Get started with monday.com<\/a><\/p>\r\n\r\n\r\n\r\n Event planning includes everything involved in setting up, scheduling, allocating work, and budgeting for your special event.<\/p>\r\n\r\n\r\n\r\n It helps you determine how you’ll execute your event \u2014 involving far more than the event itself!<\/p>\r\n\r\n\r\n\r\n A proper event plan should consider:<\/strong><\/p>\r\n\r\n\r\n\r\n It’s a lot…<\/p>\r\n\r\n\r\n\r\n You\u2019ll be more likely to achieve success if you use project management software<\/a>\u00a0for your event planning. Organizations that don\u2019t value project management experience 67%<\/a>\u00a0more project failure.<\/p>\r\n\r\n\r\n\r\n By planning your event thoroughly, you can keep track of everything in one place and refer to your plan whenever there\u2019s an issue.<\/p>\r\n\r\n\r\n\r\n For instance, monday.com’s Event dashboard<\/a>\u00a0shows you, at a glance, where you stand in terms of your event’s budget \u2014\u00a0data pulled from your budget-specific sheets.<\/p>\r\n\r\n\r\n\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n Ready to plan and launch an amazing event? Follow this step-by-step checklist to plan your event and increase your chances of success.<\/p>\r\n\r\n\r\n\r\n Why are you planning this event in the first place? As an event planner, you need to figure this out to establish your event\u2019s objectives.<\/p>\r\n\r\n\r\n\r\n Some examples of why you could be planning your event include:<\/strong><\/p>\r\n\r\n\r\n\r\n Any type of project \u2014 whether you\u2019re planning an event or otherwise \u2014 needs goals and objectives, all of which can be managed in monday.com:<\/p>\r\n\r\n\r\n\r\n According to PMI, you\u2019re unlikely<\/a>\u00a0to have high engagement from your event planning team\u00a0if you don\u2019t establish objectives first. People like to understand what they\u2019re throwing their effort behind.<\/p>\r\n\r\n\r\n\r\n You should establish your objective based on the event\u2019s goal. Be as specific as you can with your objectives so that you know where you\u2019re headed.<\/p>\r\n\r\n\r\n\r\n For example, if you want to increase brand awareness, you could have the objective of getting at least 200 people to attend.<\/p>\r\n\r\n\r\n\r\n Or, if you want to launch a new product or service, your objective could be to generate 50 preorders for this new offering at your event.<\/p>\r\n\r\n\r\n\r\n Who will be helping you plan your event?<\/p>\r\n\r\n\r\n\r\n Consider all the tasks you\u2019ll need to handle to plan and execute your event, then enroll people who can get those done.<\/p>\r\n\r\n\r\n\r\n Building a successful project team<\/a>\u00a0ensures you have exactly the right skills to get the work done successfully.<\/p>\r\n\r\n\r\n\r\n Here are the people we recommend having on hand for a large event:<\/p>\r\n\r\n\r\n\r\n Some people can handle more than one role. How you allocate responsibility depends on the event scope and your budget, which we\u2019ll discuss later.<\/p>\r\n\r\n\r\n\r\n Using monday.com, you can easily allocate responsibilities to the appropriate people by assigning items.<\/p>\r\n\r\n\r\n\r\n But in addition to assigning an item to someone, you can also set yourself as a \u2018watcher\u2019. When you do this, you\u2019ll be pinged whenever changes are made to an item.<\/p>\r\n\r\n\r\n\r\n For example, if the person in charge of the venue uploads a quote from a potential venue, you\u2019ll get notified as a watcher. You can then review the quote or assign the item to someone else for review.<\/p>\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n What impact do you want your event to leave on its attendees?<\/p>\r\n\r\n\r\n\r\n Your event’s design will establish\u00a0this visual impact and influence how your event will come across not just to people attending, but people who are considering whether to buy a ticket.<\/p>\r\n\r\n\r\n\r\n It helps make your event and its collateral more memorable, but also more coherent.<\/p>\r\n\r\n\r\n\r\n Your event\u2019s design specifics will influence:<\/strong><\/p>\r\n\r\n\r\n\r\n To establish your design, consider finding a theme that ties everything in your event together, from visuals to the venue choice and even music.<\/p>\r\n\r\n\r\n\r\n You can keep track of all brand elements on monday.com by creating a Branding board. In this board, consider adding an item for each of the following:<\/p>\r\n\r\n\r\n\r\n What budget do you have to execute your event?<\/p>\r\n\r\n\r\n\r\n Working this out is a crucial step in event management<\/a> and planning because it influences everything that comes next, including what venues you book, how many people can attend, and what event technology you can implement.<\/p>\r\n\r\n\r\n\r\n 33%<\/a>\u00a0of event creators say an insufficient budget is their biggest challenge. It\u2019s important to take the time to carefully plan your budget so that you don\u2019t underestimate how much your event will cost.<\/p>\r\n<\/blockquote>\r\n\r\n\r\n\r\n During the project, you should keep track of your budget to make sure you\u2019re within 10% of your initial budget, since\u00a010%<\/a>\u00a0is a recoverable number for going off-budget.<\/p>\r\n\r\n\r\n\r\n monday.com won\u2019t magically find more money for your event, but we can definitely make budget planning much easier. Use this budgeting template<\/a>\u00a0to slash the time it takes to plan out your event budget.<\/p>\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n Next, it\u2019s time to figure out when your event will happen, and where.<\/p>\r\n\r\n\r\n\r\n You also need to know which is more important \u2014 getting a specific venue, or having the event on a specific date.<\/p>\r\n\r\n\r\n\r\n If getting a specific venue matters the most, you can book the event based on the availability of this venue.<\/p>\r\n\r\n\r\n\r\n However, if your event must be on a specific date, you\u2019ll need to pick a venue that is available for that date.<\/p>\r\n\r\n\r\n\r\n You need to know the date and venue before you develop a plan for your event.<\/p>\r\n\r\n\r\n\r\n Knowing the date will establish how much time you have to plan the event, while knowing the venue will give you the details you need for executing the event.<\/p>\r\n\r\n\r\n\r\n For example, you\u2019ll know how much floor space you have, or what type of tech you can set up.<\/p>\r\n\r\n\r\n\r\n Now that you know who\u2019s planning your event, when and where the event will occur, what objectives you have for this event, and what budget you\u2019re working with, you can finally establish a project plan. This will be the master plan for your event from now on.<\/p>\r\n\r\n\r\n\r\n Your event project plan<\/a> should include:<\/p>\r\n\r\n\r\n\r\n With a project plan in place, you\u2019ll know what needs to be executed by who, and in which order of priority.<\/p>\r\n\r\n\r\n\r\n You can also refer to the project plan when you meet with stakeholders to update them on the progress of the event.<\/p>\r\n\r\n\r\n\r\n You don\u2019t need to bootstrap your event plan to make it look like you want.<\/p>\r\n\r\n\r\n\r\n monday.com created an event planning template<\/a>\u00a0designed specifically for events planning and operation so that you can easily make our platform work for your exact needs.<\/p>\r\n\r\n\r\n\r\n Get started<\/a><\/p>\r\n You\u2019ll need technology to run your events, but what you need depends on the specifics of your event.<\/p>\r\n\r\n\r\n\r\n Tech can be complicated to set up and eat up a large chunk of your budget, so it\u2019s important to plan early.<\/p>\r\n\r\n\r\n\r\n Your tech will also inform the attendee experience.<\/p>\r\n\r\n\r\n\r\n For example, how will you set up sound and visuals for your speakers? How will attendees check in? How will event registration work?<\/p>\r\n\r\n\r\n\r\n Consider whether you\u2019d like to develop a mobile app and other technologies that go beyond the basics of an event. Over 60%<\/a>\u00a0of event planners expect to use mobile apps to plan their event with nearly 50% using cashless payments.<\/p>\r\n\r\n\r\n\r\n Nearly half<\/a>\u00a0of all events used live streaming. Viewers watch live streams for 8x longer than recorded videos and video increases purchase intent by 97%. With this in mind, consider if video could be a good fit for your event.<\/p>\r\n\r\n\r\n\r\n (Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n Your speakers will provide the meat of your event.<\/p>\r\n\r\n\r\n\r\n They’re what will make your event engaging \u2014 or not at all.<\/p>\r\n\r\n\r\n\r\n Your speakers should fit with the theme established during your branding phase, but first and foremost, they should provide value for your audience.<\/p>\r\n\r\n\r\n\r\n Remember to refer to your project plan as you\u2019re considering your speakers and developing the agenda for your event. For instance, if you planned to have space for 10 speakers, make sure you don\u2019t overbook the event by bringing on too many people to speak.<\/p>\r\n\r\n\r\n\r\n Giving some thought to engaging sponsors and partners is also critical. They will help you make the event a reality by supplementing your budget and expanding your reach through their own audience.<\/p>\r\n\r\n\r\n\r\n A 2019 industry trends report said that for 50%\u00a0of events, sponsorships are the biggest source of event revenue, followed up by donations at 35%.<\/p>\r\n\r\n\r\n\r\n (Image Source<\/a>)<\/p>\r\n\r\n\r\n\r\n Not sure how to handle keeping track of all the potential sponsors and VIP invites for your event?<\/p>\r\n\r\n\r\n\r\n Instead of creating complex spreadsheets, track the progress in monday.com so that you can assign people to each item and manage it from the same place you manage everything else for your event!<\/p>\r\n Get started<\/a><\/p>\r\n\r\n\r\n\r\n Finally, you\u2019ll need to establish how you intend to market your event.<\/p>\r\n\r\n\r\n\r\n By marketing your event, you\u2019ll ensure you get the word out and attract more attendees.<\/p>\r\n\r\n\r\n\r\n Unless your event has been running for several years already, people won\u2019t automatically know about it.<\/p>\r\n\r\n\r\n\r\n Keep your event\u2019s objective in mind when you decide how to market it. For example, if you want to increase sales, you should market to people who are likely to purchase.<\/p>\r\n\r\n\r\n\r\n Your marketing plan<\/a> should also take your target market into consideration, whether or not you want to make sales.<\/p>\r\n\r\n\r\n\r\n Some ways to execute event promotion include:<\/p>\r\n\r\n\r\n\r\n Plus, make it easy on yourself and create a marketing plan for your event using monday.com\u2019s customizable marketing plan template.<\/p>\r\n\r\n\r\n\r\n Event planning doesn\u2019t happen on its own. There\u2019s a lot to keep track of, and you\u2019ll also need to find ways to get attendees through the door in addition to planning the entire thing.<\/p>\r\n\r\n\r\n\r\n But by following these 9 steps, you\u2019ll make sure nothing slips through the cracks when you plan your events.<\/p>\r\n\r\n\r\n\r\nSome background \u2014 what is event planning?<\/h2>\r\n\r\n\r\n\r\n
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![\"event](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/Y_WC3aHl3djNACD6bZ5aukWtnXiMSACQ4jyPt0bnQg0pIf5ZUlJSKY6rehsDKCYWqTuiRBK8rbCvjN9E-TMztsGfKGMcZ-6yMBXoBNXBpTsmLtcE69arX_SFU4VfPWJMQg.png\" "\\"event")
<\/figure>\r\n9 steps to plan a successful event<\/h2>\r\n\r\n\r\n\r\n
1. Define your event\u2019s objective<\/h3>\r\n\r\n\r\n\r\n
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<\/figure>\r\n\r\n\r\n\r\nWhen planning an event, your team will only be able to make the right decisions when they know the objectives they’re trying to achieve. Without clear objectives, you won’t be able to know if your event was a success or a failure.<\/span><\/a>\r\n\r\n\r\n\r\n2. Establish your event planning team<\/h3>\r\n\r\n\r\n\r\n
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![\"drop-down](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/pasted-image-0-132.png\" "\\"Event")
<\/figure>\r\n\r\n\r\n\r\n3. Create a specific design for your event<\/h3>\r\n\r\n\r\n\r\n
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![\"monday.com](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/pasted-image-0-133.png\" "\\"monday.com")
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4. Figure out your budget<\/h3>\r\n\r\n\r\n\r\n
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5. Nail down the venue and date (and prioritize which one matters most)<\/h3>\r\n\r\n\r\n\r\n
6. Develop a project plan for your event<\/h3>\r\n\r\n\r\n\r\n
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![\"monday.com](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/pasted-image-0-134.png\" "\\"monday.com")
<\/figure>\r\n\r\n\r\n\r\n7. Figure out the tech<\/h3>\r\n\r\n\r\n\r\n
![\"6](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/6jjq-drakKFGq22iPecyMsAwCfMjZhBzukhmnuhNZGyw1gECRBUYEIzU8s2mplXYDl-ssGPFXX0UE43pT5-gcnIs_Y7s08F-Wa2oQktbWk4iChFNUV2tRk0I_MUyEauFtQ.png\" "\\"Trends")
<\/figure>\r\n\r\n\r\n\r\n8. \u00a0Book event speakers, sponsors, and partners<\/h3>\r\n\r\n\r\n\r\n
![\"Bar](\"https:\/\/www.monday.com\/blog\/wp-content\/uploads\/2021\/05\/jjU35vafvo390iFwHh3suu4GNybD0igvLpvgZ4efd_XjtnA6SNgFbEtPUbzLWuTrZRBeEOi0Xe_9m5Fn74HzatXv7lzH79z39F3A6cjZXRSPEDhkFPLbeLNHAYE2V-GN2w.jpg\" "\\"Top")
<\/figure>\r\n\r\n\r\n\r\n9. Develop an event marketing plan<\/h3>\r\n\r\n\r\n\r\n
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<\/figure>\r\n\r\n\r\n\r\n\r\n\r\nStart planning your unforgettable event<\/h2>\r\n\r\n\r\n\r\n