Regardless of how big or small an event is, every event marketing activity requires proper planning. If you are put in charge of arranging an event but have no idea how to start or what to do, you have come to the right place. We are here to guide you through the basic steps of planning an event marketing program and to help you succeed in organizing that special day.

1. Make sure you know and understand the specific goals and purposes of the event marketing promotion. In order to succeed, it is essential to know exactly what the event needs and wants. Know why the event is being held and what its ultimate goal is. Ask yourself: is it meant to create awareness through the general public, encourage product trials or heighten sales? Make sure to examine the actual results of your event marketing activity against these objectives.

2. Know everything there is to know about your target audience. Who are the attendees? How many people are expected to attend? What do you want your target audience to gain from this event? If you plan on having this event done weekly, monthly, bi-monthly or annually, do you wish to get a larger turnout the next time around? Ask yourself these questions. The answers will help you get a better perspective on what you want to achieve through your event marketing activity.

3. Setting your event marketing budget way beforehand should be on the top of your priority list. Once you’ve set the budget, take some of the money and set it aside – for emergency use only!!! Follow your budget strictly and remind yourself that you cannot exceed the budget, if you want to have a successful event marketing activity.

4. Choose a convenient date and location for the event. Remember to always you’re your options open and to see all feasible locations before deciding on a single one, no matter how perfect you think the first location is. Refrain from focusing on the availability of the room and consider further factors, such as parking, lighting, computer/Internet access, if needed.

5. Line out an event marketing timeline for your project and work backwards from the date of your event marketing program. Set strict and specific deadlines for each event that you list on the timeline. For example, set a date for the first announcement of the event, a date to start preparing for promotional materials, a date for final seating arrangements, a date to recruit the caterers, the entertainment, the decorations, etc. Make sure you do not leave anything important out.

6. Find out if your event needs special permission or licenses to be hosted, whether it is to use recorded music or maintaining traffic control. Make sure you know the rules way in advance, as it may get harder to get certain permission within a certain span of time.

7. Contact the media that you intend on using to publicize your event. Decide which media would be best to used for your target audience. Then, figure out a way to channel the media (it could be in the form of pamphlets, pre-printed invitations, mail, announcements, etc.) towards the public.

8. Always have a fool-proof back-up plan for emergencies of any kind. In case of serious emergencies, make sure you know where every single fire plan is and have an evacuation plan ready.

Other than that, just make sure you have a check list and actually check it every once in a while. Check it more than once as the event nears. Don’t forget to write down important points and always opt for good quality, despite the added expense – but stay within your budget!