The whole process of organizing any type of event can be stressful and tedious. The idea may be exciting at the beginning but daunting as the event dates get closer. Expert event organizers like David Tutera make everything seem so simple and doable until you get into it. If you are planning a vegan event and have no idea where to start, you are in the right place. Here’s a detailed guideline you can use to make your event successful:
Create a set of goals and aims.
This is the very first step to event planning. Ask yourself, what is the point of this event? What are the major topics to be covered? What audience am I seeking? How many people do I want? What are my profit estimates?
What do you hope to achieve? If you plan on educating your audience on healthy meal ideas the vegan way or any other topic, make sure to have it noted down. Having your goals and aims noted down will create the outline for the rest of the planning.
Who will you target and how?
Based on the aims and goals set. Identify your target audience and go straight to the specifics. Determine their age, sex, general characteristics, hobbies and even personalities. Identifying all these will enable you to create a great marketing campaign for your vegan event. Knowing who your audience is enables you to identify which marketing channels best suits them.
Once this has been identified, work closely with a marketer to create strategies and campaigns. Select the campaigns that promise a higher ROI. If you start early, you will have enough time to test out campaigns and identify the ones that have the most conversions.
If you are targeting local audiences, brochures and flyers are a great way to advertise. If your audience isn’t within reach, online marketing strategies are suitable. You can also talk to bloggers and social media pages for vegan-related content to promote your event.
What will you do during the event?
This takes up a bulk of your event planning. Ask yourself: What exactly will be done during the event? Will you have guest speakers, entertainment or fun activities? Will you be serving food and drinks? Create a timely schedule based on the events of the day. Make sure every minute during the event has an activity running.
Once you have identified the activities, create a list of the things or services you will need. This could be sound systems, a DJ, games and emcee. Identify the budgets necessary for each.
Find the best location.
You now know the number of people, the event requirements, the activities, so choosing a location won’t be a headache. Choose a location that will suit the event needs and has the capacity to host all your guests. Make sure you book at least a month in advance as good venues have high booking demands.
How tragic would it be to market an event without booking the venue first, only to find out it is not available on the needed dates? Before paying for any deposits, visit the site personally and discuss with the manager if you would want any changes made. And finally, sign a contract that ensures you get the venue on the dates you need it.
Once you have the outline of the number of people, activities, and aims for the event. You can go to the nitty gritty details of food, decor, branding merchandise and seating arrangements. Outsource some of these functions from the relevant service providers. Get good caterers for vegan food. Many caterers also hire out decor, seats and chairs. I would advise you work with a known company or a good referral. You don’t want any mistakes on the day of the event. Choose quality over quantity.
List down all your costs and expenses as you are at the final stage of the planning. Make sure you also add miscellaneous expenses which is roughly 10% of the total expenses. From this, you can calculate your profit mark-ups and settle on a ticket cost. Determine whether your ticket cost is practical and makes sense by comparing other past events. If the whole concept seems viable and you can absorb all the costs, then go ahead with the event.
On The Event Day
Be there early enough! This is the unwritten rule of all event days. If possible start the set-up the day prior to the event so as to have enough time to identify any problems in time. Make sure everyone involved with the event is at the premises at least four hours before the start times.
During the event, don’t expect to enjoy anything. You’ll most likely be up and about monitoring all the activities. If you are the guest of honor or guest speaker, hire someone responsible enough to take up that task. This is very important as anything could go wrong.
Once the event is done, give a note of thanks to all attendees.
Extra Tips to Improve Your Event
- Hire a professional photographer. Pictures will help you create your brand’s portfolio. Share them on social media to attract more traffic to your company or any other future vegan event.
- Start planning your vegan event early enough. An average of six months is good time to plan an event.
- Choose the right date for your vegan event. First check the weather update to make sure it favors you. Second ensure there are no similar events on the same day as this may reduce your potential audience.
- Have a backup plan. Have a venue backup, master of ceremony backup, sound system backup, caterer backup–simply have backup for everything. Your DJ may be sick on the event day or the sound company may fail you in the last minute. When you are making inquiries for all outsourced services, make sure you get two options.
I hope this guide helps you host the best vegan event. Bookmark this page for future reference. All the best!