Eventology 101: Do You Have An Event System?

Just like any business, a successful event requires a system. The quicker you understand the process to creating your magical events, the quicker you hit your success streak, get more clients and understand how to build a career in events.

Here’s a free event system guide to help plan your next event:

Develop Event Strategy: “What type of event are you planning?”

• Create event budget detailing expenses for venue, entertainment, catering, marketing, staffing and miscellaneous projections
• Create action plan for event detailing logistics for event timeline (i.e. 6 weeks for sponsorship, 2 weeks venue scouting  1 week vendor search, etc.)
• Create strategic partnership opportunities by identifying possible brand activations 
• Develop vendor management process:
  • Draft contracts if applicable
  • Set up corresponding email copy
  • Set up payment methods
• Monetize event by identifying additional revenue streams in each city (i.e. selling ads, selling vendor tables for companies in attendance, etc.)

Confirm Funding: “Who’s funding the event?”

• Analyze potential funding options and cash on hand  
• Seek sponsorship and/or outside investment if applicable

Confirm Venue: “Where is the best location for this event?”

• Research unique venue options within budget; try tools like Peerspace or  Airbnb 
• Confirm venue layout, AV needs; furniture needs; lighting needs; sound needs; parking information; wheelchair accessibility; setup and curfews
• Create emergency exit routes if applicable 

Confirm Vendors: “Who are your event partners?”

• Identify events needs (i.e. DJ, host, speakers, dance, catering  etc.) and book on Vendorspace
  • Example: Confirm catering including but not limited to food items, cutlery, delivery method, etc.  
  • Also confirm event staffing needs and/or volunteers for event day management
• Coordinate vendor delivery method  (i.e. picked up at what time, dropped off at what time, set up, etc.)
• Manage vendor communications pre, during and post-event (A new feature coming to Vendorspace next month!)

Create Event Brand Kit: “What does your event look like?

• Create event look and feel with an event logo from our event market
• Create flyers for each city, sponsorship deck, social media ad templates and event handouts (i.e. program booklet, way finder, etc.)  when applicable
• Create merchandise designs

Set Up Marketing Campaigns: “How will you automate event marketing?”

• Work with your marketing team to begin traditional marketing (i.e. street promotions, flyer distribution and social media blasts)
• Leverage social capital by partnering with brands that compliment the event for promotion
• Work with media outlets (i.e. radios, blogs, tvs, etc) to announce event
• Set up campaign content in email management system
• Schedule emails and social media content for event duration

Event Day Management: “How are you managing the event schedule?” 

• Manage day of logistics for the event; including but not limited to:
  • Set up
  • Decorations
  • AV Testing/Soundcheck
  • Delivery & Pick ups
  • Registration
  • Stage Management (control flow of show)
  • Breakdown
• Delegate above tasks to staff and volunteers

Post Event Management: “How do you keep in touch with attendees?”

• Thank you notes to participants and vendors to nurture long-term relationships
• Share event recap and photos with media outlets 

This system will give you a good foundation for building events. What else would you add to your event system?