User stories

5 steps to planning
the perfect event

Planning a company event is a very important part of
an organization’s life. It’s a great chance to promote your
brand and make person-to-person connections. Building
a well-thought-out plan is the one and only key
to a successful event.
5 steps to planning</br>the perfect event
Violetta
Violetta
June 02, 2021 · 7 min read

Instead of wandering into a new event without clear guidelines, follow our 5 ultimate steps to planning a perfect event that people will remember for a long time.

1. Set up goals

Kicking off your next big event? Then, before moving forward with your planning straight away, take a moment to thoroughly list all main goals and expectations. It will help you get a clear idea of what you need to do, understand how you will contribute, and what deadlines you need to hit. Think of the following questions:

  • What is the goal of this event?
  • Who will attend it?
  • What kind of speakers should be invited?
  • What kind of entertainment will suit it?
  • What’s the budget?

2. Create a plan

As soon as you have expectations and goals in place, it’s time to list all the work items you have to do. For each high-level task like choosing a venue, do not hesitate to come up with a detailed checklist of actions you have to do within this task. This way you will reduce the chances of missing something.

Advanced checklist

Then, move forward with creating a plan. Map out tasks on your timeline, so you can make sure everything will be done up until the event.

List lanes

3. Assign roles

Now, when the plan of action is in place, it’s time to make up a team of people who will be in charge of execution. We all know the saying: “Many hands make light work.” So, don’t waste time, assign responsibilities to your team members, and bring your plan to life! Once tasks are allocated, everyone knows what they’re responsible for, and others can always see who to reach out to if they have questions or uncertainties.

Milestones

4. Communicate with the team

Communication takes lots of time with all its endless emails, back-and-forth messages, calls, and meetings. Instead of constantly switching between dozens of apps, get in the habit of having all discussions and file exchange right in the task card. First, you’ll get a clear structure as all chats happen related to tasks, secondly, there is no chance you’ll lose something as everything is kept in the same place, and finally, you always know where to find what you’re looking for without wasting time searching.

Attachments

Another big advantage of using such a platform as Planyway is that you can notify team members of updates just by @mentioning them.

Comments mentions

5. Track progress

When your preparation process is defined and work has started, it’s time to keep an eye on everything that’s going on. Follow up with every task that hasn’t been completed, so that you know nothing is missed and will go smoothly on the day of your event.

Track statuses

Final thoughts

Event planning is a demanding thing with much hard work underneath the shiny surface of an awesome event. Hopefully, these 5 event planning steps will help you plan and execute your next event: set up clear goals, create a solid plan, build effective communication with your team, and stay on top of the preparation process. This way you can make sure your next event will be a smashing success.

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