Factors to Consider When Producing an Event Plan (Unit 4 P5)
Every event is different and has a range of factors to consider when making key decisions. This is to ensure that the event is well organised, safe and meets it aims and objectives. Some factors to consider when planning an event include
Event Aims and objectives.
Event Budget
Resources.
Venue
Catering
Legal constraints
Team working
Insurance
Methods of communication
Contingency planning
Factors to Consider When Planning Your Event
Event Aims and objectives.
What is the primary purpose of the event? (fundraising, raising awareness, celebration etc)
How will you measure whether your goals are met? (raise a specific amount of money, social media conversions, number of attendees etc)
Event Budget
How much finance is available? What is the projected income?
How will you split the money across different areas? (venue catering, promotion etc)
How much will you put aside into a contingency fund?
Resources:
What furniture do you need?
What technology do you need?
What specific materials do you need?
How will you manage and coordinate these resources?
Venue:
What size venue do you need?
How do you check availability and book the venue?
Do you need to arrange parking or special access arrangements for any of your guests?
Catering:
Will you be providing food/refreshments?
How many guests will you serve?
Are there any dietary requirements?
Legal constraints:
Are there any laws you need to comply with?
What do our contracts with our suppliers include?
What do we need to do to adhere to health and safety laws? (e. g. risk assessment)
Team working:
What roles and responsibilities does each team member have?
How will you communicate as a team?
Does anybody need any specific training?
Insurance,
What type of insurance do we need? (e.g. liability insurance)
What is covered by the venue? (e.g. school if school hall is being used)
Methods of communication:
How do we promote the event? (e.g. school bulletin, posters, social media etc)
What information do we need to include? (e.g. timings, what to bring etc)
How do we gather information on who is attending? (e.g. QR code to google form)
How will we communicate during the event? (e.g. microphone for announcements)
What is the plan for post event feedback?
Contingency planning:
What might go wrong?
What backup plans can we put in place for each risk?
How do we communicate these to staff?
Have we allocated resources for contingency plans?
