Writing an exciting, creative event plan is the first step to a successful event. The plan ultimately highlights just how innovative and creative you will be throughout the entire process. Any event organizer wants to be remembered by his clients for his originality and ability to come with exciting ideas even when the budget is not so generous. What is more, it becomes even more difficult nowadays to impress attendees nowadays and prevent them from mentioning, “I have seen this before”. Thus, this is why being original from beginning to end is so vital to the entire process. So, if you want to win a competitive edge in the events industry, keep reading the tips below and learn how to write a creative event plan.
How to write a creative event plan
Each event is entirely different and, depending on the size, you will have to include more or less information. Moreover, based on the budget that you have to develop your event, you will need to count more on your creativity.
1. Goals of the Event
Every event has a clear goal and a target audience. Understanding the purpose of every event is the first step you need to take to write a creative event plan. When you want to be innovative, it is important to keep in mind the event’s objectives. One of the most common mistakes that event planners make is being innovative just for the sake of doing it and forget why they are organizing the respective event. Moreover, you should take small steps and consider the identity elements of the clients’ brand. Starting from the event’s objective, you can make your event really special by creating a fascinating journey for your attendees. For example, you can think of personalized gifts related to the theme and objectives and surprise them at the entrance.
2. Create a Mind Map
Once you have decided which is going to be your event’s objective, the next step is to think of a suggestive name. You should keep in mind that the title is one of the first elements which helps your attendees decide whether they should go to the event or not. Thus, you should give them clear details on the event, making them curious at the same time. Write your event’s title in the center of a paper and draw 5-6 branches around it. Each branch will represent a structure element of your event. For example, you will have a branch for marketing & PR, one for people, another one for location, a different one for budget, and so on. As soon as your map is ready, you can email it to your collaborators and get their feedback.
3. Start with the Basics
One of the most important branches in your mind map should be the one called “info”. Here, you will note down the basic and most important information about your event. Use it to write the amount you have available for investment, which is the event’s date and time, and who is responsible for certain activities. Moreover, before you decide which is the date of the event, you should carefully check the calendar and make sure that your event isn’t competing with other big events in your niche. What is more, you should also check if there are any religious or bank holidays during that period.
4. Who is coming to your event?
The “people” branch is also extremely important and you should fill in among the first ones. Even though you might think that here you will write the names of your guests, this section should be actually used to determine the total number of people who will be present in the room. Apart from the number of attendees, you should also consider the personnel involved in the project. For example, you will need waiters, barkeepers, or photographers. In addition, if you organize an event, which should be promoted in the press, you should also note down the number of journalists and industry influencers who will attend your event.
5. Get Out of Your Comfort Zone
While it is important to feel comfortable at work, when you want to be creative, you will need to get out of your comfort zone. One efficient exercise to stimulate your creativity is writing bizarre phrases or emails. Moreover, when you feel stuck and you do not have any ideas to write a creative plan, you can go out for a walk. For example, you can organize walking meetings with your team. Schedule a meeting in the park and walk together with your team and brainstorm ideas for your next event. You will see how the fresh air and exercising will help you come with excellent ideas and how the creative juice will start flowing. On the other hand, when you are struggling to find the right tone for your event presentation, you can always collaborate with businesses like to get a better understanding of what tone would be more suitable for it.
Before applying any of the tips above it is very important to have fun writing your event plan. Let your own creativity and imagination shine through. Use creativity to replace the stress in your life. You can reduce the stress level by creating a consistent morning routine and wake up early in the morning. Involve your team in the same routine and engage them in your activities.
What is more, creating the plan for your event is very important for its success. Therefore, you should spend time and put a lot of thought into it. Do not lie to your clients or make promises that you cannot keep. Be honest and authentic – this is a surefire way to ensure your event plan wins them over.
Author: Lori Jones
EventsAir has been at the forefront of Event Technology and Innovation for over 30 years, continually pushing the boundaries of what an event management platform can do. Built by event planners for event planners, EventsAir is a secure, scalable, cloud-based solution that can manage everything from in-person, virtual to hybrid conferences, meetings and events in a single online platform – anywhere, anytime and on any device. In use in over 50 countries by multi-national corporations, professional conference organizers, government departments and tertiary education institutions, EventsAir is also used in global congresses such as G20, APEC, CHOGM and ASEAN, as well as sporting events like The Olympic Games, World Rugby, Commonwealth Games and Pan Am Games. EventsAir is trusted by event professionals around the globe. For further information, visit www.eventsair.com