Event Management is one of the formidable tasks to accomplish by business organizations. Today, with the expanded business operations, events have become an integral part of any organization irrespective of their size. Organizing an event is not a cake walk , one wrong step can ruin your objective and hit your brand image negatively. Therefore, it is very important to make a complete strategic plan before moving with the required preparations.

Although, there are different strategic plans that needs to be implemented while organizing an event since much of it depends on the kind of event you are organizing, we will suggest some of the essential and common practices to be followed for hosting an event.


Do not forget to plan your next event without following these steps:

Define Event Goal and Objectives

The very first step is to define your goals and objectives behind organizing the event. Ask two questions from yourself. First, what is the reason behind conducting this event and second, what are your primary motives? When you are aware of the key goals before making a concrete plan, you would surely include all the parts required for optimizing a successful event. Set a moderate goal with achievable metrics that will make sure you will reach your goals effortlessly.


Organize a Team

For any Event Management Solution, you need a dedicated team to manage all the proceedings. Without an organized team, you can’t even think of conducting an event. Always pick your team on merit basis. Identity an Event Manager who is the key professional leading the team. Assign specific roles to your team members as per their skills. There are numbers of departments to be handled by the team like Venue Management, Speakers, Sponsors, and Volunteer Management. A systematic approach with accountability ensures your efforts would not fail to deliver and you will get desired results.


Event Scheduling

Scheduling an event is a grinding task for Managers. While, recurring events are easier to schedule, for a new event, you have to plan out the entire scheduling in advance. There are various factors to consider before finalizing the event date. Ideally, try to schedule the event 4 to 6 months prior for enough preparations, although, it varies to the nature of the event. Also, make sure the availability of the attendees.


Try to find out whether the attendees are available for the event on that date as their presence is mandatory. Apart from attendees, you also have to check the availability of the speakers, if the event to be organized is a conference, group discussion or any meeting. Once you have locked the date of the event, try to finalize the location and book it immediately. The location should also be finalized considering the suitability of the attendees.

Promotion of Your Event

The next step in the process is marketing and advertising your event which is an essential task to make your event stand out. The first thing needs to be done by your team is selecting a timely and gripping theme that sets the tone of the event from the beginning. After setting a theme, it is the time to think about the name of the event. The event name should be different from other events and compliment the theme.


Now choose a tagline which is short and memorable. A Tagline retains in the mind of the audience for a longer period of time. The last but not the least step is to create a logo for your event. A logo is an effective tool that offers immediate recognition of your event in people’s mind. It should be visible in the goodies related to the event such as T-Shirts, bags, bottles etc. You can also run a hashtag on your social media pages with a catchy and effective tagline.

Final Check Out List

Here comes the moment when you have entered into the final preparations. This includes logistics and catering management along with the required permits, insurance, and contracts. Besides this, you also have to look into the updates from online and offline promotions of the events such as landing and web pages, social media etc. The role of your volunteering team is really crucial at this stage as they are the ones who ensure the smooth running of the event.


Assessment Process

Evaluation is as important as the planning of the event. It shows the actual result of the event. You get to know whether your objective behind organizing an event is fulfilled or not. You can measure your success or failure with a proper evaluation. Today, there are numbers robust Event Management Software available in the market that can help you in getting the right evaluation of your events. You can also track the entire proceedings of your events with the help of Event Management System. Like, Talygen, a leading business management solution offers an Event Management Project Tracker that can help you in monitoring your event. The results you get after evaluation help you rectify the errors and makeup in the upcoming events.


Final Words

So these are some of the essential pedestals which you need to climb for ensuring the smooth proceedings of the event. Spending a quality time in focusing on these steps will add lots of value to your organization and helps you move ahead from your competitors in the cut-throat competition.