Imagine you have planned your event efficiently, and the D-day is almost here. You are all prepared and excited for finally giving your imagination a reality. But, as you go through your event preparations for the final time, you realize that your planning has several loopholes, but you have no idea how to get back and untangle everything.
Don’t you think it’d be great if you had an event brief with you? An event brief is basically a map or a flow chart that helps your team plan things and move from starting to end in terms of event planning and hosting.
If you also don’t know how to plan and curate an event brief, don’t worry. In this guide, we will show you how to create an event brief step-by-step.
1. Highlight the Critical Details of Your Event:
While curating the event brief, make sure you highlight all the critical and necessary details of the event. See, event planning takes a lot of effort; Even though all the professionals try their best to make everything perfect. But, sometimes mistakes are bound to happen. However, a few mistakes can cost the event organizers their event and brand reputation. Imagine that you realize by the end that you have posted the wrong information, or your speakers couldn’t make it due to any reason. Horrifying, isn’t it?
Hence, when you plan your event brief, start by highlighting the most important points and details of the event. For example, highlight the title, date, speakers’ names, format, and the self-managed online event platform you are choosing for your event.
2. Compile a List of All the Resources For Your Team:
Do you know what it takes to run a successful event? A team of efficient and professional team members. While you are planning your event, make sure you take your team with you. Ensure complete and seamless communication between you and your team members. It is very important for all the team members to stay aligned with each other till the event is successfully organized. Hence, right from the start, make sure you keep all your team members in the loop and share all the required information, documents, and updates with them.
So, in this section of your event brief, make sure to include the following factors and elements.
- Your Budget Updates or Spreadsheet
- Communication Plan
- The event’s run show
- Registration pages
- Attendee Updates/ reports.
It would make it easier for all the team members to refer to the documents and this way you can ensure that everyone on the team is on the same page. Also, it would help them stay tuned and updated with their personal tasks and responsibilities.
3. Note the Requirements Behind Hosting Your Event:
In this step, write down why you are hosting your event. This section basically requires you to document your purpose behind hosting the event. It will help you know the reason behind your planning and hosting the event. For example, it can be anything. Be it boosting your brand awareness or establishing your brand’s name as an industry leader. Also, it can be expanding the reach of your brand or even boost your employee engagement. By documenting the ‘ why’ behind hosting your event, you can simplify things for you, and it will help you get clarity behind planning each and every step of your event and investing in it.
4. Document Your Event Goals and Objectives:
In this step, you need to outline the goals and objectives you want to achieve with your event. It is understandable that if you are investing in something, be it event only, you would want to get certain returns on those investments. With this step, define what success looks like for you. Also, now that you have defined the purpose behind hosting your event, use it to gain clarity about your event objectives. Also, while doing so, make sure your goals are achievable and measurable. For example, be very specific about the number of attendees you would like to have at your event, the profits you want to achieve with it, etc. The idea is to be very specific and clear with what you want to achieve at the end of your event.
5. Plan Remaining Factors of Your Event:
The next step requires you to jot down all the other specifications of your event. It includes everything, your budget, the audience, speakers & guests, the theme of the event, its tone, roles & responsibilities of your team members, and all the other details. Along with all these details, curate your event agenda. Also, while planning the agenda, consider the starting and ending timings. In addition, don’t forget to coordinate with your speakers and guests and discuss the times they will be available at. Once you have all the clarity, then start planning the event agenda.
Planning and hosting an event is not a cakewalk. It takes hours of brainstorming, planning, sweat, and blood to ideate an effective and successful virtual event. Things might get overwhelming and confusing down the road, and at times it won’t be easy. It is when a systematic event brief will help you make things easy at your end. Refer to this guide to plan your own event guide, and host a successful event with utmost ease.