Top 7 Tips to Get Your Event Planning Started

Organizing a successful event is never without its challenges. Lucky for you, part of being a group leader means pulling it off without breaking a sweat.  Whether you’re creating more membership value, recruiting new members, or hosting a meeting to communicate your agenda, use an event as a time to showcase your organization at its best. Event planning doesn’t have to be stressful. Following a few key steps (and taking a few deep breaths) can make the whole process more enjoyable.

1. Commit to a committee

​Planning an event is much easier if you have a team to support you. If your group doesn’t already have an event committee, consider asking at least one or two people to volunteer. It will allow you to delegate tasks and benefit from the input and expertise of others. Establish a committee in the early stages of planning your event. This way, everyone can be on the same page from day one. 

​

2. Plan ahead
Depending on the type of event you’re hosting, start planning at least four to six months in advance. If you already know you’ll be doing an annual event, put it on your event committee’s calendar. This will give you time to lock down a venue, a caterer, a keynote speaker, or any details that are critical for your event. Give yourself an adequate buffer between planning and execution. Don’t be afraid to multitask, but anticipate event overlap, so separate committees can work in tandem. 

3. Create an agenda 
According to Small Business Trends, having a clear intention for your event is key. Are you looking to recruit new members? Are you organizing an annual general meeting? Will this event drive non-dues revenue? Use this as a publicity opportunity and elevate the exposure of your organization. Knowing exactly what you want your event to achieve will help you plan the necessary details to attain your goals. 

4. Make a checklist 
Once you know why you’re hosting an event, you can start planning everything else. Organization is crucial to making sure the event runs smoothly, so create a checklist before carrying out your plan, and make sure you stick with it. A discussion board can be a valuable tool because it will keep your event committee on track and informed of how plans are progressing.

Here are some basic items to help you start your list:
​

• Know your budget. And stay within it! Determining your budget in advance will enable you to properly plan the other event details.
• Finalize a date. Make sure you consider other events or holidays during that time.
• Select a venue. It should easily accommodate attendees without leaving too much empty space. You want to create the appearance that the event was well attended.
• Logistics. Verify that all necessary permits, contracts, and insurance are in order. Familiarize yourself with the venue’s technical capabilities like audiovisual equipment.
• Prepare for the unexpected. Even the best laid plans don’t cooperate, so anticipate potential snafus. Weather, timing, and budget are some things to be wary of. 

5. Be our guest: Send invites 
What's an event without attendees?
It's important to get the word out early, within six to eight weeks of the event, so people can save the date and make any necessary arrangements. People are more likely to decline last-minute invitations if they don't have enough notice to set aside the time. They also make the event seem unorganized. 

​Creating an event page allows you to post updates and pictures as well as answer questions that guests may have. Increasing communication and member interaction is a great way to build anticipation and boost attendance. ​

6. Stay organized 
​This is the most important thing you can do to avoid mistakes and limit the stress of event planning. Keeping track of RSVPs, their plus-ones, meal selections, food allergies, and add-ons like raffle tickets and more can be a daunting task. Member management software streamlines this by allowing guests to RSVP and purchase tickets online. Event organizers benefit by having all of the necessary information in one location that they can access from virtually anywhere. A month before your event, plan a weekly check-in with your event committee. Increase it to daily check-ins the week before the event to ensure that everyone is on the same page.

7. Have fun! 
You’ve worked hard to create the perfect event, and now it’s time to profit from a job well done.  Remember to make a plan, set a goal, and stay organized. Most importantly, have fun! The hallmark of a successful event is being able to enjoy yourself alongside your guests.
 
Our event functionality, donation and email campaign features, discussion boards, and online payment forms make it easy to plan for your entire year. Ready to get going?

Log in to memberplanet

Updated since original publication on 5/05/2017.

About Patrick Terrian

You'll be hard-pressed to find anyone who's as hardworking and dedicated to client success as our Director of Business Development. Patrick's determination, entrepreneurial spirit, and diehard Michigan Wolverines loyalty make him one of the best membership experts in the industry. ​