An event means a meeting planned and held with the participation of a group of people: a holiday, a business meeting, a sporting event, a children's party, an advertising campaign, etc. Since the event is most often attended by a large number of participants, it is extremely important to take care of the safety of all those invited, as well as that they were comfortable, no one was bored, there were no complaints about the menu, the performance of the artists, the design of the meeting room, etc. In order to avoid unpleasant surprises, you need to be careful But to prepare.
Event preparation begins with planning. It’s better to worry about how to plan the event in advance. The more time is left until a significant date, the more opportunities to think things through, to weigh, to avoid mistakes and negative feedback from participants. Plans are made in accordance with the specifics of the event, but there are general recommendations for planning.
What to plan
First of all, the goal. No event is held just like that. Company leaders want to achieve certain results: the formation of a corporate culture, the promotion of goods on the market, the expansion of platforms for business, the rallying of employees, the celebration of the anniversary (official recognition of his merits to the company), etc. The main thing is that the goal should be concrete, clearly formulated and achievable . Together with the purpose, the type of event is also determined (buffet, picnic, holiday at the water park, etc.).
The next stage of planning is the budget. No matter how hard the organizer tries, it will not be possible to realize all creative ideas if the budget does not allow this. Therefore, before deciding how to draw up an action plan, you need to decide on finances.
The following items are considered:
- number and gender of guests (necessary for making the menu, selection of drinks),
- Event location
- design and technical equipment,
- transport (if the event is away),
- photo and video shooting
- invitation of the host, artists,
- prizes and gifts
- Media coverage of the event (if necessary).
7 mandatory points of an upcoming events plan
The document may be drawn up by the head, his deputies, founders or other responsible persons. A plan of upcoming events is usually drawn up a year in advance, so it is developed in advance. The sequence of steps when compiling is approximately the following:
- First, a complete list of upcoming events is determined.
- Then they collect all the necessary information - dates, venue, sources of funding, etc.
- After that, all data is collected in a single table and make up a common document.
- Finally, the document is signed by the head (adjusted if necessary), after which it comes into force by issuing a separate order or order.
Since quite a lot of events are usually planned, it is most convenient to display information in a table form. In the graphs it is necessary to describe such items.
|No. p / p||column name||description|
|1||event name||official name of the upcoming event|
|2||dates||date / dates, if necessary - an indication of the frequency|
|3||location||address and name of the organization on the basis of which the event is held|
|4||sources of financing||a specific list of sources of cash and other material resources|
|5||target||an indication of a specific task / tasks, they must be accurate and measurable, general formulations are not allowed|
|6||responsible for conducting||Name, position, responsibility (if necessary)|
|7||mark||was or was not carried out|
Other columns can be added to the table, for example, “Note”. Here it can be noted how the held event diverged from the plan (rescheduling, deadlines, reducing or increasing the duration, cancellation, etc.).
When compiling a document, you can use an arbitrary or approved sample. Typically, the form can be recommended for use by organizations in a particular field - for example, medical or educational institutions.
In some cases, the document is compiled in a shorter form, omitting many of the listed columns. For example, if we are talking about standard events that are constantly held at the expense of the organization, it is enough to indicate:
- their name
- Name and position of the responsible person / persons.
The wording may be either more or less official. It is important to understand that the plan is primarily drawn up for the employees of the company, i.e. is an internal document. Therefore, the goals are best described as clearly and concretely as possible.
When will the event take place?
Select the exact date in advance to be on time. A small event for 100 people can be prepared in a month, and a music festival for 1,000 people in at least six months. The sooner you decide, the easier it will be for you to find a site.
The finished idea will look like this: “I want to have a techno party on the city beach on August 31 in honor of the last day of summer. At least 200 people and two invited DJs should be at the party. ”
Can I do it all alone?
Unlikely. There are many cases, and in the day only 24 hours. Therefore, it is better to assemble a team of like-minded people, between whom you will share all the tasks. Well, if the designer will draw the posters, the project is promoted by an experienced SMM specialist, and the equipment setup is sound.
Do not be afraid to transfer part of the responsibilities to other people. The main thing is that they are interested in the result and can be relied on. You will seriously make your life easier by appointing an event producer. His task is to resolve all issues and disputes, control the team and take responsibility for what is happening.
If you don’t know where to find the right people, online services will help:
- EventCatalog.ru is the largest database of sites and contractors.
- theGIFTED - instant search for workers and interesting characters.
- YouDo - search for volunteers or employees for a small fee.
The team has what to do next?
Make a list of all cases. You probably need to think over the concept of the event, determine the budget, find and prepare the premises, invite musicians, rent equipment, make posters, organize catering (delivery and delivery of food and drinks). Do not stop until a checkmark is displayed next to each item.
Gather the whole team, discuss the action plan and assign responsibilities. Everyone must understand what he is responsible for. For all tasks, set a deadline.
Use Trello or Google Sheets for tasks. It is convenient when the entire team has access to the document.
Be sure to write all new numbers to your contacts. It is better to do this according to the scheme "Name_Duty_Date of event". For example, "Vlad Photographer 15.07." So you definitely will not get confused.
I'm afraid to forget something. May I have a rough plan?
Can. The standard plan looks like this:
- Arrange meetings with volunteers, team and sponsors.
- Prepare tickets, hotel and transfer for invited guests.
- Order the design and print of leaflets, posters, branded t-shirts and everything else that needs to be drawn and printed in advance.
- Rent and prepare the site. Think of places for visitors, staff, equipment and parking. Coordinate the lists of guests and organizers with the owners of the site.
- Prescribe the timing of the event - what time will happen. You should know to the minute when they serve food, and when the moderator speaks.
- Rent equipment. Minimum set: laptop, speakers, mixer, two microphones, screen and projector. At large events, it is convenient to use a walkie-talkie with a headset to communicate with the team.
- Arrange with a photographer and videographer. To prescribe the terms of reference, agree on a date and conclude an agreement.
- Hire maintenance staff: security, wardrobes, waiters, cleaning service. The number of people depends on the event. It is possible that you will not need additional staff or you will find volunteers.
- Find a lead. It is important. The mood of the guests and the general atmosphere of the event will depend on it.
- Think over logistics: how to deliver people, equipment and food to the venue and back.
Emergencies are the norm rather than the exception. Provide a plan B for each item: what if you are suddenly denied access to the site? And if there are problems with the sound? What if it rains?
I'm not sure that I can find the money for the project. What are the options?
First, calculate the approximate budget of the event and make an estimate. Consider all expenses: premises, equipment, invited guests, advertising, printing, logistics, catering, team. For example, the cost of invited guests includes the purchase of tickets, accommodation, meals, transfers and fees. Costs for the team: payment for telephone communications, food, purchase of props.
When you understand exactly how much you need, start collecting money. Where to look for them depends on the format of the event.
If you arrange something socially significant (city graffiti festival, a popular science lecture for schoolchildren), you can apply for a grant, start fundraising on Planeta.ru or attract volunteers.
If you are doing a commercial event - look for a sponsor interested in PR. Make a beautiful presentation and clearly describe what benefits the sponsor will receive from participating in your project and what is required of it. Just be honest and don't promise what you can't do. You will have a better chance of success if the target audience of your event matches the target audience of the sponsoring company.
If you are organizing a wedding of your best friend - connect your acquaintances and friends. They can provide you with a suitable platform, equipment and host.
A good way to reduce the budget of a commercial event is to bargain with contractors and work on barter. The most expensive contractors are catering and an alcohol bar. Set your conditions, clearly prescribe the terms of reference and do not hesitate to ask for a discount.
What should I pay attention to so that everything goes well?
Every little thing is important, even the number of toilets and the presence of a bicycle parking. But there are five main elements on which the success of any event depends:
- Shine. Good light is when the scene is clearly visible, the spotlights are not blinded, and ugly shadows do not fall on the guests.
- Sound. Check the equipment several times, adjust the microphone and agree with the owner of the premises the regulation of the noise level on the site.
- Purity. No rubbish, dirty floors and uncleaned toilets.
- Security. Study the evacuation plan and provide briefing for the team and volunteers. Everyone should know where the emergency exits, fire extinguishers and first aid kit are.
- Temperature. No one should be too hot or too cold - it is worth checking the air circulation and the condition of the air conditioners. Comfortable room temperature in the warm season is 23–25 ° C, in the cold - 22–24 ° C. If you hold a music festival, the temperature should be lower (20–22 ° C), because after dancing the stage will definitely make everyone feel hot.
With whom should the event be coordinated so that the police do not kick us out?
It is necessary to prepare two notifications: to the city administration and to the internal affairs department (if the event will have less than 2,000 people). They can be sent by mail or courier, two copies to each body. If you are planning an event that will have more than 2,000 people, you must additionally send a notification to the regional government and the regional police department.
The notification is written in free form: you need to indicate what you are arranging, what name and purpose of the event, where and when it will be held, how many participants are expected, who are the organizers. Look for examples of notifications on the Internet.
Conclude agreements with all contractors who supply you with equipment, catering or rent premises. Clearly discuss all the details and make sure that they are in the contract. For example, if you agreed that the final cleaning is for the owner of the premises, this item should be in the contract.
How to announce an event so that as many people as possible can find out about it?
Come up with a name and logo. Let the designer draw posters and develop a corporate identity. Make a simple website with event information - for example, on Tilda.
Send out a press release with information about the event: what, where and when you spend, who are the organizers, partners and key participants. Try to interest journalists. Do not write too dry and send press releases to specialized media - those that have the same target audience as your event. Editorial contacts on most sites can be found in the public domain.
Do not forget about the promotion in social networks. Create a meeting on Facebook, VKontakte and an event page on Instagram. Launch targeted advertising and properly set up impressions: it should be shown only to your target audience so that the advertising budget does not go to waste. Ask large urban communities and bloggers to share your event on their pages. If you’re not at all familiar with SMM, check out the Netologia blog - there are a lot of useful materials about promoting in social networks.
Everything is ready. Anything else to consider?
Be fully equipped. The organizer should always have a charged phone with communication and Internet, a charger, a spare laptop, an extension cord, HDMI adapters for all possible connectors, stickers, adhesive tape, several lighters, a stationery knife, adhesive plaster and painkillers in case your head hurts.
After clarifying the above issues, you can begin to compile questionnaires for the invitees. So it will be easier to take into account the wishes of the guests. Based on the results of the survey, you may have to make adjustments to the plan and estimate. We offer an approximate list of questions:
- Do you plan to attend the event?
- If you do not plan to attend the event, then for what reason?
- How did you find out about the event?
- How was the registration for participation in the event (very simple, simple, without any problems, with minor difficulties, any difficulties)?
- Do you have any wishes on the menu?
- Who will pay for your participation in the event?
- What topics, discussion questions are you interested in?
- Do you have any questions about the event, which ones?
- Do you have any questions for the host of the event, which ones?
- How would you like to receive information about the event (address mail, email, phone)?
Questions are adjusted depending on the type and content of the event. The main thing is to draw up a questionnaire so that the organizer receives all the answers he is interested in. This will help to decide how to draw up an action plan, to avoid all kinds of misunderstandings. So, Muslim business partners during the banquet will not touch pork (which means that the menu should include dishes from chicken, turkey), and the jokes of the leading corporate party may seem to some people not funny. Of course, the survey should be anonymous.
After the information is collected, the employee proceeds directly to the preparation of the plan.
How to plan an event: an example
The plan form is developed in accordance with GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork. " Traditionally, the plan lists the types of work for the preparation and conduct of the event, the deadlines and those responsible. At the beginning of the document, the name of the organization and type of document on approval, the date, number and place of preparation of the document, stamp on approval are indicated. Separately drawn up financial documents, approval sheets and familiarization with the document. In the form of a diagram, it looks something like this:
|№||Types of jobs||Deadlines||Responsible|
|1.||Creation of the organizing committee||15.12.2014||FULL NAME.|
|2.||Drawing up a cultural program||15.12.2014||FULL NAME.|
The plan may also include columns “results” and “notes”.
The drawn up plan is discussed with the management of the company, approved and communicated to employees. Responsible persons put their signatures on the familiarization sheet and receive a copy of the plan. After that, the question: “How to draw up an action plan?” Is considered closed.
As a rule, events are held several times a year, so an event manager or other specialist has to draw up an annual action plan. How to draw up an action plan for the year?
Before proceeding with the preparation of the annual plan, you need to analyze the activities of the company for the past year. Based on the results of the analytical work, a report is compiled, the content of which will set goals for the next 12 months. The events held in the new calendar year will be aimed at achieving precisely these goals.
Events are planned by month. How many events to spend each month - the company decides. It all depends on the goals and pressing problems. One-time, periodic and ongoing activities are envisaged. К однократным мероприятиям относится, в частности, закупка оборудования у зарубежной компании.The current event is also held once, but takes a longer period of time. Periodic events are repeated at a specific time interval. This can be staff development (conferences, seminars, webinars), development and implementation of projects, corporate events, etc. All events should be logically coordinated among themselves according to expediency, subject and timing.
Annual plan form
The annual plan is drawn up in the form of a general work plan or time schedule. Sometimes both options are appropriate (for example, if the performers work in different organizations). Let's consider these types of plans in more detail.
In the general annual plan, the serial number, the name of the event, the deadlines, results, responsible performers and a note are noted. The chapter “Result” indicates the product of the specialists ’activities: a process or mechanism diagram, a completed project, a report, a package of documents, etc.
|№||Name of event||results||Deadlines||Performers||Notes|
|1.||international Conference||Collection of Abstracts||15.01||17.01||FULL NAME.||FULL NAME.||FULL NAME.||Students of specialized universities are involved|
|2.||Presentation of a new variety of cheese||Report on the presentation of a new variety of cheese||16.02||17.02||FULL NAME.||FULL NAME.||FULL NAME.||Technologists of enterprises are involved|
When compiling a time schedule, activities are indicated for each month. The junction between the name of the event and the month is painted over. A document may look something like this:
|№||Name of event||results||Performers||year 2014||Notes|
|1.||international Conference||Collection of Abstracts|
|1.1.||Preparation of a newsletter||Information mail||Office Manager|
|2.||Presentation of a new variety of cheese||Report on the presentation of a new variety of cheese|
|2.1.||Preparation of brochures||Flyers||Marketing department|
In addition to the annual plan, a rationale for measures, reporting and control forms, as well as annexes are being developed. Applications include:
- financial records
- communication plan, other support for the event,
- risk analysis.
All of the above plans are for adults. But various events are held with children. The patterns of making plans for the guys are about the same, but there are some features.
How to make an action plan for children
The event for young citizens differs from that for adults, first of all, educational and (or) health-improving orientation. Responsible are appointed teachers, psychologists, entertainers, librarians, counselors in health camps and other specialists working with children. The specifics of the event depends on the age of the children and the tasks set. Consider the features of event planning in a preschool, school, library and recreation camp.
Kindergarten activities are part of the annual plan. Provided for:
- matinees (thematic and holiday dates),
- sports holidays
- days and weeks of health (include various activities),
- parent meetings, etc.
For each of these activities, a plan or scenario is drawn up, which is approved by the manager and agreed with her deputy. Indicate the name of the event, purpose, tasks, time and place of the event, equipment, inventory, the course of the event (in the script) and those responsible. Here is an example of designing an action plan for Health Day:
|Health Day Action Plan (date)|
|Time and place||event title||Group||Responsible|
|Morning gymnastics||All groups||Group educators|
|Relay races||Senior group||Physical education instructor, group educator|
|Sports leisure "Neptune came to us"||Middle group||Swimming instructor, nurse, group educator|
|During the day||Photo report from Health Day||All groups||Teachers of groups, assistant teachers|
Depending on the specifics of the event, the expected results may be indicated (reduction in the incidence of pupils, the formation of ideas about a healthy lifestyle in children, an increase in the level of pedagogical culture of parents, etc.).
The scenario of the event for preschoolers is games, performances based on fairy tales, magic tricks, attractions. It is important that the holiday be interesting, fun, vibrant, and most importantly - useful for kids.
Activities for students are planned during the school year and during the holidays. The action plans are compiled by the head teacher, class teacher, physical education teacher, organizing teacher, psychologist. The plans drawn up by teachers are checked and approved by the head teacher. The goals and objectives of the event are envisaged, expected results, those responsible are appointed. When making plans, the age of the children, their interests, problems in the classroom (academic performance, behavior, relationships in the team, etc.), as well as objective factors (season, type of settlement, terrain, climate, etc.) are taken into account, memorable dates. In accordance with this, events are held on the themes of “Knights and Princesses”, “Acquaintance with the Musical Theater”, “Holiday of Summer”, “They Fought for the Homeland” and others. The main thing is that children should be interested. The students themselves are also involved in preparing and planning the event. How to make an action plan? The sample is presented in the table.
|Educational plan for the autumn holidays|
|1.||Visit to the Musical Comedy Theater||28.10.2013||11||16.00|
|2.||Operation Cure a Book||29.10.2013||5-6||12.00|
Library staff makes sure that children read more and love books. To this end, literary evenings, quizzes, auctions, etc. are held. How to draw up an action plan in the library? This work is carried out in several stages. The theme of the event is selected, its purpose and age targeting are determined. In accordance with the age of the participants, literary works are selected, a script is drawn up.
Librarians do not forget about advertising: posters, leaflets, invitations are made. An important point is the preparation of illustrative material. The event itself is recorded, analyzed and promoted in the media. The plan form might be something like this:
|№||Event Form||event title||The audience||the date of the|
|1.||Pageant||Valentine's Day||High school students||14.02|
|2.||Question and Answer Evening||"Who knows more tales?"||Preschoolers and primary school students||18.03|
Beginning educators are concerned about the question: “How to draw up a plan of events for a shift?” Traditionally, counselors in health camps use a grid plan. Squad events are consistent with camp events, including bathing days, arrival and departure times. The schedule includes events held before lunch, after afternoon tea and dinner. The winning option is to draw up two grid plans: for clear and rainy weather.
The grid plan looks something like this. A sheet of paper is divided into rectangles by the number of shift days. Each box contains events.