How to Plan the Perfect Event - The Event Expert

Summary

In this engaging presentation, Chris Powell of The Event Expert shares his expertise on designing, planning, and delivering successful events. Drawing from 22 years of experience, he outlines seven key steps essential for effective event management, emphasizing the importance of understanding audience needs, thorough planning, and creative program design. Powell discusses the significance of venue selection, effective promotion, and meticulous event production, highlighting that a well-executed event requires teamwork and commitment. With practical tips and insights, he encourages aspiring event managers to embrace the dynamic world of events and equips them with the confidence to succeed.

Takeaways

• 😀 Effective event management is based on 22 years of practical experience in both corporate and public sectors.
• 🎯 Step 1: Define the purpose of the event through pre-event market research to understand audience desires and trends.
• 💡 Step 2: Engage in creative brainstorming to design an event that is interesting and audience-centric.
• 📝 Step 3: Invest ample time in planning, including budgeting, project management, and assembling a competent team.
• 🏢 Step 4: Establish venue criteria to evaluate and select the right location for the event.
• 📅 Step 5: Develop a compelling program that provides value and promotes behavior change for attendees.
• 📣 Step 6: Promote the event effectively using various media channels to ensure high attendance and engagement.
• 🔧 Step 7: Focus on event production by creating a build schedule, ensuring logistics, and maintaining health and safety standards.
• 🤝 Building a motivated internal and external team is crucial for the success of the event.
• 📊 Measuring the return on event (RoE) is essential to evaluate whether the investment of time, effort, and money was worthwhile.

Q & A

What is the main topic of Chris Powell's presentation?

Chris Powell's presentation focuses on the seven key steps for designing, planning, and delivering successful events, drawing from his 22 years of practical event management experience.

What does Chris mean by 'purpose' in the event planning process?

Purpose refers to creating events that people actually want to attend, which is determined through pre-event market research to understand desires, trends, and audience interests.

How does Chris suggest conducting pre-event market research?

He suggests using formal methods like surveys, as well as informal approaches like online research and direct conversations with potential attendees.

What is the significance of thinking like a guest during the design phase?

Thinking like a guest ensures that the event design is audience-centric, focusing on what the attendees will enjoy and find valuable rather than personal preferences.

What role does planning play in the event management process?

Planning is critical as it involves detailed organization of the event's logistics, budgeting, and resource allocation, ensuring that every aspect is considered to achieve the desired outcomes.

What are some key considerations when selecting a venue for an event?

Key considerations include venue criteria such as type, size, location, parking availability, and the overall suitability of the venue for the event's purpose and audience.

How does Chris define 'behavior change' in relation to events?

Behavior change refers to the impact of the event on attendees, meaning that after participating, they should leave with new insights, actions, or perspectives.

What is the importance of event promotion, according to Chris?

Event promotion is essential as it drives attendance; a great event poorly promoted can lead to failure, thus ongoing and effective marketing is crucial.

What elements should be included in an event promotional plan?

An event promotional plan should include dates, messages, media updates, and strategies for reaching the target audience effectively.

What does Chris emphasize about the event production stage?

During the event production stage, it's important to manage logistics, ticketing, registration, and ensure compliance with health and safety regulations, all while coordinating a capable event day team.