Professional Event Planning
I. What is event planning?
One of the top tasks of an event organizer is event planning. So what is event planning?
This is a design of the event's work (from preparation to the end of the event), arranged in a scientific sequence and adhered to a certain time. The purpose when planning an event is to help the implementation of the prepared activities and the implementation of the work contents in the event effectively, ensuring the achievement of the set goals.
II. Classification by form and purpose of some types of events
Here are the common classifications in the event business. And the form of events often depends on the purpose of the event, so it often goes hand in hand. Divided into the following groups:
- Business events: These are events related to the business activities of enterprises/companies.
+ Fundraising
+ Trade fairs to promote sales (Trade fairs)
+ Important holidays of the business: Business establishment anniversary, birthday, traditional day.
+ Exhibitions (Exhibitions)
+ Workshops
+ Customer Conference
+ Events related to Marketing activities, promotion combinations, trade promotion
+ Branch brand launch event, product launch
+ Opening, inaugurating, breaking ground,...
+ Annual meeting: summary of terms, a general meeting of shareholders...
- Educational and scientific events: Events related to education and science:
+ Workshops and conferences on educational culture: lectures, study abroad seminars, seminars, ...
+ Festivals, contests, educational conferences: Association of Excellent teachers, student competitions
excellent, Festival, meet excellent students.
+ Educational gameshow
- Traditional cultural events: Including events related to culture, religion, customs, and traditions:
+ Traditional festival
+ Weddings, funerals
+ Birthday event
+ Happy life
+ Cultural Exchange
+ Socio-cultural events
+ Other celebratory ceremonies and events such as compatriot meetings, founding anniversary,...
- Music and entertainment events:
+ Festivals
+ Exhibitions, art performances
+ Art contests such as Student singing festival - students
+ Concerts, live shows
+ Charity shows, circus performances,...
+ New music release event, band debut.
- Media events: These are media-oriented events, with the participation of media agencies in the process of conducting the event.
+ Sponsoring Ceremony
+ Celebrations
+ Fundraiser
+ Launching the movement...
+ Press conference, press release...
- Official events (belonging to the state): A type of event with its own standards and rules, the investors of these events are state agencies.
+ Events about competition
+ Sports Festival
+ The meeting to welcome, greet and see off the delegation...
+ Sports exchanges
The classification groups that Thien An Media gives above are only approximate, in fact, an event form can belong to many different types of events, for example, seminars, and conferences.
III. 10 steps to event planning
(The general plan can apply to many types of events)
Step 1. Determine the objective and type of event
The goal here can be: Increase brand/company awareness, product launch, customer connection, or simply make employees happy. The type of event can be a conference, seminar, opening ceremony, party, or team-building activities,... This is the first element and the foundation of an event plan.
For example:
Objective: BEDEL KOREA company wants to increase brand awareness
Type of event: Exhibition of functional foods extracted from red pine essential oil
Objective: Thien An Media event company wants to increase the communication relationship between employees in the company.
Type of event: Teambuilding or company picnic in Da Lat in 2022
Step 2. Identify guests, event participants
When planning an event, it is advisable to zone out the right audience, to avoid inviting the wrong audience, which leads to a waste of budget and resources. At the same time, identifying the right audience to attend the event will help you plan the right event, attracting the attention of guests. This step helps to more clearly define the goal of the event process. Attention should be paid to:
- Clearly define who the guests are, their age, and profession,...
- How many guests are there?
- Make a list and proceed to send a confirmation letter to better prepare for the reception.
- This guest list will make it easier for you to send thank you letters, commemorative photos after the event.
For example: For an event like a new product launch, guests can be agents, loyal customers, journalists, bloggers, KOLs, product experts, etc.
Miss Nguyen Thuc Thuy Tien, MC Khanh Vy and singer Anh Tu participated in the launch event of OPPO Reno 7 Series in Vietnam
Bước 3. Xác định thông điệp của sự kiện
It can be said that ideas and messages are the soul of the event, these ideas will determine the entire concept and main message. In the event planning process, finding a deeper and more creative message will increase the attraction of the event and score points in the eyes of customers. Note that the message of the event needs to be concise and concise but still contain enough information.
Key message: This is the message throughout the event, every instance must revolve around it.
For example:
Key message of IDJunction's Christmas program: Christmas is a warm and peaceful day, let's relax and fully enjoy the snow season atmosphere together.
The main idea (concept): This is the core idea of the event, from the decoration style, and setup to the surrounding activities to make a difference compared to similar events to attract customers.
For example:
Step 4. Determine the time and location of the event
Time
Chú ý 2 điểm sau trong khi xác lập thời gian cho kế hoạch tổ chức sự kiện: đó chính là khung thời gian nào khách mời sẽ tham gia đông nhất, đo lường thời gian từ khâu chuẩn bị đến lúc sự kiện diễn ra.
Location
The determination of the event venue depends on the number of guests, the idea of the event, businesses will choose the appropriate venue. The chosen location should be convenient for transportation, close to the center, and cool, ..in addition, if the event is outdoor, it must be backed up with alternative locations or solutions if there are problems such as rain, or storms. ,..In addition, the event venue must also be suitable for the participants and the purpose of the event program.
Step 5. Make a detailed plan for the event program
The more detailed the event planning, the higher the level of success. Depending on the type of event, different scenarios can be built for the event, for example, the opening event will be different from holding a year-end party. The opening ceremony pays more attention to the opening part and the year-end party pays more attention to the party.
Step 6. Identify and establish relationships with partners and sponsors
Identifying and establishing relationships with sponsors or partners is a very important job that greatly affects the success of the event.
For large-scale events that require a large budget or have many items to perform, finding one or a few sponsors will help your business a lot in budget or expenses. for the event.
The form of sponsorship can be in the form of collaboration or sponsorship of funds, facilities, or equipment...
Step 7. Media Planning
Event promotion is an important step not to be missed. The more widely the event is promoted, the more attention and participation it will attract. Depending on the size of the event and business conditions, there will be separate communication methods.
Some of the current means of promotion is often chosen by businesses: PR articles in the press; advertising on social networks such as: Facebook, Instagram, TikTok, email marketing; telesales; advertising banners; Expo; flyers,...No matter how big or small the event, the promotion will bring goodwill if communication is good
Note that a quality communication plan will come with 3 main stages: Pre-event, In-Event, and Post-Event to create strong effects for target customers and markets to exploit.
Step 8. Make an event budget
After having a specific program, the next step is to set a suitable budget for the event. This also depends on the purpose and conditions of the organizer to come up with the most appropriate budget.
The budget covers the entire service and provides for the costs incurred. Budgeting also helps to avoid unexpected surprises such as under-budget or overspending after the organization. From there, minimizing the shortcomings, and ensuring the quality and efficiency of the event.
If combined with event organization companies, the budget will be made based on the customer's requirements to get the most optimal price.
Estimated table of cost items
Step 9. Event preparation and implementation
After completing the above steps, the 9th step of an event plan is: Prepare and deploy the event according to the established event plan. In addition, you also need to be prepared for emergencies that may occur during the event, for example: power failure, fire, ...
After the preparation is complete, you need to deploy the event and monitor the work during the course of the event, there should be an assignment of personnel, a clear and reasonable timeline and close monitoring of progress, including: welcoming guests, guiding, arranging seats, switching areas in the event, monitoring equipment and technology used in the event, ..
Step 10. Evaluate and measure event results
After the event is over, you need to look back and measure the outcome of the event to draw lessons for the next more successful event. Evaluation activities may include collecting feedback from customers, partners, employees, service quality, customer experience, event process, etc.
Some notes when choosing a package event organizer
- Prioritize choosing an event organization company with many years of experience in the industry.
- Spend time observing the working style of the consulting team as well as the personnel in the unit.
- Pay attention to the key event equipment, check if it is modern and advanced.
- Refer to the events that the unit has organized and the opinions of customers.
- Refer to the general price list, from which to choose the right unit for your business.
IV. Thien An Media - Professional and prestigious event organizer
Organizing events today is an indispensable form for individuals and businesses. The purpose is to help promote your image, brand, and products to potential customers, partners... Therefore, organizing an event is extremely important, if the event is too blurry, it won't leave much emotion in the audience. participants, not in line with the set goals will cause businesses to lose both time and costs as well as reduce their reputation.
Professional event organization team - Thien An Media
Understanding this concern of customers, Thien An Media always strives to bring the most professional, prestigious and quality event organization services. Helping customers further spread the brand name, increase benefits and promote business activities. We always pursue the guiding factors in the profession:
- Reputable, professional
- New interesting creative ideas
- Responsibility until the last minute
- Competitive cost
- Various services
- Put customer interests first
Thien An Media is committed to always being ready to meet all customer requirements, without limitation of time and place. We are proud to be a prestigious and top quality event organization in Ho Chi Minh City. Ho Chi Minh, always put customer satisfaction first.
