We follow 5 'W's (i.e. Why, What, When, Where, Who)
and 1 H' (i.e.How) principle to create an event plan.
Why
'Why' means, why you want to organize the event i.e.
event objective. What do you want to get from the
event? For eg: you want to organize the event to enhance
your company's brand image, to increase company's
sales, to promote your client's products/services
or to promote a social cause etc. Defining event objectives
at the very start of event planning is very important
as it gives you the direction in which you should
proceed to accomplish your objectives. Organizing
an event without clear objectives is a huge waste
of both time and resources.
What
'What' means what you are going to do in the event
i.e. what will be the:
*Event Name: What will be
the name of the event? For eg: 'Auto Expo 2007".
*Food and Beverage Menu: It
contains the list of food items and beverages you
will serve during the event to guests and target audience.
Always consult a caterer while deciding your food
and beverage menu as he knows the best which wine
is served with a particular course (i.e. meal). Keep
event theme, preferences and religion of target audience
and guests in mind while deciding the menu. If majority
of your target audience are vegetarian, then it is
not a good idea to serve non-veg in the event. Similarly
if majority of your guests are very health conscious
then there should also be some low calories food items
in your menu. You don't want them to go back empty
stomach. Also keep climatic conditions into account.
Don't serve out of season food items and beverages.
Like serving ice cream/cold drink in winter, food
(like spicy food) that provides warmth during summer
or food that provides coolness during winter.
*Event Profile: What the event is all about?
For eg: This event is an International exhibition
on new models of Cars and its accessories
*Guests Profile: Who will
be your chief guest and other guests? Your guest list
must include organizers, sponsors, partners, clients
and specially media people. Use your imagination to
create good titles to woo your guests. Like 'Guest
of honor', star guest etc. Never give special treatment
to one particular guest or guests' group.
*Event Theme: Theme means
subject. An event can be based on a particular theme
like : hollywood, hawaaian, egyptian, balloon, clock,
red, white etc. Theme based events are generally parties
or wedding. Like we can have party based on flowers
theme. Such type of parties are known as theme parties.
In a theme party, everything from dress code, decoration,
games, music, gifts, favors to food and beverages
are based on a particular theme.
*Service Providers: Who will be your service
providers? Any professional providing any type of
service in lieu of money is a service provider.
For e.g.: DJ, anchor, florist, videographer, photographer,
make up artist, performers, decorator, models, technicians,
usher etc.
*Obligations: These are
the compulsions on the guests like dress code or
the knowledge of salsa dance.
*Type of Entry: Decide how will be the
entry. Entry will be by ticket, pass or through
invitation only.
*Favors: These are the gifts given to guests.
We can give gifts to guests when they enter a party,
when they win a game or when they leave the party.
*Entry fees: What will be the entry fees?
If you are going to charge entry fees, then be prepared
to pay entertainment tax. Your entry fees should
be according to your target audience's status. If
you overcharge you won’t get any audience.
*Event Highlights: These are those activities
which you do to catch your taget audience and media's
attention. Like inagrauation of your fashion show
by Tom Cruise, performance by Latin singer shakira
or display of the world most expensive car etc.
*Promotional Campaign: How you are going
to promote your event, organizers, sponsors, partners
and clients pre-event, at-event and post-event.
*Programe Menu: It is the list of various
activities that will occur as a part of the event.
Sample Programe Menu of a Conference.
