Event Planning Essentials
All the basic building blocks you'll need to carry out a successful event.
Last updated
All the basic building blocks you'll need to carry out a successful event.
Last updated
Whether you're planning a large-scale event, a virtual one or simply a cosy workshop session, dive into these 7 simple steps to get ahead and start building your own events.
Start strong by defining the 'why' and 'what' of your event. This will guide your event objectives and keep you on track to reaching your goals. Here are a list of questions to consider for your event brief:
Why are you organising this event?
What do you want to achieve at the end of the event?
Who are the people you want to attend your event?
How would you measure a successful event?
Date and time: Will it be during the weekday? A weekend? Lunch or dinner? Pro tip: Consider your area's holiday calendar, and avoid those dates as people may have festivities and travels planned (unless you're planning a festive event) which could affect your turnout rate.
Format: Is it a virtual event or in-person event? Is it a workshop or a seminar?
Location: Will you need an indoor space for hundreds of people or a handful? Pro tip: Visit your event space before booking, to ensure that it can hold all of your event requirements!
Budget: Will you need to cater for food or refreshments? What about participant swag bags?
Compile every item you need to do into a centralised system for you and your teammates. Even better if you group them according to the type of task they belong to and assign it to a team member. Nothing is more satisfying then checking off the lists and watching them disappear!
Once you have everything arranged smoothly for the day of, it's time to plan a schedule for your event flow. Not just for your participants but for anyone involved - crew members, external contractors or vendors, emcees and more. This will help align responsibilities at the correct point in the event and ensure everything runs smoothly. Remember to include buffers between activities so that a delay somewhere would not cause too big of chain effect down the line.
What are the logistical support you would need for registration, opening ceremony, break time, workshop sessions and etc.?
How much manpower will you need at each segment of the event? How will you arrange break time among crew members?
Is there a point of contact for a particular segment? Who should participants contact if there is an emergency?
What time can your vendors arrive to set up or deliver their products?
How much time do you and your crew need to set up for the event?
Utilize social media and diverse platforms to create buzz or you could leverage Onboard as your main platform to list community events, gather RSVPs, and create engagement all in one place.
Which platforms are your community members most active on? Instagram, Twitter, Facebook, LinkedIn? Discord, Telegram, WhatsApp?
How often do you want to post? Once a week leading up to your event or once a month?
Do you prefer images, videos, text, or a combination of everything?
The best way to promote your event is through word of mouth, so make sure your content is accessible and shareable!
Even if your main activity is a workshop or seminar, think about things you can do to keep your participants' attention and interest. You could even prepare icebreaker activities to get the ball rolling! What are some ways you can use Onboard to engage with your participants? Explore some of our examples below:
#SUBMIT: Post a picture with your teammates to redeem free drinks for the group!
#SUBMIT: Submit questions for our panelists to answer during the Q&A.
#QUIZ: What are the topics touched on in our workshop today?
It's good to dive into your participants' experiences for future improvements, and explore different ways to engage your audience. We've curated our top ways to track event attendance and the ways you can leverage your community feedback .
Congratulations! You've survived the nitty gritty planning stage and now you get to have fun, we're rooting for your event to be a success!