How to Plan an Event Project

conference image by Salem Alforaih from

Depending on the size of the event, planning an event project requires an investment of time and money. The key to successfully planning an event is to have either strong organizational skills or to hire a knowledgeable team. Examples of event projects are workshops, debates and promotions.

Build a team. Each team member should have strong organizational and communication skills, as well as be available for regular progress update meetings.

Create a to-do list with deadlines. This checklist should include all tasks that need to be done for the event project. Assign each task to a member of the team. Depending on the type of event and complexity, use a project management software or spreadsheet to stay organized. For example, if using a spreadsheet you can have one column be the task, the next is who it is assigned to and then the deadline. Included on the checklist should be items such as hiring vendors, ordering specific supplies, reserving the location, reserving the speaker's flight, arranging the catering, marketing initiatives and promotions that need to be done.

Monitor progress. Verify with team members regularly that they are on schedule to complete tasks and that you are aware of anything outstanding. If using a project management software or spreadsheet, update it with each member's progress.

Prepare the budget. The budget should include costs that are anticipated, and have leeway for unexpected expenses. Be realistic on the costs and make sure that each team member is aware of what budget must be met. If a team member must be over budget for an item on the list, then have them report to you in advance for prior approval.