Key things to consider when planning events

Event Planning

event plan checklist

Organizing an event requires careful planning and attention to detail. Every successful event is built on a foundation of clear goals and objectives. Goals and objectives serve as a roadmap for your event, outlining the purpose and direction of your event, helping you to stay focused and ensuring that you are working towards your desired outcomes.

Target Audience

The first step in defining your event goals and objectives is to identify your target audience. Who is the event aimed at? What are their interests and preferences? Understanding your audience will help you tailor your event to their needs and expectations.


Once you know your target audience, you can determine what message you want to communicate to them. What do you want to say to your audience? What are the key takeaways you want them to have from your event? The message should be clear, concise, and memorable.


The next step is to identify your event objectives. What do you intend to achieve through the event? Objectives can range from increasing awareness of your brand, educating or informing your audience, or achieving a specific registration target. It’s important to set realistic and measurable objectives that can be tracked and evaluated after the event.

Tier I Events

For tier I events, it’s important to ensure that the event supports the college’s strategic plan. The event should align with the college’s mission and values, and contribute to the college’s overall goals and objectives.

It’s essential to review and revise your goals and objectives as your event evolves to ensure that you stay on track and aligned with your original intent. Regularly evaluating your progress against your goals and objectives will help you to identify areas that require improvement and allow you to make adjustments as necessary.

In conclusion, defining your goals and objectives is an essential step in organizing a successful event. By identifying your target audience, message, objectives, and ensuring that your event aligns with your organization’s strategic plan, you can create an event that meets the needs of your audience, achieves your desired outcomes, and contributes to your organization’s overall success.

event plan checklist

Planning an event is an exciting process, but it can quickly become overwhelming without proper organization and budgeting. One of the most critical aspects of event planning is establishing a budget from the beginning. A budget helps to ensure fiscal responsibility, clarifies other aspects of planning as details develop, and ensures that you stay within financial constraints.

Establishing a Budget for Your Event

The budget is the backbone of your event plan, and it’s essential to have a clear understanding of where the funds will come from and who will manage what aspects of it. Here are some key things to consider when creating a budget for your event:

I. Where will the funds come from?

There are various ways to generate funds for your event. Consider the following:

A. Internal departments: If you’re organizing an event for an organization, you may have access to internal funding sources. Work with your team to identify what resources are available and how to allocate them.

B. Sponsorship: Sponsorship is an excellent way to raise funds for your event. Seek out potential sponsors that align with the values and objectives of your event and approach them with a compelling sponsorship proposal.

C. Ticket Sales: Ticket sales are an essential source of revenue for most events. Determine the ticket price and estimate the number of attendees to calculate how much revenue you can expect from ticket sales.

II. Who is responsible for managing and approving the budget?

It’s important to establish a budget management process that defines who is responsible for managing and approving the budget. This could be a single person or a team of people, depending on the size and complexity of your event.

III. Where should you expect the funds to be dispersed to?

Once you’ve identified your funding sources, the next step is to determine where the funds should be dispersed to. Here are some areas to consider:

A. Marketing and promotion: Allocate funds for marketing and promotion activities such as social media ads, email marketing campaigns, and print advertising.

B. Guest speakers/performers: If your event includes guest speakers or performers, you’ll need to allocate funds for their travel, accommodation, and fees.

C. Printed material: Printed materials such as brochures, posters, and programs can help to promote and add value to your event.

D. Food service: If food is provided at your event, allocate funds for catering or vendor services.

E. Venue logistics: Logistics such as decor, rental equipment, and staffing are essential components of your event and require budget allocation. You can search on our website by the amenities and services available in a venue.

New York City Event Budgeting

Event budgeting is especially crucial for events held in New York City, one of the most expensive cities in the world. By establishing a budget and managing it carefully, you can ensure that your event is successful without overspending.

In conclusion, establishing a budget for your event is essential to ensure fiscal responsibility, clarify other aspects of planning, and stay within financial constraints. By identifying your funding sources, establishing a budget management process, and allocating funds to critical areas, you can create a successful event that meets your objectives and fits within your financial parameters.

event team 1

If you’re planning an event, you know that the success of the event is dependent upon various factors, one of which is having the right team in place. An event can’t be managed alone, and having a team to support the planning process is critical to the success of the event. In this article, we will discuss the different roles that are necessary for building a successful event planning team in New York City.

One of the first things to do when building an event planning team is to identify the key roles and responsibilities that are required. This helps to ensure that everyone knows what they are responsible for and who to turn to for support. Let’s look at the different roles and responsibilities that are necessary for building an effective event planning team.

I. Project Manager/Event Lead

The project manager or event lead is responsible for overseeing the entire event planning process, from start to finish. They are in charge of managing and approving the budget and purchasing decisions, steering the event planning process, and ensuring that everything runs smoothly.

II. Site Lead/Event Coordinator

The site lead or event coordinator is responsible for managing all of the ground-level aspects of the event. This includes being the main contact with the venue owner, managing the event staffing, and being the on-site lead. They should know everyone involved in the event, where the food needs to go, and where the outlets are.

III. Program Lead

The program lead is responsible for developing the event’s agenda and working with the guest speakers and performers. They need to know when and where everything will occur, so they can keep the event on track.

IV. Design and Marketing Lead

The design and marketing lead is responsible for developing the event’s look and feel, including the maps, signage, and web design. They also propose the plan for marketing, registration, and follow-up, and collaborate heavily with the Marketing Department. They should love collaborating and measuring performance data.

event team 2

V. Registration and Check-in

The registration and check-in lead is responsible for developing a plan for registration with the design and marketing lead, managing RSVP counts, and communicating information. They manage the team needed for on-site check-in, layout, name badges, and other essentials needed day-of.

VI. Exhibitor Lead

The exhibitor lead is responsible for managing calls for exhibitors and/or vendors, developing the layout, and ensuring that all exhibitors follow the college policy, procedures, and regulations. Consider developing an exhibitor toolkit, including templates. They also serve as the on-site coordinator for exhibitors.

VII. Staff Support Lead

The staff support lead is responsible for managing the overall event staffing and volunteers. They ensure all parties have a lead point of contact and manage training and communications with event staffing and volunteers.

In conclusion, building a strong event planning team is critical to the success of your event in New York City. Each team member has specific roles and responsibilities, and it’s important to establish them early on in the planning process. By doing so, everyone knows what they are responsible for and who to turn to for support, which will help ensure a successful event.

event planner enjoying work

When planning an event, it’s important to establish a clear and consistent branding strategy to set the tone and create a cohesive experience for attendees. This is especially important for large events, such as those held in New York City, where the competition for attendees’ attention is fierce. In this article, we’ll explore the key elements of event branding and how to develop a strategy that works for you.

I. Naming the event

The name of your event is often the first thing that attendees will see, so it’s crucial to choose a name that clearly defines the event’s intent or catches attention. The name should be easy to remember and reflect the personality of your event. You may want to consider conducting market research to test different names and get feedback from potential attendees.

II. Theme

A theme can be a great way to tie your event together and create a unique and memorable experience. A theme can be simple, such as a color scheme, or more elaborate, such as a particular era or style. When choosing a theme, consider your target audience and what will resonate with them. You can incorporate the theme into all aspects of the event, from decor to food to entertainment.

III. Logos/colors/typography

Consistency is key when it comes to event branding. You want to make sure that your event is easily recognizable and that all communications and materials are consistent in terms of logos, colors, and typography. This includes signage, emails, websites, social media, and all other marketing materials. The use of a consistent color scheme, fonts, and logos will help create a cohesive look and feel that attendees will associate with your event.

If you’re planning a tier I event, it may be appropriate to work closely with your Marketing Department to develop your branding strategy. They can provide insights and guidance on best practices and may have templates and other resources that can help streamline the branding process.

In conclusion, event branding is a crucial aspect of event planning, particularly in a city like New York where there are many events competing for attendees’ attention. By carefully considering the event name, theme, logos, colors, and typography, you can create a cohesive and memorable experience that will stand out in attendees’ minds long after the event is over.

When planning an event, one of the key components is the program or agenda. The program outlines what will happen during the event, who will be speaking or performing, and when certain activities will occur. It provides a roadmap for the event and helps ensure that all necessary steps are taken to make the plan happen.

Here are some tips to help you plan your event program:

I. Define the Event Goals and Objectives

Before you start planning your program, it’s important to define the event’s goals and objectives. This will help you determine what content should be included in the program and what activities will support your goals. For example, if your event is a conference, your goals might include educating attendees, building connections, and generating leads. Your program should be designed to meet those goals.

II. Determine the Event Timeline

Once you have your goals and objectives in place, you’ll need to determine the timeline for your event. When will the event start and end? What time will different activities occur? This information will be important for attendees, exhibitors, and sponsors, so make sure to set a clear schedule early on.

III. Choose Speakers or Performers

Your program will likely include a variety of speakers or performers, depending on the type of event you’re planning. You’ll want to choose individuals who are engaging and can speak to your event’s goals and objectives. Additionally, make sure to consider factors like cost, availability, and relevance to your audience.

IV. Plan Breaks and Activities

It’s important to include breaks and activities in your event program to keep attendees engaged and energized. This could include networking breaks, meals, or even a fun activity like a photo booth or game. These activities should be designed to support your event goals and keep attendees engaged throughout the day.

V. Consider Technology and Audio/Visual Needs

Depending on the type of event you’re planning, you may need to incorporate technology or audio/visual components into your program. For example, a conference might include presentations or panel discussions that require audio/visual equipment. Make sure to work with your venue to ensure that you have the necessary equipment and support to make your program a success.

New York City is a popular location for events and has a variety of venues and resources available to help you plan your program. By following these tips, you can create a program that meets your event goals and keeps attendees engaged and energized throughout the day.

Organizing a successful event takes more than just planning and management skills. It also requires the right tools and technology to keep everything organized and engaging for the attendees. In this blog post, we’ll discuss the various tools and channels that can help make your event a success. We’ll also focus on how to identify what works best for your team and your audience, using New York City as an example.

I. Registration tools

When planning your event, it’s important to consider how your attendees will register for the event. Will you use an online platform, such as Eventbrite or Cvent, or develop an in-house system? Make sure to choose a tool that allows attendees to register easily, track their attendance, and collect data for follow-up after the event.

II. Communication tools

Communication is critical in ensuring a successful event. Before the event, you’ll need to keep your team members updated with any changes in the plan, budget, or schedule. You can use communication tools such as email, messaging platforms, or project management tools like Trello or Asana. Consider which tools are most convenient for your team and provide clear guidelines on how they should be used.

III. Communication frequency

Communication should be timely, informative, and effective. Establish a communication schedule that fits your team’s workflow and the nature of the event. Regular check-ins are crucial to ensure that everyone is on the same page, and any issues are addressed early on.

IV. Audience engagement

To make your event more engaging, you should also consider how your audience prefers to engage with the event. For example, some may prefer to use social media platforms such as Instagram or Pinterest to follow the event, while others may prefer a dedicated event app. Consider using tools that allow attendees to provide feedback and share their experiences during the event.

When planning events in New York City, keep in mind that there are various tools and resources available to help make your event a success. For example, you can use the official NYC website to get info on transportation, and accommodation. Additionally, you can find a wealth of event management tools and service providers throughout the city. By identifying the right tools and channels for your event, you’ll be able to deliver a seamless experience that meets the expectations of your attendees.

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