor, unique entertainment options, or personalized event timelines, the ability to tailor your services adds a distinctive touch.
  • Consider how you can infuse creativity into your event planning services. This could involve staying updated on the latest trends, incorporating unique themes, or introducing innovative technologies to enhance the overall event experience.
  • No two events are alike, and recognizing this fact is crucial in creating a solution that resonates with your clients. Tailor your services to cater to the specific needs of your chosen niche. Whether it’s weddings, corporate events, or social gatherings, having specialized packages or customized offerings adds a personal touch that clients appreciate.

Writing an Event Planning Business Plan

event planning business plan

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A comprehensive business plan is the foundation of a successful event planning business. It serves as your roadmap, guiding your business toward its goals while providing a clear and strategic direction. Here’s how to develop an effective event planning business plan that outlines your vision, target market, marketing strategy, and financial projections.

Vision and goals 

Begin by articulating your business’s vision and mission. What do you aim to achieve with your event planning services? Outline short-term and long-term goals that provide a clear trajectory for your business. Whether it’s becoming a prominent wedding planner in your region or specializing in large corporate events, defining your goals sets the tone for the entire plan.

Target market

Understanding your target market is fundamental to the success of your event planning business. Define your ideal clients, considering factors such as demographics, preferences, and spending capacity. Tailor your services to meet the specific needs and expectations of your identified market segments.

Marketing strategy

Your marketing strategy is the bridge between your event planning services and your target market. Clearly outline how you intend to promote your business. This may include digital marketing efforts such as social media campaigns, website optimization, and content marketing. Traditional methods like networking, partnerships, and attending industry events should also be considered.

Service packages

Detail the range of services your event planning business will offer. Whether it’s full-service event coordination, day-of coordination, or specialized service packages for weddings, corporate events, or social gatherings, clearly articulate what sets your services apart. Highlight any unique features or value additions that distinguish your offerings.

Competitive analysis

Analyze the competitiveness of the event planning industry in your target area. Identify key competitors, their strengths and weaknesses, and the unique selling propositions that set them apart. Use this information to refine your own strategy and identify opportunities for differentiation.

Financial planning

Create detailed financial projections for your event planning business. This should include startup costs, operational expenses, and revenue forecasts. Outline your pricing strategy and justify your rates based on market research and the value you provide. A realistic and well-researched financial plan instills confidence in potential investors and serves as a guide for your financial management.

Risk analysis and mitigation

Anticipate potential challenges and risks that your event planning business may encounter. This could include market fluctuations, unexpected expenses, or industry-specific challenges. Develop strategies to mitigate these risks and ensure your business remains resilient in the face of uncertainties.

Operational plan

Detail the day-to-day operations of your event planning business. This includes staffing requirements, vendor management processes, client communication protocols, and any technology or tools you plan to leverage. A well-structured operational plan ensures efficiency and consistency in service delivery.

Executive summary

Summarize the key components of your business plan in an executive summary. This concise overview provides readers with a snapshot of your business, making it an essential part of any business plan presentation or proposal.

Initial and Ongoing Expenses for an Event Management Business

How much does it cost to start an event planning business? Estimating both initial and ongoing expenses is crucial for ensuring the financial sustainability of your event planning business. Let’s see the key areas you need to consider when planning your budget.

Initial expenses for starting an event management business

  • Evaluate rental costs for office space. This could be a dedicated office, a co-working space, or even a home office setup.

Pro tip : Start modestly and scale up as your business grows

  • Factor in the cost of essential equipment like computers, printers, and office supplies.

Pro tip: Consider second-hand equipment initially to manage costs.

  • Allocate funds for website development, business cards, and initial marketing efforts.

Pro tip: Leverage cost-effective digital marketing channels initially, such as social media and content marketing.

  • Budget for workshops, courses, or certifications to enhance your event planning skills.
  • Account for fees related to business registration, permits, and licensing.

Ongoing expenses for event planning business

  • Explore event management software and tools to streamline your operations.

Pro tip: Start with essential tools, such as an event management plugin , and scale up based on your business needs.

  • Include ongoing expenses like electricity, internet, and office maintenance.
  • Allocate a portion of your budget for ongoing marketing efforts to promote your services.
  • Budget for insurance coverage to protect your business from unforeseen circumstances.
  • Set aside funds for attending industry events, networking, and collaborating with other professionals.
  • Dedicate funds for continuous learning and staying abreast of industry trends.

Remember: Always include a contingency fund to address unexpected expenses.

Figure Out the Booking Process for Your Event Planning Business

A streamlined booking process is not just a convenience it’s a key component of delivering a stellar client experience. Here’s a comprehensive guide to help you figure out the booking process for your event planning business and ensure a seamless journey for your clients. A professional event management plugin can be a game-changer for your business. Here’s how:

  • Efficient Workflow

Streamline your workflow with features like automated appointment scheduling, invoice generation, and client communication.

  • Customization

Tailor the plugin to match your unique services, ensuring a personalized booking experience for clients.

  • Data Security

Ensure the security of client information and transactions with a reliable plugin.

  • Time-Saving

Free up time by automating repetitive tasks, allowing you to focus on delivering high-quality services.

Investing in a professional event management plugin not only modernizes your booking process but also positions your business as tech-savvy and client-focused.

What else can you do to make the booking process smooth for your new event planning business?

  • Utilize the customization features of the plugin to tailor the booking process to your specific services and client requirements.
  • Offer free initial consultations to understand clients’ needs and preferences.
  • Tailor your services based on the insights gained during consultations.
  • Invest in an efficient booking system that allows clients to easily select services, choose dates, and make payments.
  • Provide a transparent pricing structure for your services. Consider creating tiered packages or customizable options.

Set up Prices With a Healthy Profit Margin

Setting up prices with a healthy profit margin is a crucial aspect of running a successful event-planning business. Your pricing not only needs to cover expenses but should also reflect the unique value and expertise you bring to your clients. Let’s explore effective strategies to help you determine prices that ensure financial sustainability and growth.

The first thing you need to do is to consider the unique value proposition that sets your event planning business apart from competitors. This could be your expertise in handling specific types of events, personalized services, or innovative event concepts. Price your services based on the perceived value you offer to clients. If your services are known for exceptional quality, creativity, or attention to detail, clients are likely to be willing to pay a premium.

The next step is to research and analyze the pricing strategies of competitors in your area. Understand the average pricing for similar services and assess whether your offerings align with, exceed, or differentiate from the competition.

Once you’re done with that, it’s time to clearly define your profit margin goals. Determine the percentage of profit you aim to achieve for each event. This goal should not only cover your expenses but also contribute to business growth and development.

Remember: Strive for a balance between competitiveness and profitability. While it’s essential to remain competitive in the market, undervaluing your services can lead to long-term financial challenges.

Start Promoting Your Event Management Business

Promoting your event management business effectively is essential to attract clients and establish a strong market presence. Let’s see the strategic approaches to develop a robust online presence and leverage digital marketing to reach a wider audience.

First impressions matter

Your website serves as the digital face of your event management business. Invest in a professionally designed website that reflects your brand identity and showcases your portfolio of successful events.

Blog content

Establish a blog on your website to regularly publish informative and engaging content related to event planning. Share insights, trends, and success stories to position your business as an industry authority.

Visual portfolio

Create a visually appealing portfolio featuring highlights from your previous events. Include high-quality images and detailed descriptions to showcase your capabilities and style.

Choose relevant platforms

Identify the social media platforms most frequented by your target audience. Whether it’s Instagram, Facebook, Twitter, or LinkedIn, maintain active and engaging profiles on these platforms.

Visual storytelling

Utilize the visual nature of social media to tell compelling stories about your events. Share behind-the-scenes glimpses, client testimonials, and updates about upcoming projects.

Keyword optimization

Incorporate relevant keywords throughout your website content to enhance its visibility on search engines. Identify and target keywords specific to event planning and your niche.

Optimize your online presence for local searches by including location-specific keywords. This is crucial for attracting clients in your geographical area.

Claim your business

Claim and optimize your Google My Business listing. Ensure that all information, including your business hours, contact details, and photos, is accurate and up-to-date.

Client reviews

Encourage satisfied clients to leave positive reviews on your GMB profile. Positive reviews enhance your credibility and attract potential clients.

Build a subscriber list

Create a mailing list by encouraging website visitors to subscribe to your newsletters. Use incentives such as exclusive event planning tips, industry insights, or promotional offers.

Targeted campaigns

Develop targeted email campaigns to reach different segments of your audience. For example, send newsletters with wedding planning tips to engaged couples and corporate event ideas to businesses.

Start Selling Your Event Planning Services

Selling event planning services involves more than just showcasing your skills; it’s about telling a compelling story that resonates with potential clients. Let’s explore effective strategies to sell your event planning services, emphasizing expertise, success stories, and the power of testimonials.

Your portfolio is a visual narrative of your expertise. Showcase a diverse range of events you’ve successfully planned, including weddings, corporate functions, and social gatherings.

Testimonials

Request feedback from satisfied clients and showcase their testimonials prominently on your website. Include specific details about their experience, the success of the event, and your role in making it happen.

Case studies

Develop in-depth case studies for select events. Provide a comprehensive overview, detailing the challenges you faced, innovative solutions implemented, and the overall success achieved.

Industry expertise showcase

Establish yourself as a thought leader in the event planning industry. Share your insights, trends, and best practices through blog posts, articles, and participation in industry forums.

Personalized client engagement

When pitching your services to potential clients, customize your presentations to address their specific needs and expectations. Show them that you’ve thoroughly researched and understand their requirements.

Develop client relationships

After successfully executing an event, follow up with clients to gather feedback and express your appreciation. This not only helps in refining your services but also strengthens the client relationship.

Growing and Scaling Your Event Planning Business

As your business matures, consider diversifying the types of events you plan. If you’ve primarily focused on weddings, explore opportunities in corporate events, conferences, or specialized gatherings. This not only broadens your market reach but also mitigates risks associated with reliance on a single event category.

  • Evaluate your current operational processes and identify areas for improvement. Implement efficient workflows and leverage technology to automate repetitive tasks. By streamlining operations, you can handle increased demand without compromising on quality.
  • As your business expands, building a capable team becomes essential. Hire skilled professionals , including event planners, coordinators, and administrative staff. A diverse and talented team contributes to the overall success and efficiency of your operations.
  • Entrust responsibilities to capable team members and empower them to take ownership of specific tasks. Delegating effectively not only lightens your workload but also fosters a collaborative and motivated work environment.
  • Develop comprehensive standard operating procedures (SOPs) for various aspects of event planning. Clearly document processes related to client communication, vendor management, and onsite coordination. Standardized procedures ensure consistency and quality across all events.
  • Identify opportunities for strategic partnerships with businesses that complement your services. This could include collaborating with catering companies, floral designers, or audio-visual experts. Such partnerships enhance your service offering and can lead to mutual referrals.
  • Attend industry conferences and networking events to connect with other professionals and stay informed about industry trends. Networking provides valuable insights, potential collaborations, and opportunities for business growth.
  • Actively seek feedback from clients after each event. Use this feedback to identify areas for improvement and address any concerns. Demonstrating a commitment to continuous improvement reinforces your dedication to client satisfaction.

Invest in a Top-Notch Event Management Plugin

Amelia event management plugin screenshot

Meet Amelia, the WordPress Event Calendar and Event Management Plugin that transforms the way you organize virtual and offline events, conferences, meetups, and more. 

Why choose Amelia as your event planning plugin?

Let’s see the key features of Amelia that will help you kickstart a successful event-planning business:

Responsive and customizable

Amelia is a responsive and customizable WordPress event management plugin designed for various event types. Whether you’re an event agency or conference host, Amelia caters to your specific needs.

Recurring events made easy

One standout feature is the ability to set recurring events with various options. Whether it’s a weekly meeting, monthly conference, or an annual gala, Amelia’s clear calendar view helps you manage them effortlessly.

Seamless booking pages

Create booking pages effortlessly using shortcodes or popular page builders like Divi, Elementor, or Gutenberg blocks. With Amelia, your event booking page can be ready in minutes.

Flexible deposit payments

Amelia allows you to set up deposit payments, enabling attendees to pay a partial amount upfront and the rest upon arrival. This flexibility is especially beneficial for on-site events.

Multilingual support

Hosting events in different languages? Amelia has you covered with its translation option, providing a seamless booking experience for your international audience.

Dynamic ticketing

Set different ticket prices based on attendees’ profiles or the date of purchase. Offer early bird tickets, special prices for adults and kids, and control when sales open and close.

Filter and sort with ease

Create event tags and use different colors to distinguish event types, facilitating easy navigation for both organizers and attendees.

Calendar integration

Amelia integrates with Google Calendar and Outlook, ensuring hosts stay organized, and attendees can add events to their calendars with ease.

Which key features of Amelia simplify event hosting?

Virtual sessions and online events.

Amelia caters to the modern trend of hosting events online . With native integrations with Zoom and Google Meet, organizing virtual conferences becomes a breeze.

SMS and Email Reminders

Ensure a high attendance rate with SMS and email reminders, keeping both organizers and attendees in the loop.

Customer and Employee Panels

Manage all aspects of your event, from attendees to venues, with comprehensive customer and employee panels.

Insightful Admin Dashboard

Get real-time insights into key performance indicators with an admin dashboard that streamlines event management.

Fully Customizable Design

Tailor Amelia to your brand with fully customizable design options for seamless integration with your website.

Custom Fields for Booking Forms

Collect specific information by adding custom fields to your booking forms, enhancing the overall booking experience.

Try Amelia Today

Join the ranks of over 30,000 event businesses that trust Amelia for their events calendar. Explore pricing options and see demos to discover how Amelia can elevate your event planning experience!

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QC Event School

General Tips , Your Event Career

Should YOU Start an Event Planning Business?

So, you’re thinking of a career as an event planner . That’s great! Now the question is: should you start an event planning business? More to the point – is event planning the  right  career for you in the first place?

Luckily, you’ve come to the right place.

This article will teach you everything you need to know about the professional event and wedding planning industry… As well as what to expect when starting (and running) your own company. This way, you can make the best decision possible – whether that’s diving in head first and starting your own event planning business, or simply becoming an event planner in general.

So, let’s get started!

Is Event Planning Hard?

The first thing you need to know is that event planning isn’t easy. It’s a lot of work – and it takes a certain type of person to be able to handle the stress that comes with the job.

That being said, it’s also an incredibly rewarding career! If you’re the type of person who loves a challenge, enjoys working with people, and gets satisfaction from making other people happy, then event planning might just be the perfect fit for you.

What Does an Event Planner Do?

An event planner is responsible for everything that goes into making an event run smoothly, from start to finish. This includes everything from booking venues and vendors, to managing budgets and timelines, to dealing with last-minute crises… And everything in-between.

In short, an event planner is a project manager, a people-person, and a problem-solver all rolled into one. If that sounds like something you’re interested in, then keep reading!

What Skills Does Every Good Event Planner Need?

To be a successful event planner, you’ll need to have a good mix of both hard skills and soft skills .

Hard Skills

On the “hard” side, you should be organized, detail-oriented, and able to handle multiple tasks simultaneously without losing your cool. You should also be proficient in basic computer programs like Microsoft Word and Excel.

Soft Skills

But being an event planner is about more than just being good with numbers and logistics. You also need to be a “people person”, with great communication and customer service skills. After all, a big part of your job will be dealing with clients – often during high-stress situations!

Learn even more about whether a career in event planning is right for you by clicking here !

Should you start an event planning business in-post image 1

What Are The Advantages of Being an Event Planner?

There are countless perks to being an event planning professional. That said, here are just a handful of the top reasons you’ll enjoy this career path…

  • You get to be your own boss! As an event planner, you can either work for an existing company or start your very own (which we’ll talk more about shortly).
  • You’re in control of your own destiny! If you want to work less (or more), all you have to do is say so.
  • You get to travel! Many event planners have the opportunity to travel both domestically and internationally for work.
  • You get paid to party! Okay, not literally. But as an event planner, you’ll often get to attend the events you’ve planned – and that can be a lot of fun!
  • You get to meet all kinds of people! One of the best things about being an event planner is that you’ll meet all sorts of people from all walks of life.
  • You get to make dreams come true! There’s nothing quite like seeing the look on a client’s face when they see their event come to life exactly as they’d imagined.

If any of these reasons resonate with you, then a career in event planning sounds like the perfect fit!

What Are The Disadvantages of Being an Event Planner?

Of course, no career is perfect – and being an event planner is no exception. Here are a few of the potential drawbacks you should keep in mind before making your decision:

  • It’s a lot of work. And we mean a LOT. As we mentioned before, being an event planner is not easy. It takes a lot of time and effort to make sure every detail is taken care of – and that can be exhausting.
  • It’s often a thankless job. While it’s true that you’ll sometimes get to attend the events you’ve planned, you’re not there to have fun. You’re working – which means long hours on your feet, dealing with stressful situations, and often going unnoticed.
  • You need thick skin. If you’re easily offended or tend to take things personally, being an event planner is probably not the right fit for you.
  • You have to be “on” all the time. Even when you’re not working, you need to be ready and willing to talk about your business. That can be tough, especially if you’re an introvert! (That said, introverts can – and do – absolutely  have happy, thriving careers in the event planning industry!)
  • Event planning isn’t a 9-to-5 job. If you’re looking for a traditional job with set hours, this is not it. As an event planner, you’ll often have to work nights and weekends. Furthermore, as the day of the event draws closer, you may choose to be on call 24/7 – just in case something goes wrong.

Keep in mind, though, that if you’re passionate about what you do, none of these disadvantages will feel like a big deal. In fact, they’ll probably seem like small sacrifices to make in order to have the career of your dreams!

How Successful is an Event Planner?

This is a tough question to answer, as “success” means different things to different people. That said, most event planners would probably say that they are successful if they’re able to make a good living doing what they love. And the good news is that it’s completely possible to make a very comfortable living as an event planner!

In fact, the average salary for an event planner in the United States ranges from $34,000 USD to $74,000 USD per year! In Canada, that figure is between $39,000 CAD and $67,000 CAD annually. If you reside in the United Kingdom , you can be looking at a yearly income anywhere between £18,000 GBP and £43,000 GBP. And event planners in Australia tend to make anywhere from $46,000 AUD to $84,000 AUD per year.

Other Factors That Can Impact Your Income

Of course, your actual earnings will depend on a multitude of factors, such as your:

  • Level of experience
  • Whether you work for yourself or someone else
  • The local competition
  • Your professional qualifications (i.e. whether or not you have an accredited certification/designation)
  • The event planning services you offer
  • How you’ve set your service rates
  • Your marketing strategies and efforts

However, no matter how you slice it, you have the potential to earn a pretty hefty salary as an event planning professional!

Should You Start an Event Planning Business?

Alright, now that you know a little bit more about what goes into being a professional event planner, it’s time to look at the business side of things. Namely, should you start your own event planning business in the first place?

Let’s see, shall we?

How to Start an Event Planning Business with No Experience

If you’re thinking about starting your own event planning business but have no experience in the industry, don’t worry! You can absolutely do it. In fact, many event planners start their careers without any prior experience.

Of course, it will take a little bit of extra effort on your part to get things off the ground – but that’s true of any new business venture. The most important thing is that you’re willing to put in the work and learn as you go. Here are a few tips to help you get started:

Tip #1: Do Your Research

First and foremost, educate yourself about the event planning industry. Read books, listen to podcasts, and scour the internet for information. It’s also a good idea to attend events (both as a guest and as a vendor) so you can get a feel for what goes into planning them.

Tip #2: Build a Portfolio

As you start learning about event planning, start documenting your findings. Create a blog, write articles, make videos – whatever feels natural to you. Not only will this help solidify the information in your mind, but it will also give you something to show prospective clients when they’re considering hiring you.

Tip #3: Get Certified

Although it’s not required, becoming certified shows that you’re serious about your event planning business – and that you’re committed to providing the best possible service to your clients. In terms of professional certification training, you can find everything you need through QC Event School and our extensive list of self-paced, online courses!

Just to make it easier for you, here’s the full list of our current online wedding and event planning certification programs!

Tip #4: marketing, marketing, marketing.

Once you’ve got the basics down, it’s time to start marketing your event planning business. This can be done in a number of ways, such as through online advertising, PR campaigns, social media outreach, networking, and good old-fashioned word-of-mouth.

Tip #5: Start Small

When you’re first starting out, it’s usually best to take on small projects – like birthday parties or baby showers – before moving on to bigger events, such as weddings or corporate functions. Not only will this give you a chance to get your feet wet without feeling overwhelmed; it will also help build up your portfolio and attract more clients!

Pro Tip: We’ve written the ULTIMATE Guide on starting an event planning business from scratch, so make sure to check it out for even more awesome advice!

Should you start an event planning business in-post image 3

Legal Requirements for an Event Planning Business

Next, let’s take a look at the legal requirements you’ll need to take care of before you can start working with clients.

While the exact requirements will vary from country to country (and even from state to state in some cases), there are a few general things you’ll need to do in order to get your business up and running:

Choose a Business Structure

The first step is choosing the right business structure for your event planning company. This can be anything from a sole proprietorship to a limited liability company (LLC). Once you’ve decided on the best option for your business, you’ll need to register it with your local government.

Get a Business License

In order to operate legally, you’ll need to get a business license from your city or county. The application process is usually pretty straightforward, but it’s always a good idea to check with your local chamber of commerce or small business development center for more information.

Get Insurance

As an event planner, you’ll be working with a lot of different vendors and handling sensitive client information. Thus, you need to be properly insured. Look into getting general liability insurance , as well as errors and omissions insurance for your business.

Set up a Business Bank Account

Once you’ve taken care of the legalities, it’s time to set up a dedicated bank account for your event planning business. This will help you keep track of your finances and make it easier to do your taxes at the end of the year.

Naming Your Event Planning Business

Once you’ve got the basics down, it’ll be time to start thinking about what to name your event planning business.

This can be a tough decision, as there are a lot of factors to consider. For example, do you want something catchy or straightforward? Something unique or generic?

There’s no right or wrong answer here. Ultimately, it all comes down to what you want for your business. Just make sure you choose something you’re happy with, as it will be the first impression potential clients have of your company.

And don’t forget to get your business name registered, so that no one else can swoop in and use your business name themselves.

If you’ve never had to name a business before, this blog article will tell you everything you need to know to get started!

Branding your event planning business.

After you’ve settled on a name, it’s time to start thinking about branding . This includes everything from your business logo to your company colors and tagline.

Your branding should reflect the type of events you want to be known for planning. For example, if you’re aiming to be a luxury event planner, then your branding should reflect that. On the other hand, if you’re more interested in planning fun and quirky events, then your branding can be a little more lighthearted.

There are endless possibilities when it comes to branding your event planning business – so have fun with it!

Table set for wedding or another catered event dinner.

Equipment Needed for Event Planning Businesses

Now let’s take a look at some of the equipment you’ll need to get started in the event planning industry.

A Laptop or Computer

First and foremost, you’ll need a good computer and reliable internet access. This is important for everything from keeping track of your clients’ contact information to sending out invoices and marketing your business online. Moreover, you’ll need it to create and run your business website, along with your social media accounts.

You’ll also need a printer (for printing contracts, flyers, etc.), as well as a digital camera (or high-quality smartphone) to take photos of your events if there’s not already a designated photographer. Speaking of printing things out, make sure you always have a ton of business cards on-hand! After all, you never know when someone will come up to you and ask about your business.

A Cellphone

A cellphone is also a requirement for any event planner. After all, you need to be able to be reached by your clients at all hours of the day – just in case something comes up. Not to mention, you can use your phone to easily conduct a  virtual  client consultation if an in-person one isn’t an option.

Event Planning Software

While not required, event planning software can definitely make your life a lot easier. There are a variety of different software programs available, each with their own set of features.

For example, some software programs allow you to manage your clients’ contact information, as well as keep track of important dates and deadlines. Other programs let you create custom proposals and contracts, as well as provide a platform for marketing your business online and accepting payments from clients. Plus, there are also a wide variety of software programs that can help you manage/run your business and keep track of your finances.

The bottom line is that there’s a lot of great event planning software out there. So, do some research and find the one that’s right for you and your business.

Other than the items mentioned in the list above, you really don’t need much in terms of equipment – which is one of the great things about starting an event planning business!

Your Business Plan

In order to start an event planning business, you’ll also need a business plan . This is essentially a document that outlines your event planning business goals, as well as how you plan on achieving them. Your business plan should include everything from your company overview and target market to your marketing strategy and financial projections.

Event Planning Business Plan Sample

Never written a business plan before? No worries! Let’s take a look at the pertinent information your business plan should contain. This way, you’ll have the building blocks ready to help you get started.

Step 1: Write Your Executive Summary

The executive summary is a brief overview of your event planning business plan. (Think of it as the cliff notes version!) Here, you’ll want to include your company name, along with your mission statement and a brief description of what your business does. You’ll also want to mention your target market and any unique selling points (USPs) that make your business stand out from the competition.

Step 2: Write Your Company Description

In the company description section, you’ll provide more information about your event planning business. This is where you’ll talk about your company history (if applicable), as well as any relevant industry experience your team has. You should also include information about your company structure, such as how many employees you have and what their roles are.

Lastly, this is also the section where you’ll want to talk about your business location(s) and any expansion plans you have for the future.

Should you start an event planning business in-post image 5

Step #3: List Your Products and Services

In the products and services section, you’ll want to give a detailed overview of the event planning services you offer. Be sure to include information on any unique or customizable services you offer, as well as any add-on services that might be of interest to potential clients.

This is also the section where you’ll want to talk about your pricing model. For instance, will you charge a flat fee or an hourly rate? And, if you offer discounts for certain services, be sure to mention that here as well.

Step #4: Outline Your Plan for Marketing and Sales

In the marketing and sales section, you’ll want to outline your event planning business’s marketing strategy. This should include information on how you plan on promoting your business, as well as any sales initiatives you have in place.

You’ll also want to talk about your event planning company’s branding and what makes it unique. What is your company’s identity? How will that be reflected in your marketing materials?

Lastly, this is also the section where you’ll want to talk about your website and social media presence. Be sure to include information on any SEO or PPC campaigns you’re running, as well as which social media platforms you’re active on.

Step #5: Lay Out Your Financial Projections

In the financial projections section , you’ll want to provide an overview of your event planning business’s financials. This should include your start-up costs, as well as your projected revenue and expenses for the next three to five years.

You’ll also want to talk about your event planning company’s funding needs and how you plan on raising capital. If you already have investors lined up, be sure to mention that here as well.

And lastly, this is also the section where you’ll want to provide information on your event planning business’s exit strategy. What are your long-term goals for the company? And how do you plan on achieving them?

Step #6: Have an Exit Strategy

The exit strategy is the final section of your event planning business plan. In this section, you’ll want to provide an overview of your event planning company’s long-term goals. This should include information on how you plan on growing your business, as well as any eventual plans you have for selling it or taking it public.

You should also include information on your target market and how you plan on reaching them. What are your marketing and sales initiatives? How do you plan on scaling your business?

Lastly, this is also the section where you’ll want to talk about your management team and their experience in the event planning industry. Who are the key members of your team? What makes them qualified to help grow your business?

By following the steps outlined above, you’ll be well on your way to starting and running a successful event planning company. But remember, this is just a guide – it’s up to YOU to put in the hard work and make your event planning business a success!

Event planner Setting the Table for Lunch Party and Writing Notes on a Clipboard while Standing in a Restaurant

Starting an Event Planning Business Checklist

From there, it’ll be time to actually get your event planning business started! Use this checklist to make sure you have everything you need to get up and running:

🔲Complete your professional event planner certification training.

🔲Choose a niche or specialty for your event planning business.

🔲Name your business.

🔲Develop a strong brand identity for your company.

🔲Create a detailed business plan.

🔲Secure funding for your event planning business.

🔲Develop your professional portfolio.

🔲Build a website and create social media accounts.

🔲Promote your event planning business through marketing and sales initiatives.

🔲Grow your company by expanding into new markets, networking, and adding new products and services.

🔲Stay up-to-date on current news and trends via research, continued education, etc.

By following the steps outlined in this article, you’ll be well on your way to starting and running a successful event planning company of your own!

How Do Event Planning Companies Get Clients?

Now that you have a better understanding of what goes into starting an event planning business, you might be wondering how event planning companies actually get clients. After all, without clients, your business won’t be able to survive for very long.

There are a number of ways to go about getting clients for your event planning business. The most important thing is to make sure that you’re marketing and promoting your business in the right way. Here are a few tips to get you started:

  • Make sure your website is always up-to-date and easy to navigate. Include information on your services, pricing, and contact information.
  • Create social media accounts on all the major platforms (e.g. Facebook, Twitter, Instagram) and post regular content that showcases your event planning skills.
  • Attend industry events and networking functions. This is a great way to meet potential clients, as well as network and build relationships with other event professionals.
  • Get involved with local charities and non-profit organizations. Many of these types of organizations are always in need of volunteers to help plan their events.
  • Run targeted advertising campaigns (e.g. SEO, PPC, social media ads) to reach your target market where they’re already spending time online.

With the help of these tips, you should be able to start getting clients for your event planning business in no time! Just remember to stay focused and consistent with your marketing efforts. After all, it takes time and effort to build a successful business.

But if you put in the work, the rewards will be well worth it!

Event Planning Startup Kit

Before we wrap things up, here are some additional blog articles that will help you better understand how to start up your very own event planning company and get your career off the ground:

  • How to Start an Event Planning Business from Scratch
  • How to Define The Objectives for Your Event Planning Company
  • 11 Niche Ideas for an Event Planning Business
  • How to Get Clients as an Event Planner
  • How to Start an Event Planning Business While Still in School
  • Your Event Planning Career: 5 Vendors to Network With
  • Event Planner Jobs: How to Network Like a Pro
  • Event Planner Salary: 4 Tips for Pricing Your Services
  • 4 Reasons Why You Should Start an Event Planner Business NOW!
  • How to Start an Event Planning Business on a Budget
  • How a Bad Business Name Can Hurt Your Event Planner Career

Should you start an event planning business in-post image 7

So, Should You Start an Event Planning Business?

Ultimately, only you can answer this question. But we hope that after reading this article, you have a better understanding of the event planning industry and what it takes to start your own event planning company (regardless of whether you have any experience in this or not).

If you’re still on the fence about whether or not starting an event planning business is right for you, consider these questions:

  • Do you have a passion for planning events?
  • Are you willing to put in the time and effort required to build a successful business?
  • Do you have experience working in the event planning industry?
  • If not, are you willing to get properly trained and gain that experience?
  • Do you have a strong understanding of the business side of things?
  • If not, are you willing to learn?

If you answered “yes” to all of these questions, then there’s a good chance that starting an event planning business is right for you!

So, what are you waiting for? It’s time to get out there and start planning some amazing events!

Become an internationally certified event planner and start an event planning business in as little as 3-6 months by training with QC Event School! Enroll today to begin your dream journey!

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Yes, you are right, and I agree with you. Event planning is a creative and exciting business to start. It is also one of the fastest-growing industries. And as more and more people are getting involved in this industry, there is a need for more event planners to step up and create their businesses. Thank you for sharing this blog with us. It is very detailed and informative. I am looking forward to read more such blogs in the future.

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Create a form in Word that users can complete or print

In Word, you can create a form that others can fill out and save or print.  To do this, you will start with baseline content in a document, potentially via a form template.  Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to database information.  Following are the recommended action steps in sequence.  

Show the Developer tab

In Word, be sure you have the Developer tab displayed in the ribbon.  (See how here:  Show the developer tab .)

Open a template or a blank document on which to base the form

You can start with a template or just start from scratch with a blank document.

Start with a form template

Go to File > New .

In the  Search for online templates  field, type  Forms or the kind of form you want. Then press Enter .

In the displayed results, right-click any item, then select  Create. 

Start with a blank document 

Select Blank document .

Add content to the form

Go to the  Developer  tab Controls section where you can choose controls to add to your document or form. Hover over any icon therein to see what control type it represents. The various control types are described below. You can set properties on a control once it has been inserted.

To delete a content control, right-click it, then select Remove content control  in the pop-up menu. 

Note:  You can print a form that was created via content controls. However, the boxes around the content controls will not print.

Insert a text control

The rich text content control enables users to format text (e.g., bold, italic) and type multiple paragraphs. To limit these capabilities, use the plain text content control . 

Click or tap where you want to insert the control.

Rich text control button

To learn about setting specific properties on these controls, see Set or change properties for content controls .

Insert a picture control

A picture control is most often used for templates, but you can also add a picture control to a form.

Picture control button

Insert a building block control

Use a building block control  when you want users to choose a specific block of text. These are helpful when you need to add different boilerplate text depending on the document's specific purpose. You can create rich text content controls for each version of the boilerplate text, and then use a building block control as the container for the rich text content controls.

building block gallery control

Select Developer and content controls for the building block.

Developer tab showing content controls

Insert a combo box or a drop-down list

In a combo box, users can select from a list of choices that you provide or they can type in their own information. In a drop-down list, users can only select from the list of choices.

combo box button

Select the content control, and then select Properties .

To create a list of choices, select Add under Drop-Down List Properties .

Type a choice in Display Name , such as Yes , No , or Maybe .

Repeat this step until all of the choices are in the drop-down list.

Fill in any other properties that you want.

Note:  If you select the Contents cannot be edited check box, users won’t be able to click a choice.

Insert a date picker

Click or tap where you want to insert the date picker control.

Date picker button

Insert a check box

Click or tap where you want to insert the check box control.

Check box button

Use the legacy form controls

Legacy form controls are for compatibility with older versions of Word and consist of legacy form and Active X controls.

Click or tap where you want to insert a legacy control.

Legacy control button

Select the Legacy Form control or Active X Control that you want to include.

Set or change properties for content controls

Each content control has properties that you can set or change. For example, the Date Picker control offers options for the format you want to use to display the date.

Select the content control that you want to change.

Go to Developer > Properties .

Controls Properties  button

Change the properties that you want.

Add protection to a form

If you want to limit how much others can edit or format a form, use the Restrict Editing command:

Open the form that you want to lock or protect.

Select Developer > Restrict Editing .

Restrict editing button

After selecting restrictions, select Yes, Start Enforcing Protection .

Restrict editing panel

Advanced Tip:

If you want to protect only parts of the document, separate the document into sections and only protect the sections you want.

To do this, choose Select Sections in the Restrict Editing panel. For more info on sections, see Insert a section break .

Sections selector on Resrict sections panel

If the developer tab isn't displayed in the ribbon, see Show the Developer tab .

Open a template or use a blank document

To create a form in Word that others can fill out, start with a template or document and add content controls. Content controls include things like check boxes, text boxes, and drop-down lists. If you’re familiar with databases, these content controls can even be linked to data.

Go to File > New from Template .

New from template option

In Search, type form .

Double-click the template you want to use.

Select File > Save As , and pick a location to save the form.

In Save As , type a file name and then select Save .

Start with a blank document

Go to File > New Document .

New document option

Go to File > Save As .

Go to Developer , and then choose the controls that you want to add to the document or form. To remove a content control, select the control and press Delete. You can set Options on controls once inserted. From Options, you can add entry and exit macros to run when users interact with the controls, as well as list items for combo boxes, .

Adding content controls to your form

In the document, click or tap where you want to add a content control.

On Developer , select Text Box , Check Box , or Combo Box .

Developer tab with content controls

To set specific properties for the control, select Options , and set .

Repeat steps 1 through 3 for each control that you want to add.

Set options

Options let you set common settings, as well as control specific settings. Select a control and then select Options to set up or make changes.

Set common properties.

Select Macro to Run on lets you choose a recorded or custom macro to run on Entry or Exit from the field.

Bookmark Set a unique name or bookmark for each control.

Calculate on exit This forces Word to run or refresh any calculations, such as total price when the user exits the field.

Add Help Text Give hints or instructions for each field.

OK Saves settings and exits the panel.

Cancel Forgets changes and exits the panel.

Set specific properties for a Text box

Type Select form Regular text, Number, Date, Current Date, Current Time, or Calculation.

Default text sets optional instructional text that's displayed in the text box before the user types in the field. Set Text box enabled to allow the user to enter text into the field.

Maximum length sets the length of text that a user can enter. The default is Unlimited .

Text format can set whether text automatically formats to Uppercase , Lowercase , First capital, or Title case .

Text box enabled Lets the user enter text into a field. If there is default text, user text replaces it.

Set specific properties for a Check box .

Default Value Choose between Not checked or checked as default.

Checkbox size Set a size Exactly or Auto to change size as needed.

Check box enabled Lets the user check or clear the text box.

Set specific properties for a Combo box

Drop-down item Type in strings for the list box items. Press + or Enter to add an item to the list.

Items in drop-down list Shows your current list. Select an item and use the up or down arrows to change the order, Press - to remove a selected item.

Drop-down enabled Lets the user open the combo box and make selections.

Protect the form

Go to Developer > Protect Form .

Protect form button on the Developer tab

Note:  To unprotect the form and continue editing, select Protect Form again.

Save and close the form.

Test the form (optional)

If you want, you can test the form before you distribute it.

Protect the form.

Reopen the form, fill it out as the user would, and then save a copy.

Creating fillable forms isn’t available in Word for the web.

You can create the form with the desktop version of Word with the instructions in Create a fillable form .

When you save the document and reopen it in Word for the web, you’ll see the changes you made.

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FTC, HHS Seek Public Comment on Generic Drug Shortages and Competition Amongst Powerful Middlemen

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Today the Federal Trade Commission (FTC) and the U.S. Department of Health and Human Services (HHS) jointly issued a Request for Information to understand how the practices of two types of pharmaceutical drug middlemen groups—group purchasing organizations (GPOs) and drug wholesalers—may be contributing to generic drug shortages. 

In the Request for Information (RFI) , the FTC and HHS are seeking public comment regarding market concentration among large health care GPOs and drug wholesalers, as well as information detailing their contracting practices. The joint RFI seeks to understand how both GPOs and drug wholesalers impact the overall generic pharmaceutical market, including how both entities may influence the pricing and availability of pharmaceutical drugs. The joint RFI is asking these questions to help uncover the root causes and potential solutions to drug shortages. 

“For years Americans have faced acute shortages of critical drugs, from chemotherapy to antibiotics, endangering patients,” said FTC Chair Lina M. Khan. “Our inquiry requests information on the factors driving these shortages and scrutinizes the practices of opaque drug middlemen. We look forward to public input as we assess how enforcers and policymakers can best address chronic drug shortages and promote a resilient drug supply chain.”

“When you’re prescribed an important medication by your doctor and you learn the drug is out of stock, your heart sinks,” said Secretary Xavier Becerra. “This devastating reality is the case for too many Americans who need generic drugs for ADHD, cancer, and other conditions. Today’s announcement is part of the Biden-Harris Administration’s work to tackle health care monopolies and lessen the impact on vulnerable patients who bear the brunt of this lack of competition. Today’s initiative is just one more action by HHS to best address shortages of generic drugs.” 

GPOs serve as intermediaries in the pharmaceutical industry by negotiating deals for generic drugs and other medical supplies between health care providers—including hospitals, physicians, nursing homes, and home health agencies—and manufacturers, distributors, and others who sell to health care providers. Drug wholesalers are another type of intermediary group which purchase drugs directly from manufacturers and deliver them to health care providers. 

The joint RFI is the latest effort by the FTC and HHS to promote competition in pharmaceutical markets to ensure that every consumer has access to high-quality, affordable care. As  announced in December 2023, the FTC, HHS and the Department of Justice are partnering on new initiatives which will include a forthcoming joint RFI to seek input on how private-equity and other corporations’ control of health care is impacting Americans.

The joint FTC and HHS RFI released today is requesting public input via comments, documents, and data regarding several topics with respect to generic drug markets and the potential causes of generic drug shortages, including:

  • Whether and to what extent do the available protections for GPOs under the Federal Anti-Kickback Statute affect market concentration and contracting practices by GPOs, as well as drug shortages.

The public will have 60 days to submit comments at Regulations.gov . Once submitted, comments will be posted to Regulations.gov.

The Federal Trade Commission develops policy initiatives on issues that affect competition, consumers, and the U.S. economy. Follow the  FTC on social media , read  consumer alerts  and the  business blog , and  sign up to get the latest FTC news and alerts .

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IMAGES

  1. Event Briefing Note

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  2. 11+ Sample Event Planning Checklists

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  3. How to Write the Perfect Event Planning Proposal / Event Planning Tips

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  4. 3+ SAMPLE Event Planning Business Plan in PDF

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  5. Five Strategy Tips For Business Event Planning

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  6. Corporate Event Planning Checklist Template

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  1. How to Plan an Event: Event Planning Steps, Tips & Checklist

    Event planning is the process of putting on and managing a variety of events, from something as small as a meeting to as big as a convention and everything in between. When event planning you'll be taking into account every aspect of that event, whether it's a birthday party or a networking event.

  2. Corporate Event Planning: Ultimate Guide + Checklist

    5 Examples of Goals for Corporate Events. According to a report from Allied Market Research, the U.S. corporate event market — which brought in $95.3 billion in 2020 — is expected to reach $510.9 billion in revenue by 2030, growing 17.3% annually.This impressive growth can be attributed to the fact that corporate events deliver several benefits to organizations, like the following ...

  3. 8 Steps to a Solid Event Business Plan (With Examples)

    Step #1: Craft your event mission statement Your mission statement describes your event in a short sentence or two. It helps sell your event to important stakeholders and forms the foundation of your marketing. In fact, every decision you make will ultimately trace back to your mission.

  4. How To Plan an Event: Guide With Checklist and Tips

    Follow these steps to coordinate a professional event: 1. Create an objective. The event objective is the purpose of your function and what you want your guests to experience. To come up with a clear objective, ask yourself what you want to achieve with this event. It may also help to consider factors such as:

  5. Event Planning Guide With Checklist 2024

    It is the process of planning all the details and logistics of an event. That event can range in size, complexity, and purpose. They can be in-person, virtual, webinar or hybrid. It takes a great deal of time and effort to manage an event and involves communication with multiple teams and vendors.

  6. How to Plan an Event: Tips, Steps, and Strategies (2023)

    Identify potential partners and sponsors with a common interest or objective with your event. Consider companies or organisations that align with your event's theme, target audience, or mission. Research their values, goals, and past sponsorships to ensure compatibility. 3.

  7. How to Plan an Event: a Complete Guide

    Events How to Plan an Event: a Complete Guide Author: Tatiana Morand September 7, 2023 Contents 🕑 20 min read Looking for advice on how to plan an event? You've come to the right place! We've seen a lot of organizations' events over the years.

  8. Event Planning Business Plan Template & Guide [Updated 2024]

    Everyday short-term processes include all of the tasks involved in running your event planning business such as interviewing clients, making arrangements, keeping the store/studio clean, etc. Long-term goals are the milestones you hope to achieve. These could include the dates when you expect to serve your 100th customer, or when you hope to ...

  9. How to Write an Effective Event Business Plan

    1. Begin your event business plan with a mission statement Your mission statement describes your event in a short sentence or two. It helps to sell your event to important stakeholders and forms the foundation of your marketing. In fact, it'll also help to keep you focused since every decision you make will ultimately trace back to your mission.

  10. How to Start an Event Planning Business in 2024: Step-by-Step Guide

    1. Conduct Industry and Market Research All businesses have competition - that's what keeps the market in balance.So it is necessary to conduct thorough research of the market to identify your competitors and the current trends.

  11. Everything You Need to Write an Effective Event Planning Business Plan

    1. Mission statement The first step to any business plan is to develop a definitive statement that lays out what your event planning business stands for and hopes to accomplish. A good mission statement is a short (about one to two sentences) declaration of your beliefs, goals, and values as a company or organization.

  12. How to Write an Event Planning Business Plan

    An event planning business plan is a document that outlines the major aspects of your business. It articulates what the business is, its objective, how it operates, the structure and other important elements. The Need for a Business Plan

  13. How to Start an Event Planning Business: 8 Vital Steps

    1. Establish your event planning business There's no requirement for a certification or license to become an event planner in the US. However, it's still a good idea to establish a legal structure for your event management company, and you'll likely need other certifications and licenses related to running an event planning business.

  14. The Do's and Don'ts When Starting an Event Planning Business

    Create a Detailed Business Plan. A business plan is an essential first step to creating your event planning business. It serves as the ultimate guide for your business and can be used to communicate your goals to investors. A business plan includes the operational plan, financial plan, and overall objective of your business.

  15. Event Creators: How to Start an Event Management Business

    Identify potential risks and opportunities. In your plan, illustrate your event's financial potential and plan the resources and operating structure you'll need to deliver. If you plan to get business loans or sponsorships, you can prove your new business is worth investing in. 5. Complete all the necessary paperwork.

  16. How to Start an Event Planning Business? The Complete Guide

    42 min Are you passionate about creating memorable experiences and have an eye for detail? Starting your own event planning business could be the perfect venture for you. Launching an event planning business is an exciting decision, but remember that cutting through the clutter and connecting with your target audience is crucial.

  17. How to Start An Event Planning Business From Scratch

    First thing's first: you need to have an idea of the money required to build an event planning business. The cost of starting your business can vary, depending on a number of factors - such as the size of your company and the services you want to offer. However, in general, you'll need to invest in some basic start-up costs, such as:

  18. How To Start an Event Planning Business in 7 Steps

    An event planning business is a small or large company that supports individuals and/or corporations in planning and executing events. These can be personal events such as weddings and birthday parties, or professional events like graduation ceremonies and annual conferences.

  19. Should YOU Start an Event Planning Business?

    In short, an event planner is a project manager, a people-person, and a problem-solver all rolled into one. ... The executive summary is a brief overview of your event planning business plan. (Think of it as the cliff notes version!) Here, you'll want to include your company name, along with your mission statement and a brief description of ...

  20. Create a form in Word that users can complete or print

    In Word, you can create a form that others can fill out and save or print. To do this, you will start with baseline content in a document, potentially via a form template. Then you can add content controls for elements such as check boxes, text boxes, date pickers, and drop-down lists. Optionally, these content controls can be linked to ...

  21. FTC, HHS Seek Public Comment on Generic Drug Shortages and Competition

    Today the Federal Trade Commission (FTC) and the U.S. Department of Health and Human Services (HHS) jointly issued a Request for Information to understand how the practices of two types of pharmaceutical drug middlemen groups—group purchasing organizations (GPOs) and drug wholesalers—may be contributing to generic drug shortages.

  22. AVANGARD, OOO Company Profile

    Find company research, competitor information, contact details & financial data for AVANGARD, OOO of Elektrostal, Moscow region. Get the latest business insights from Dun & Bradstreet.

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  24. The War, Russia's Infrastructure, And The Lesson Of History

    Nearly one-third of Russia's 2024 budget was allocated towards defense spending. Social expenditures, covering salaries, pensions, and benefits, constituted only about one-fifth of the budget. Russia's economy does not create much that is in demand. Its manufacturing sector is small, and its business sector is non-existent.

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    Find company research, competitor information, contact details & financial data for BETA GIDA, OOO of Elektrostal, Moscow region. Get the latest business insights from Dun & Bradstreet.