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What are the 5 stages of event planning?

Event planning requires a thought-out and structured plan without which there’d be chaos and disorganization and events won’t be successful. Keep reading this guide to 5 stages of event planning. 

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Then you should have a good understanding of the industry. Read on to learn what goes behind planning an event and all its stages. 

Stage 1- Research and Goal Setting

Events are of various kinds and event planners need to conduct thorough research before getting started. Planners interview the team or individual in charge of hosting. Have your questions ready – what is the aim of the event? Fundraiser? Networking? Workshop? Find out what is their budget, the date of the event, and how many people they will be expecting at the event, following which the event planning can begin. 

Stage 2 – Design the Event

The event design is basically the masterplan of the event. It starts with finding a venue that goes with the theme and purpose of the event and can accommodate the number of guests. Event planners need to proactively communicate with the venue staff to ensure smooth operations throughout the whole event. Most event planners delegate different responsibilities to different members of the team and also separate one team from another, such that each member contributes the most efficiently. The team/individual in charge of food and beverages will be creating a detailed menu and plan for food services and its associated costs. While the team in charge of entertainment will be coming up with a schedule of the event. The more detailed a master plan is, the more successful an event is likely to be. 

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Stage 3 – Brand the Event

The best way to brand an event is by promoting what’s unique about it and what you get by attending it. Has the event been given a name, or a tagline, or a motto? These little details add to branding an event, think of an email list, or special invitations list, depending on the wants of the host. 

Stage 4 – Coordination and Day-Of Planning

Coordination implies how smoothly plans are finalized with each team member having full clarity of their responsibilities. To be in complete touch also with the volunteers or the event staff is imperative. Often there are schedules designed that list out every component of the event from the start to the finish. 

Stage 5 – Evaluate the Event

Many event planners completely skip the final process, the stage of a formal evaluation. However, this is extremely useful if you want to learn about your company’s feedback in detail in order to build your reputation for the future. If the event is a sort of professional training camp or a conference, one way is to send out online feedback surveys or handout paper surveys to the attendees for their feedback. However, these inputs are only part of the evaluation. The planner has to go back to what the goals and objectives of the event were and if every requirement was satisfactorily met. If some area needs improvement, address it.

All these five steps ensure consistency and good planning. Nothing tops a good planning and its proper execution and event planning is all about that. It follows these strategies to deliver successful events for the hosts and meet every requirement needed. Enroll on a program today and get started with a role in event planning. 

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