Small Guide to Planning the RIGHT Event

Some will say it can’t be so complicated. Some will say it’s too much stress and too much to handle. Some will say there are too many variables. Funny enough, they would all be right. And wrong.

Event planning could be considered an art for the mere fact that it takes more than training and knowledge to achieve. Event planning takes guts, inspiration, and hard work. Naturally, experience -not only experience achieved in the event planning industry- always helps.

When planning events, it is crucial to keep in mind the basics of what it means to do so. You might be surprised by what they are.

Of course, when it comes to any kind of planning, you will want a to do list. A little guide that takes you step by step through the things you need to keep in mind while putting together your event in order to make it successful. 

But this is not that kind of guide. Anyone can tell you to make sure to:

• Establish a timeline for your event with a planning phase, an execution phase and a follow up phase after the fact, as well as a “line-up” of talks, activities, etc;
• Budgetise your event’s expenses and revenues (if any) based on your available budget. That will help you determine what the best fit is for your event in terms of venue, catering etc. Are you using your own funds or are you looking for external funding, or participation fees, or a mix of some or all of these?;
• Prepare for logistical aspects: a venue and its accessibility features (parking lot, wheelchair access…), which usually also means catering, audio and visual equipment, and decoration;
• Communicate your event through digital and potentially analog channels. Paid advertising through traditional media is naturally also an option, however expensive;
• Plan your workforce needs, including their pay (or not), schedule and contracts;
• Have talks, workshops, activities… that make up your event’s content. This involves contracts again, and a certain effort for locking in your speakers and fitting them into your program;
• Communicate thoroughly, though not forcefully, with your attendees. A little “guiding” email and a reminder email the morning before both go a long way.
  

But the true mark of a good event planner is whether they have asked themselves the right questions to make, not just a good or great event, but the RIGHT event:

• What is the objective of my event?
  • Do you wish to transfer hard facts and knowledge? Or do you want your participants to learn behaviours and grow as people, and hopefully bring this knowledge to their sphere? If so, how will they disseminate your information? 
• What do I expect from my attendees?
  • Do you want your attendees to become part of your community in some way, as a member, a sponsor, a volunteer, an employee or some combination of these…?
• What are my attendees’ expectations from me? From my event?
  • Do you need to organise a luxurious event? Or are your attendees understanding of a low-budget event?
• What is the atmosphere I want my attendees to experience?
  • The right type of setting, of workshops and inputs, complemented by your venue, is a crucial aspect of designing the right event.

Those are the questions you will truly need to work on before you get to the nitty gritty of making your event a reality.

“How do I do that?” I hear you ask? Well, it all boils down to who YOU are, who your ATTENDEES are, and what you want to achieve with your event.

In conclusion, know yourself, know where you are, and where you want to go. A sprinkle of understanding of your audience, and voilà. A delicious, straightforward recipe for the RIGHT event.

Pro TIP: Are you an (international) association? We at Maison des Associations Internationales can relieve you of many logistical aspects in the way of translation booths and services (optional partner), IT equipment and services (mandatory partner), drinks and catering (optional partner), a beautifully prepared space, as well as a warm and welcoming staff.

BONUS: Our close-knit partners Federation of International Associations based in Belgium (FAIB) and Union of International Associations (UIA) have armloads of great tips and support tools for you!