The 5 Stages of Event Planning

By June 25, 2020Corporate Events
Close up of a notebook with “event plan” written in it

Event planning is a job that requires meticulous attention to detail. The task revolves around fast-paced processes that aim to culminate in a successful event.

To say that event planning requires your blood, sweat, and tears would be an understatement.
When you’re tasked with planning an event, it is understood that you need to take care of everything from the venue, catering, decorations, entertainment, audiovisual equipment, program flow, talents, speakers, guests, invitations, and budgeting.

Though the planning and execution of the event can bring out the stress in you, it’s important to keep calm and focus on the victory dance you’ll be doing once your event results in an absolute success story.

Whether you’re planning a small event or a large scale affair, it is essential that you follow these 5 steps of event planning. You can let down your tensed shoulders and exhale that breath of anxiety you’ve been holding in because, with this quick yet comprehensive guide, your next event will definitely be a hit.

A woman making notes in her event planner

Stage 1: Conduct Research

During this initial stage of event planning, you’ll be creating the framework. Whether you’re working with a client or planning the event for your company, it’s always an important point to identify the objectives of the event. What is your client’s vision? Is it a formal event? What do they aim to achieve with it?

In this first step, you will be mapping out the fundamentals. As mentioned before, you’ll be working on the guest list, invitation design, entertainment, audiovisual equipment, catering, venue, decorations, and more.

If possible, always draw up a plan B at the back of your framework. You never know when unexpected changes need to be made or if something would require some tweaks. It’s always advisable to be prepared, so nothing could catch you off guard.

Once you have determined what the objectives are, you need to dive into the allotted budget and do general research on everything you need to know to make this party come to fruition.
Think of step 1 as the basic blueprint of your event planning journey.

Stage 2: Let Your Creativity Shine

This is the part where you dive into the wonderful world of design. It’s time to unleash your inner daydreamer and put those colourful ideas down on paper to bring them to life. The true brainstorming begins as you plan the details of the flow of the event.
While you sprinkle your magical pixie dust to make it pretty, do your best to keep the objectives in mind. It’s easy to lose yourself in a sea of creativity, so always work in line with the purpose of the event.

Stage 3: Getting Down to the Specifics

At this point, all the fundamentals in the first step should be finalized. The timeline, venue, guest list, speakers, audiovisual equipment, catering, and everything else that is essential to the event should be coming along smoothly.
If the research and design phases have been conducted properly, you should encounter little to zero setbacks at this point.

For your convenience, we would like to suggest using the ICOM Model for this step. ICOM stands for Input, Constraints, Output, and Methods. Utilizing this framework technique will provide an efficient and quick way for you to see every angle of the event plan, as it outlines the affair from start to finish. It’s practically a foolproof way to ensure the success of your event.

Stage 4: Handle the Coordination

The days leading up to the event can be nerve-wracking for both the client and the event planner. No matter how prepared you are, it’s nearly impossible to go about the plans without feeling a healthy amount of nervousness.

By the fourth stage, all the logistics, production, suppliers, and manpower requirements should be finalized and complete.

In case you encounter anything that needs to be adjusted, you won’t need to panic as you can refer to the backup plan you created in step 1. It is likely that any changes that occur now would be minimal, so it wouldn’t need any major alterations. All you need is the power of creative thinking and fast decision making.

Stage 5: Evaluate Your Work

The evaluation of the event is usually done one to two weeks after the party. The days after the event are technically still part of your event planning process.

As the adrenaline winds down, you’ll have to take the time to collect feedback from your client or colleagues and superiors in order to reflect on the results of the event. Pull up your ICOM model again, as this is where you will be comparing the input with the output.

This is the part where you can identify if there was a significant difference between the input and output. Basically, you will be generating a checklist of the objectives and expectations that were outlined at the beginning of the process. While looking at this list, you’ll be checking off the items that were fulfilled and studying the aspects that you weren’t able to provide for the event.

The main point of this step of event planning is for you to recognize what was missing, why it was missing, and how you can provide it for our next event.

You’ll also need to take note of the positive elements that made your event a success. This way you could always replicate and revamp these factors for your next event.

Close up of a woman blowing confetti into the air

Hunting for the perfect venue for your event can be quite a challenge. At Love Child Social House, we believe that it’s important to be versatile. That’s why we have created a space that can be transformed into the ideal venue for any kind of event. Plan your wedding, birthday parties, concerts, or corporate events here at Love Child Social House, where everything is dynamic, sophisticated, and beautiful. We aim to inspire day and night, and look our best to make you look even better!

Leave a Reply