From concept to reality: Your ultimate guide to event planning

Planning an event can be an exciting yet daunting task. Whether it’s a training day, a corporate conference, or a webinar, turning your vision into reality requires careful planning and attention to detail.

From the initial spark of an idea to the moment the last delegate leaves, every step plays a crucial role when planning your event. In this blog, NHS Confederation’s Assistant Director Leanne Josephs will delve into the art of event planning, helping you navigate from concept to reality, this is your ultimate guide to event planning.

Conceptualisation

At the heart of every successful event lies a compelling concept with clear aims and intended outcomes. This initial phase involves brainstorming ideas, defining the goals and objectives, and envisioning the overall experience you want to create for your delegates. It’s this vision that will guide all your planning decisions and help you stay focused on your goals. Consider aligning your event concept with your brand’s identity and audience expectations to ensure a cohesive experience.

Budget

Budgeting is a critical aspect of event planning, as it helps you determine the scope and scale of your event. Make sure you allocate funds strategically, prioritising essential elements while also keeping a buffer for any unexpected expenses. You’ll need to consider factors such as venue, catering, AV and marketing costs to name but a few when you are planning your budget.

Research and planning

Once you’ve defined your concept and planned your budget, it’s time to delve into research and planning. Identify key elements such as target audience, budget, venue options, and logistical requirements. Make sure you thoroughly research different vendors, suppliers, and service providers that will help bring your vision to life.

You will want to create a full project plan and outline all the tasks that need to be completed and assign responsibilities – attention to detail is what makes an event memorable. Create a detailed timeline, ensuring you cover all aspects, from delegate registration launch to speaker presentation collection and AV equipment.

Venue selection and logistics

When you are selecting your venue, you will need to consider factors such as location, capacity, sustainability, accessibility, and amenities. Visit potential venues to get a feel for the space and envision how it will accommodate your event. Popular venues book months and sometimes years in advance so ensure you give yourself enough lead time to secure your ideal space.

Once the venue is secured, focus on the logistical details such as how will the agenda format fit within the space, the catering options and technical requirements.

Supplier coordination and partnerships

Building strong relationships with suppliers is crucial for a successful event. Start by establishing clear communication channels with your suppliers to ensure timely deliveries and services. Regular check-ins and updates can help prevent misunderstandings and keep everyone on the same page.

Building strong partnerships can enhance your event’s credibility and reach; look for partners who share your vision and can bring added value. By fostering these relationships, you can create a network of reliable suppliers who contribute to the success of your events.

Create a buzz – promote your event

An event is only as successful as its ability to attract the right audience. You’ll need to dive into the world of event marketing and create a promotional narrative that entices and excites!

Strong marketing messages and branding can significantly increase interest in your event, but where do you start when it comes to event marketing? We have compiled a list of the most important steps for event marketing in our recent blog, including creating a marketing strategy and building an event marketing tool kit. Have a read here.

On the day

Ensure you have a full production plan for the logistical delivery on event day, including setup, registration, stage management and teardown with clear roles and responsibilities for all team members on site. Confirm all arrangements with your suppliers and ensure everything is in place and everyone has a copy of the schedule for the day. It is also good practice to have contingency plans in place for any last-minute hiccups that may arise on the day such as speakers missing trains or a delegate with a requirement you had not been told about.

Once the event is underway, don’t forget to take a moment and enjoy the fruit of your labour and engage with your delegates!

Evaluate and follow up

After the event, take some time to evaluate its success. Gather feedback from your delegates, review your budget, and assess what went well and what could be improved. This reflection will provide some valuable insights for future events and help you to refine your planning skills!

Planning an event is a journey filled with creativity, meticulous planning, and a touch of unpredictability. It may seem overwhelming, but by breaking the process down into manageable steps, you can transform your vision into a memorable reality. Remember, every event is an opportunity to create lasting impressions and meaningful connections.

Embrace the process, learn from each experience, and most importantly, enjoy the journey from concept to reality. Happy planning!

Did you know?

Horizon Leeds is a part of the NHS Confederation, a membership organisation that brings together, supports, and speaks for the whole healthcare system in England, Wales, and Northern Ireland. The NHS Confederation events team has launched a new events management service open to external clients. By booking with Horizon Leeds, you can access this comprehensive service, making it a one-stop shop for all your event needs.

The events services team is dedicated to helping you strategically plan, organise, manage, market, and deliver your next event that will exceed your delegates’ expectations.

With over 15 years of experience, the events team has developed an excellent reputation for delivering high-quality events that support NHS Confederation’s work.

Find out more, here.