“Exclusive Events Training Programme on Project Plans”.

It is a fact that if you are an event planner you are also a project manager. When project mangers approach a project they take clear steps, in this course we borrow these steps and make event planning easier.

Apply the 9 steps of project management for a given conference event

Select the correct project management steps you should use when planning for an event

Apply the 9 steps event planners can borrow from project management

When project managers approach a project they take clear steps and these steps can be borrowed and used in the event industry.

Let’s at how we can apply these steps to plan for an event:

Step 1: Identify the project

This entails:

  • Identify the project goal – this could be tangible or intangible an example of tangible is attracting attendees and an example of intangible could be selling the products.
  • The project constraints - These are the boundaries you need to operate in, e.g. small budget etc.
  • Identify the team members and stakeholders – There are internal and external stakeholder’s example of internal stakeholders is: marketing director etc. An example of external stakeholder’s is: sponsors etc.
  • Identify all the tasks – An example could be securing a venue. There are more steps to a task, e.g. research, in person visit to certain venues, signing of the contacts, etc.

Step 2: Set deadlines and milestones

Milestones and deadlines are not the same. An example of a deadline is the date of the event (the ultimate deadline), while setting a goal of having 200 tickets sold by a certain date is a milestone.

When setting deadlines and milestones you need to start with the deadline date first, that is the date of the event and you work backwards.

Step 3: Communicate

It is important to clarify roles. Communicate the deadlines clearly. Regularly communicate the milestones that were achieved and what are the deadlines or milestones are outstanding.

Step 4: Involve your team

Distribute power throughout the team for instance if you or one of your stakeholders needs to switch priorities, progress halting will be the last of your worries.

Step 5: Track your progress

Goals, deadlines and milestones needs to be tracked.

Step 6: Exhibit leadership and confidence

It is important to be confident in the event mission as well as in your team, to be able to lead others towards the shared vision of the event.

Step 7: Be Flexible

Last minute things happen on a regular basis when planning an event, hence flexible is king in event planning. It also displays confidence if you are flexible and you listen to others ideas.

Step 8: Deliver a great finish product

The final outcome of an event is what people will remember and talk about, hence keep in mind the impact you want to have on attendees.

Step 9: Debrief

After an event schedule a meeting with key stakeholders to celebrate success and review lessons leant for next time.

  • Identify the project
  • Complete the event as quick as possible
  • Track progress
  • Start at the first meeting date