10/01/2025
Here are the **Top 10 Tips When Planning Events** (and how to be successful)
1. **Define Clear Goals**
→ Many jump straight into planning without asking *why* the event is happening (fundraising, networking, celebration, awareness). This makes it harder to measure success.
2. **Budgeting**
→ Underestimating costs, forgetting hidden fees (permits, taxes, service charges), or failing to allocate for emergencies leads to financial stress. Always build in a 10–15% buffer.
3. **Choosing the Right Venue**
→ A beautiful space that’s too small, too far, or lacks parking/accessibility can ruin the guest experience. Always match venue to audience size and needs.
4. **Considering Audience Experience**
→ Planning for *what you want* instead of *what your guests need*—food preferences, comfort, accessibility, entertainment—can leave attendees disengaged.
5. **Timeline & Logistics**
→ Skipping detailed schedules or run-of-show plans leads to missed deadlines and chaos on event day. Always build a timeline from planning to teardown.
6. ** Staffing & Volunteers**
→ Too few helpers = overwhelmed organizers. Assign roles clearly (registration, tech support, hospitality, vendor coordination).
7. **Marketing & Promotion**
→ “If you build it, they will come” rarely works. Without a strategy—social media, flyers, word of mouth, partnerships—attendance may be low.
8. **Simplified Agenda**
→ Trying to pack too much (speeches, activities, performances) makes the event drag. Short, engaging, and well-paced wins.
9. **Technology & Backup Plans**
→ Wi-Fi issues, dead microphones, or presentation glitches can derail momentum. Always test equipment and have backups (extra cables, battery packs).
10. ** Post-Event Follow-Up**
→ Many planners stop once the event ends. But thank-you notes, feedback surveys, photos, and sharing results build long-term relationships and improve future events.
✨ **Pro Tip:** The key is to plan with your audience in mind, build strong systems, and expect the unexpected.
