Efficient planning with event management software

Step 1: Define your online event goals

Before you start planning, be clear about the goals of your event. Do you want to expand your network, introduce a new product, or simply host a fun event? Setting goals will help you determine the scope and direction of your event and make planning more effective.

Step 2: Create a schedule

A well-thought-out schedule is key to planning your event efficiently. Set a date and time frame for your event early on. Then, create a list of tasks and milestones that need to be completed by the day of the event. Assign each task a responsible party and a completion date to keep track of progress. For larger and more complex events, it is additionally useful to outline the critical path including project dependencies.

Step 3: Budgeting

Creating a detailed budget is critical to planning your event efficiently. Take into account all costs associated with the event, such as venue rental, catering, marketing, technology and staff. Keep an eye on your budget throughout the planning phase to ensure you don't overlook any unexpected expenses for you or your clients.

Step 4: Venue or platform selection

Choosing the right venue or the best virtual event app for your needs will have a huge impact on the success of your event. When choosing a location, consider factors such as location, size, parking availability, technical equipment, and catering options. Feel free to be creative here and surprise your attendees. For online event software, take a closer look at the functionality, credentials, scalability, ease of use, and data security of the event platforms.

Step 5: Plan engaging content and activities

Content and activities are the heart of your event. Make sure your event agenda is informative, entertaining and engaging to keep attendees happy. Depending on the duration of the event, plan enough breaks and networking opportunities to give attendees time to interact and relax. At conferences, it can help to engage well-known personalities as keynote speakers or as panelists to persuade interested parties to attend the event.

Step 6: Coordination of partners and service providers

Good communication and collaboration between all parties involved, such as sponsors, speakers, service providers and staff, are critical to the success of your event. Keep everyone in the loop and make sure everyone knows their roles and responsibilities. If there are numerous stakeholders, it is advisable to create a stakeholder map

Step 7: Publicity and Marketing

Effective marketing is critical to generate interest in your event and attract attendees. Develop a marketing strategy that includes social media, email campaigns, flyers, online event platforms, and local media where appropriate. Start promoting early to allow enough time to get your message out.

Step 8: Evaluate the success of your event

After the event, it's important to measure its success and gain valuable insights for future events. Gather feedback from participants, speakers and partners to identify strengths and areas for improvement. Leverage the capabilities of your event software and also analyze quantitative data, such as attendee numbers, NPS, engagement metrics, and revenue generated, to validate your goals and expectations.