Quick Tips on How to Plan & Organise an Event

Event Management Plan

Here are some quick tips to assist you in planning and organising your events for the coming event season.

Review budgets against actual expenditure

As the year comes to a close, obtain financial records from your accounts department. You’ll the be able to outline the actual expenditure for each event you attended during the calendar year.

Review this expenditure against what you had outlined in your marketing budgets so you can:

  • Ensure that your Return On Investment (ROI) for each event is accurate
  • Review what you have spent to pick out inefficiencies
  • See where you are spending money and come up with a plan on how best to save money or increase value for your events marketing
  • Determine whether an event should appear on your schedule for the following year

In addition, you’ll be able to determine if your future budget is accurate and sufficient.

Create an event schedule

Jot down a list of events you intend to participate in. Include information for each event like:

  • Event name, date & location
  • Stand size & orientation
  • Number of stand staff and if you are super organised – who
  • Budget for the event
  • Event objectives and goals

Your schedule may change overtime. However, this list will create a fantastic foundation for your planning and the organisation of your future event.

Create a Brief

Your brief should include all the necessary information to ensure that you meet your event objectives and goals including:

  • Key messages
  • Promotions to be used pre-show, at-show and post show
  • Key Measures of ROI or event success
  • Required look at your shows
  • Key functionality of your stand i.e.
    • Meeting/hospitality space
    • Audio visual integration
    • Product display/demonstration

Get event stakeholders to review your brief

Once your schedule and brief are complete, distribute this information to other key event stakeholders in your organisation. You’ll then be able to obtain their feedback and suggestions.

As a result, you’ll increase buy-in from everyone in the early stages of planning. Also, you’ll ensure that you have all the key information to begin contacting exhibition suppliers.

Your final display solution should be positively received by everyone in your organisation as you have designed it around:

  • Everyone’s needs
  • Objectives
  • Requirements

Begin contacting potential exhibition suppliers

Using the event schedule and brief you have developed, begin contacting the exhibition suppliers. They will help you bring your event objectives and goals to life.

Furthermore, providing potential suppliers with a full event schedule and comprehensive brief will allow them to provide:

  • A solution with a consistent look and feel across all your events
  • Solutions designed around your unique needs, objectives and requirements
  • Recommendations to reduce unnecessary expenditure, increase impact and functionality
  • The most value and impact from your event marketing dollar

Contact us today if you need any help with planning and organising your next event.

This article was written by Sam Heyden. Sam worked with Skyline Displays Australia from 2002 – 2017. During this time she was responsible for developing the marketing strategies, branding and event programs for Skyline throughout Australia. You can view more of their articles on the Skyline Display Australia Blog.