Infographic: Event Planning Roadmap ...

START HERE EVENT PLANNING 1yr ROADMAP 1 Year before Establish goals and objectives Perform research Brought to you by FooEvents.com Create a budget Set date and book venue 9mo Book the speakers or entertainers Hire team 9 Months before 6mo Create the brand and theme for the event Identify suitable vendors & service providers Confirm sponsors and partners 6 Months before Implement ticketing solution (see FooEvents.com) Draft a publicity and awareness program Request logos from sponsors and partners Create invitations, posters, adverts etc. Compile a media list and media kit Create or update the event website/page Create a mailing list and integrate it with the website Create or update the Facebook event page Create a promo video for your event Create a comprehensive content strategy Create publicity pieces such as press releases and blog posts 3mo 3 Months before Boost promo videos Publish press releases Offer early bird discounts Reach out to social influencers Submit your event to online calendars Publish content and promote it Buy ads on social platforms Send out newsletter 2mo 1mo 2 Months before 1 Month leading up to the event Send out invite reminders Engage with audience on social platforms Promote speakers, entertainers, celebrities etc. Publish highlights and photos from previous events Confirm sponsors, partners and service providers Setup venue Finalize timelines Designate staff roles Train volunteers Send reminders to attendees Confirm floor and seating plan Confirm media attendance Print a list of all the attendees Do a trial run of critical activities Confirm travel and accommodation bookings Send out final press releases and news updates Prepare all materials needed on the day of the event Draft a contingency plan for unforeseen events Request copies of presentations from speakers/presenters Day of the event Perform last minute checkS Print out contact details for everyone Brief the team before the event starts Keep calm and carry on. You got this! Coordinate activities and handle grievances Thank sponsors and partners After the event Announce next event Issue post event report Conduct a post event survey Compile a sales report and update the budget accordingly Gather and collate all financial reports, receipts, invoices etc Send thank you notes to all involved Keep calm and carry on, you got this! RETURN TO START