1.
Free Online Class
HOW TO PLAN AN
EVENT IN 10 STEPS

2.
Why am i doing this event?
What I’m expecting to accomplish ?
1. DEVELOPING THE EVENT
OBJECTIVES

3.
Don’t define too much the budget on this process, because most of the times
you can reach a lots of those needs by doing partnerships.
Everything that you should take care:
2. WRITE DOWN EVERYTHING
YOU’LL NEED
- venues
- speakers
- entertainment
- advertisement
- sponsorships
- volunteers

4.
If the event happens regularly, you don’t have to think about that, but if is a new
event consider:
3. SET A SCHEDULE
- 4 to 6 months of preparation
- Pay attention to statutory and religious holidays
- Avoid school holiday time periods
- Start calling soon to the major participants for your event to check availability

5.
4. EVENT “BRANDING”
Go right after to ambitions and essence of the proposed event. Develop the
branding thinking about your style and vision. That is important to the audience
feel you.
Names brainstorming: When you’re thinking on the name of your event
consider:
a) How your event is different from the competition?
b) What you expect to achieve with this event?
c) Create a simple slogan example Youcanevent – Easy events planning
d) Design your logo
Free consultancy for your event. Ping us events@youcanevent.com

6.
5. DEFINE YOUR PLAN WITH
A NOTEPAD
You must include:
a Venue, logistics & catering management (contracts, permits, insurance, etc.)
b) Speakers/presenters (identifying, confirming, logistics & management)
c) Activities/entertainment
d) Publicity/promotion (online & off-line, e.g.,: web page & online promotion; events calendars;
printed programs; media relations; signage; social media, etc.)
e) Registration (online sign-up, payment and tracking; on-site sign-in, etc.)
f) Sponsor/partner management
g) Volunteer management

7.
6. DEFINE THE MANAGEMENT/
MANAGERS OF THE EVENT
In other words address people from your team to control the different
processes during the event.
Who is going to handle the arrival of the guests?
Who will do the check in of the attendees?
Who are going to control the deliveries of the vendors?
A perfect tool for that is Notepad of Youcanevent platform.

8.
7. IDENTIFY AND ESTABLISH
PARTNERSHIPS AND SPONSORSHIPS
Are there organizations that you could partner with or call on for sponsorships
to defray the costs and increase potential participation? When you involve
other people or groups in your event, they have a stake in helping spread the
word and making the event a success.
You might want to consider:
Seeking corporate sponsors to fund a portion of the event. This can range from national organi-
zations that might want to sponsor a dinner, offer a door prize or a key silent auction item, to local
businesses that might be able to provide goods or services, such as flowers for the tables, gift bag
items, etc
Partnering with community organizations who might be able to offer a venue and/or assistance
with organizing or staffing an event

9.
8. CREATE AN ADVERTISEMENT
PLAN
Best way to advertise your event is:
a) Phone calls to the most important and influencers of the industry of your event
b) Advertisement in social media (facebook, blog and youtube with videos works too well) with the
creation of a facebook group and event, too add all the attendees and keeping them notified with
latest improvements.
c) Graphics (flyers, posters and invitation cards) works very well to give a 1 to 1 relationship to the
event
d) Creation of online tickets to control the average of attendees and forcing them to a call to
action.
e) Find your key influencers and pay or ask them to talk about your event
f) Define a little number of Ambassadors (probably most of the time they came from key
influencers) and give them the job of “Celebrity PR” (public relationship).

10.
9. NOW YES, SET A BUDGET
You should consider all the topics mentioned on point 5 and 8.
The partnerships and sponsorships mentioned on point 7. Can be very helpful
to decrease the budget.

11.
10. HOW WILL YOU DEFINE THE
SUCCESS OF YOUR EVENT?
There are different metrics on events success evaluation:
a) number of attendees
b) Donations raised
c) Number of interactions after the event
d) Social media promotion (if the crowd attended to your hashtag for example)
e) Number of sales generated after you offered coupons
f) Increasing awareness on the industry because of celebrities and key influencers presence on
your event.

12.
Thanks, and hope you liked it.
Free consultancy for your event.
events@youcanevent.com or
+1 317-645-5256
+1 646-564-5693