What Are the 5 Stages of Event Planning?

Major steps in event management

What Are the Five Stages of Event Planning?

Yep, you read that correctly. Without a well- plan for event, you face risk disorganization, chaos, and the result would be not meeting goals of the event. Following a formula for your event planning or onetime event will guarantee success.

five stages of event planning.

Five Stages of Event Planning

So, instead of wandering into your next event planning job with no guidelines, follow this simple guide for five stages of event planning.

Stage 1 – Research and Goal Setting

Depending on the type of event you are planning, you may need to conduct some research before you get started. Some event planning companies will skip this crucial step and it can be a disaster for the success of the event.

During the research process you should interview the person or team that hosts the event. Find out exactly what their goals like raising money, training, networking with other professionals, sharing new ideas, etc.

Have a list of questions prepared for the research phase in order to maximize efficiency. You’ll need to know the budget for the event, the date, and about how many people are expected to attend.

After you have completed your research, you can point out the goals and objectives of the event. Your goals and objectives should be clear and focused so that you can use them to measure the success of your event later on. This is the most important five stages of event planning.

Stage 2 – Design the Event

The design phase includes the master plan for your event. You’ll start with finding a venue that accommodates the theme of the event, the number of guests, and the purpose of the event. You can work with venue staff throughout the planning process to enhance communication and make sure things run smoothly.

Once you have a location for your event, you can start to build a team of people to help you with the remaining design tasks.

Delegating responsibility to different team members allows you to take a management role without becoming too overwhelmed by the details of event planning. Each of your team members will contribute to the master plan.

For example, the person responsible for entertainment will give you a list of performers along with a schedule. The person or group responsible for food and drink will provide a detailed menu along with the associated costs and plan for food service.

Your event design and master plan need to be as detailed as possible to ensure the success of your event.


Stage 3 – Brand the Event

A successful event with clear goals and objectives should be easy to brand. You know the desire of the host of the event and what guests are expecting. Use your research and your design to brand the event.

But wait! You’ll also need to find a way to show how your event is unique and why it’s worth attending. You can use promotional materials to bolster the brand and get people talking about your event.

Does your event have a name? Does it have a motto or tagline? These details can make branding your event more successful. Think about a name, tagline, and logo as you form a brand around the event. It should be clear to attendees what they should expect from the event should they choose to attend.

Your branding will help you as you start to publicize the event. You can use an email list, social media posts, or a specific invitation list depending on what the event host has in mind.

Stage 4 – Coordination and Day-Of Planning

Your planning is coming together well and you are ready for stage 4 – coordination and day of planning! Coordination refers to finalizing plans with each of your team members and the event staff or volunteers.

Everyone involved with the event should know what is expected of them and how important their role is to event success. You’ll need to coordinate the different components of the day’s event and give the schedule to each team member and your representative at the venue.

The schedule should list each component of the event with a clear start and finish time. You may also include which person or group of people is responsible for each part of the event. You can also include other important information on your day-of schedule such as who to contact if there are technical issues.

This stage is hard work! But it’s why event planners are successful – they have impressive attention to detail.

Stage 5 – Evaluate the Event

You’ve made it to the last step for the evaluation of your event planning checklists. Not all event planners or event planning companies use a formal evaluation. The evaluation stage is useful if you are relatively new to planning or you want to collect positive feedback to build your reputation as a planner.

For conferences and formal work trainings you can send out an online survey or hand out a paper survey to attendees to collect feedback on the event. Include questions about the organization of the event and specific objectives from your list.

But input from attendees is only part of the evaluation. After the event is over, you can return to your team’s goals and objectives and discuss whether each of those were met.

Wrapping Up

Now you have the perfect stage-by-stage formula for to plan an event. These guidelines can help keep you organized and on-track to make the most out of your event.

Remember that event planning also takes a certain level of flexibility. Things don’t always go perfectly, and that’s okay! As an event planner you will learn how to think about five stages of event planning and adapt to changing situations.


6 Major Steps in Event Management to Organize in Proper Ways

major steps in event management

6 Major steps in event management to organize in proper ways

An event can be extremely powerful and effective just like a strategic communication tool. Your brand’s values may be communicated through this medium, and it’s an excellent way to establish client loyalty and attract new ones through perfect event planning. If you want to organize your event perfectly, here are some major steps in event management that need to follow:

Establish a work schedule:

Establishing w team, who work on your behalf, so it’s easy to create a perfect timeline for your project. It’s also essential to complete your task before the fixed time. It is important to have a plan before you start organizing your event. In order for the event to be successful, it must include the following:

  • A schedule in which all the activities included
  • List of guests, speakers and the media.
  • Establish a needs plan
  • A work calendar with its development times and deadlines.

major steps in event management

Surprise with your event and make a difference:

Once you’ve analyzed the goals and figured out where to host the event, it’s time to think creatively about how to stage the event. To make a difference, create a one-of-a-kind event and promote your brand’s values.

Consider how you might establish a connection with your audience so that they are more engaged in your brand throughout the entire event. Once the venue closes, make sure to build a website that is attractive and have all the information about the event.

Contact the speakers who will be part of the event:

Another critical stage is to engage the marketing industry’s top players to participate in this important communication event as guests. Taking care of the speakers once they accept your offer is essential. Because sponsors will help you market and increase participation, but they will also cut down on some expenditures, it is essential that you get them on board early on. Here are a few things to keep in mind when looking for sponsors:

  • Convince them with your proposal
  • Briefly understand your brand and the characteristics of your event
  • State the reasons you want their sponsorship

Plan event budget:

When planning a big event, it’s best to start with a budget estimate that includes everything from renting a venue to employing personnel to preparing food to paying for speakers. If you’re attempting to make an impression, you may want to put quality first before trying to save money on an event-related item.

Promote the event:

Let the world know about your major steps in event management. Get the word out about your event by contacting the media, contacting sponsors, and reaching out to speakers. Due to the fact that this is a marketing event, the social media reach will be much bigger. Many strategies can be used to get the word out about an event, but here are a few suggestions to help you get started:

  • Run campaigns with calls to action
  • Be consistent and set a posting schedule.
  • Create a hashtag for the event and get people to associate.
  • It is advisable to have a specific profile for the event.
  • Use photos of the speakers with famous phrases from them.
  • Capture potential attendees and locate people related to the sector.
  • Publish relevant information about the event through your posts.

Make it a unique experience on ultimate day:

Focus to ensuring that all the scheduled tasks are being carried out under the original plan, even if it seems impossible. Maintain a calm demeanor and convey a sense of organization and serenity. You need to make sure that everyone is having a good time, that everything is running smoothly, that the referees are all there, and that the registration area is under control. It’s that simple:

  • Make sure that everything works properly,
  • Have a list of all the attendees.
  • Broadcast the event in streaming for those who could not attend.
  • Projects live social networks on the screens.
  • Offers useful information to users to share on their social networks.
  • Post photos in real time.
  • Make short videos in the exhibition area to convey how they are living it.
  • Monitor all the content of social networks with tools
  • Encourage users to take part through questions.

 Wrapping up:

In major steps in event management, keeping your stress level low, acting professionally, and communicating properly with your team are the most crucial things to keep everything running on schedule. The timing couldn’t have been better!