The Ultimate Guide to Planning for an Event (10-Step-Guide)

Giveaways Events

Draining, isn’t it? Well, preparing for an event does not always equal stress. Some people enjoy preparing and always have fresh event planning ideas. An event can take a day to more than a week that is why it is always better to have a checklist and the perfect organization of people to work with.

If you have been thinking of planning an event on a budget or with fewer people, you might grab your notepad and pen as this Ultimate guide to planning for an event will complete your checklist. Read on!

Preparing for Your Events

As a planner, you will have to prepare for your events. This includes ensuring the right venue, preparing for potential emergencies, and getting all the necessary supplies. Events are very helpful in reaching out to your potential customers. An example is preparing a tradeshow event

Here are 10 steps that will guide you in planning your event. Make sure you highlight this on your checklist before heading on that war empty-handed.

1. Set your event goal

It is important to set a clear goal to prepare for an event. The goal should be something you want to achieve and something you believe is achievable. The best way to set your event goal is by asking yourself what you want out of the event. This includes:

  • What do I want people to know about the company?
  • What do I want people to think about the company?
  • What do I want people to feel about the company?
  • What do I want people to experience with the company?
  • How can I make my company look better in front of customers, potential clients, and investors?

Setting a specific and general goal should also be considered. Your event goal should not be taken lightly as it will affect many factors and preparation, like the entertainment and the venue.

2. Determine your budget

In an event, we should not lose more than what we should gain. This can be done by calculating how much money the event will make and how much the event costs. An event's price depends on the event's type, location, and duration. It also depends on how many people are expected to attend. For example, a conference in New York is going to cost more than a conference in London because it is more expensive to rent venues in New York than in London.

You can use free or low-cost methods to create your event if you are on a tight budget. These methods include using old furniture, renting a space that is not too expensive, and using free apps on social media.

Suppose none of this is your favorite choice. A sponsorship might come in handy. You may negotiate to sponsor you for an exchange of advertisement. You can customize your promo product so the sponsor’s logo will imprint it. Some customizable promo products are customized water bottles and customized bags.

3. Logistics

Organizers often overlook the logistics of an event. They must consider transportation and parking to ensure their guests can arrive at the event without problems. Another thing that organizers should consider when planning an event is the date and location of their gathering.

It’s important to pick a day with good weather, so people don’t have any reason not to show up at your meeting. As for location, you want a place with enough space for all your guests and easy access from public transportation and parking options.

Food and beverage play an important part in every event too. A hungry man is an angry one, as they say, we don’t want this mood at a party. Better to prepare early a healthy and energy booster food and beverage.

4. Promote

A successful event needs to be promoted in advance. This can be done using social media and other channels to create interest in the event. One way to promote an event is to post it on your blog and social media accounts.

Another way is to send out a press release or email newsletter containing information about the event, which will be picked up by bloggers, journalists, and local news outlets.

5. Promotional product

The goal of a promotional product is to get the customer’s attention. A giveaway is a great way to give customers something they can use and remember your company. Having the right promotional products for the event you are preparing for is important, so you don’t spend too much money on something that doesn’t work.

A great example of this promo product that everyone loves is a swag bag. It is a  bag with small items at events such as conferences or trade shows. The items inside may include pens, stickers, stress balls, keychains, and other cheap giveaways. According to the Executive Advertising website, the standard production time is 7 days. Ordering them early is a must, especially if you want them to be customized.

6. Staff

Staff members are the backbone of any organization. They are responsible for all the administrative and operational duties that keep the company running smoothly.

A well-prepared staff can increase productivity and help avoid future problems. Training them on what to do in an emergency or unexpected event, like a fire drill or evacuation, is important so they can act quickly and efficiently.

7. Signage

Signage is a key part of any event. It can help attendees find their way to the registration desk, the food truck, or the main stage. When it comes to an event, you want to ensure that your guests are fully aware of where they need to go. You want them to know what is happening around them and how they can get involved.

Event signage should be created with care to be effective and eye-catching for your guests. They should have clear messages with a bold design that will catch the eye of your audience.

8. Event Entertainment

Event entertainment can be an important part of an event. It can set the tone and make it more memorable. You want to choose something that matches your theme and gives people a good time.

Many entertainment options are available to you, such as guest speakers, performers, comedians, magicians, or even animals. Entertainment should be chosen based on what type of audience will attend and what mood they want them in.

9. Event’s Place

The venue should be chosen with the event in mind and vice versa. The event should not only be designed to suit the venue but also the other way around. The two need to work together to create an immersive experience for attendees.

The venue should be large enough for the number of people expected to attend and have all the necessary amenities such as food, drinks, and restrooms. You should also make sure that there is ample parking available nearby.

10. Follow up With Attendees After the Event

After the event, it's important to follow up with your attendees to ensure they are happy with your event. It's also a good idea to ask them for feedback on what you could improve.

The best way to follow up with an attendee is by emailing them after the event. But it's important that you personalize the email so that it doesn't sound like spam. It can also be a great opportunity to pitch a sales lead.


Prepare for emergencies that might occur at the event, such as a fire or power outage. It's important to know how many emergency exits are in case an emergency happens so that attendees can get out quickly and safely.

Ready to go!

Wrapping all the information above, we hope that you are also wrapping up with a good time and memories with your attendees. Again, hiring a professional event planner or caterer is unnecessary for your party to succeed. The key is to prepare early and avoid procrastinating on your checklist. 

There are many resources online to help you plan your event, such as free templates, free websites, and a company that offers customization for your promotional product, a little research and you are all set! Good luck!


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