Event planning requires much hard work and attention to detail. However, with a solid plan in place, this experience can be both exciting and rewarding. To ensure a smooth planning process with desired outcomes, an event planning checklist should be created. We understand it can be difficult for first-timers to craft one from scratch. Therefore, we have compiled a list here to help you out.
1. Event purpose
Whether it is a conference, fundraiser, or party, you should first identify the purpose of the event and understand what you wish to achieve. Defining its purpose allows you to better target your marketing efforts and carry out subsequent steps efficiently, including choosing the right venue, selecting the appropriate decor and organising activities. Alternatively, seek professional advice from any event management company in Singapore to help you plan your event.
2. Budget
The next step is to create a budget. Budgeting is among the most important parts of event planning as it helps to avoid overspending or unexpected expenses. Your budget should cover costs that are related to the event, such as catering, venue rental, marketing, decorations, and staff. Follow the steps below to ease the process of creating a budget:
Step 1: Determine your revenue sources
Step 2: Estimate your expenses
Step 3: Prioritise your expenses
3. Venue
The right venue can also determine your event’s success. Event size, location, and the amenities offered are just some of the factors that should be taken into account. Think about the convenience of your guests as well, by considering the availability of parking space, accessibility and mode of public transportation.
4. Marketing and Advertising
There are various event management companies in Singapore that can help you to host your ideal event. Apart from this, a marketing plan should be in place to promote your event. The plan should include social media, email marketing, and traditional advertising methods such as posters and flyers. You may also want to consider partnering with other organisations or influencers to boost the promotional efforts.
Learn more: Hold Successful Events With These 5 Types Of Signage
5. Crew
An event crew is responsible for ensuring all runs smoothly and efficiently on the day of the event. The staff are often hired to help with registration, setup, security, catering, and cleanup. Have a clear understanding of each staff’s responsibility and ensure that they have received proper training. The main crew is in charge of unloading and loading equipment, props or furniture set up, so this should involve not just productivity, but safety as priority while working efficiently.
6. Audiovisual Technology
Audiovisual technology adds liveliness to your event. Before leveraging this technology, make sure that you have acquired the right equipment, including speakers, microphones, and projectors. We recommend a professional audiovisual team to help with setup and troubleshooting for the best results. Meanwhile, it is also advisable to provide backup options, should any technical issues arise. Spare microphones and extra projectors can come in handy. The worst problem is when all technical issues fail and there is no support, leaving the guests and attendees to lose patience and excitement in the event.
If you want to take your event to the next level, you may incorporate a digital wall to showcase graphics, flashing contents, videos, or eye-catching visuals by our customised high-resolution LED panels. These LED video walls can be set up in any customised sizes and even curved shapes, as they are modular and can be fixed together for good visuality from different angles.
Link: https://bigimage.com.sg/led-video-wall/
7. Sponsors
Sponsors play an essential role in events, providing a valuable source of funding. It is necessary to approach potential sponsors in advance during the planning process, and develop a clear understanding of their expectations. On top of that, do also give them a shout out during the event to enhance their visibility and recognition, in return for their support.
8. Event decor
Creating a memorable experience for attendees is often the ultimate goal of an event organiser. One of the ways to achieve this is to leverage decorations. Quality decor sets the tone and atmosphere of your event. Firstly, consider the theme of your event and choose decorations that complement that theme. Seating, lighting, and signage are also key elements to create a cohesive and engaging environment. Still in doubt? Refer to event management firms in Singapore and consult them on how to make your event stand out.
9. Attendees
Finally, no event is complete without attendees. Think about what you can do to increase your attendees’ enjoyment during the event. For a start, you can prepare a complete guide consisting of directions to the venue dress code and other details. In addition, dietary restrictions or accessibility requirements should be factored as well.
In a nutshell, an event planning checklist helps you to effectively cover all the essential elements of event planning. These include but are not limited to defining the purpose, creating a budget and choosing a venue. With the right planning, hosting a successful event becomes a breeze.
At Big Image Group, we leverage our years of signage experience equipped with the latest technologies and machineries to fulfil your visual expectations before fabrication. We have established a trusted brand by big corporations, events and exhibitions over many decades.