HOW TO PLAN YOUR FIRST EVENT

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HOW TO PLAN YOUR FIRST EVENT
Synclarity Digital Pvt LTD
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Lets just get straight to the point.
Are you someone who's always been talking about
doing an event, but couldn't find out where to
start? Allow no worries! Here's our full
guide to help you prepare an event step by step
from start to finish. Prepare your pens and
documents, this one is filled with directions,
tips and suggestions for software to keep your
event planning organized and on track.
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First Things First, Develop a goal!
Your event is built on its aim. That will give
you a guide to organize the entire event.You have
to know where to get going. The target is a must
to get the event off to a great start and an even
better end result. Divide the aims into
categories to simplify the process 

• Which is the ultimate objective of this event?
• This can be something related to raise money for
  a cause, launch a company, raise awareness of the
  brand, support a brand or a variation of those
  smaller goals.
• How many people do you want to attend the event?
• Nailing down a target attendee number is even
  more relevant for your first event so you can
  assess progress.
• What amount of revenue do you expect to gain from
  this event?
• Set your budget, and plan what you intend to do
  to recover the expenses. Yes, revenue is a major
  concern but it's your first event, so try to
  focus more on elements which can be added to your
  event to satisfy the attendees to make them wait
  and get excited for the next one.

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Whos your A-Team?

• When you've set up your target for the case, it's
  time to build the team that will help achieve
  your goal.
• Hiring team members, however, is not as easy as
  as as asking a couple of volunteers to put up
  banners and sign in visitors.
• The functions and responsibilities shall be
  delegated in accordance with the individual
  competences and interests.
• Establish a contact channel after you have put
  your team together, so that everyone can function
  effectively and communicate the necessary
  details. For smooth running of your event
  communications, you can use chat apps such as
  Whatsapp or Slack. 

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What is your budget?
A definite budget is crucial for the success of
your case. You will find out where to spend your
money to make your guests enjoy your event to the
fullest, with a well laid out schedule.Because
there is no money, no case!Budget size lets you
assess the nature and scale of activities you can
manage. 

• Here is a list of primary expenditures that
  should be
• included in your budget
• Venue (rooms, parking spot, security deposit)
• A / V (projectors, internet / Wi-Fi, speakers,
  cameras, microphones)
• Catering (bartenders, servers, food , drinks,
  setting the table)
• Ads (social media marketing, production research
  and print products, registration management)
• Entertainment (speaker fees, the associated cost
  of accommodation and transport)

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When and Where?
It's time to go on a location search and if your
event includes a speaker, it's time you 're
looking for them too (linkedIn is the best forum
for finding the perfect think leaders for your
case). Here are some suggestions for getting your
start 

• What are your planned attendance numbers?
• Which kind of car park do you need?
• You'll need your own A / V equipment, or will it
  be provided by the venue?
• Does the venue have adequate cell coverage
  throughout, or is there a Wi-Fi link you need?
• How much room do you need on the floor?
• Require an open floor, or segmented rooms /
  areas?
• So far ahead does this book for the venue? Is it
  available in your desired window?

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Do you want partner?
Identify corporate partners and community groups
to help you make bold steps in your event plan
to extend out your budget and increase your
scope.

• To choose your sponsor follow these steps
• Think of the attendees' needs, list businesses
  that meet those needs, and you'll end up with a
  wide variety of possible sponsors.
• Draft an elevator pitch, and write two to three
  lines about your
• event form, importance to a potential sponsor,
  and a short meeting request.
• Network by attending events with partners,
  engaging on social media, reaching out on
  LinkedIn or sending emails.

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Time to market your event

• You have ready your goals, your budget, your team
  and your sponsors. Now, it's time to make things
  fun. Let's get your event labelled sell!Decide
  your event name and theme, and make brochures or
  brochures to spread it around. Listing Sites and
  Twitter are two of the most important outlets for
  getting through the mainstream.
• Many of the websites where you can list your
  event are EventBrite, Townscript, BookMyShow. And
  as for social media, don't forget to create a
  facebook event and run social media ads to reach
  a wider audience.Aside from cold calls and mails,
  Whatsapp is also a perfect way to advertise your
  event.

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Determine your needs Technology is necessary to
facilitate a successful event.

• How to do in advance of event
• Call vendors involved to double test the
  supplies, catering and sponsors, Consult with the
  venue owners / managers to confirm the date and
  time of set-up.
• Check all the gear when it arrives at the
  location Set up your Guest Check-in ticketing
  program. Build a final timetable handout, Manage
  your visitors, their needs, and your employees
  until the event begins but not on a granular
  basis.
• Post-event What you can do
• Should not think about all that just happened
  after the event is over, when you fall in
  fatigue. 

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