Event Planning Guide

1. Define Your Event Concept

• Event Type: (e.g., market, competition, tasting session)

• Theme & Purpose: (e.g., community engagement, product showcase)

• Target Audience: (demographics, interests)

• Event Goals: (e.g., brand awareness, ticket sales, community building)

2. Budget Planning

• Income Sources:

  • Ticket sales

  • Sponsorships

  • Vendor fees

  • Merchandise sales

• Expense Categories:

  • Venue rental

  • Permits & insurance

  • Marketing & promotion

  • Vendor & sponsor logistics

  • Staffing & security

  • Equipment & supplies

3. Venue Selection

• Key Considerations:

  • Capacity

  • Accessibility & parking

  • Permits required

  • On-site facilities (e.g., restrooms, power supply)

  • Weather contingencies

4. Event Timeline & Milestones

• Pre-Event (3-6 months prior):

  • Define goals and budget

  • Secure venue and permits

  • Confirm vendors and sponsors

  • Launch early promotions

• Mid-Event Planning (1-2 months prior):

  • Finalize logistics

  • Ramp up social media campaigns

  • Confirm staffing and volunteers

  • Arrange entertainment & activities

• Final Preparations (1 week prior):

  • Confirm all bookings

  • Distribute event schedules

  • Perform venue walk-through

• Event Day:

  • Set up booths and registration

  • Conduct sound and equipment checks

  • Coordinate volunteers and vendors

  • Engage with attendees

5. Marketing & Promotion

• Branding:

  • Create a cohesive theme (logo, colors, messaging)

  • Develop promotional materials (flyers, banners, social media graphics)

• Social Media Strategy:

  • Platforms: Instagram, Facebook, TikTok

  • Content Plan: countdowns, behind-the-scenes, vendor highlights

  • Hashtags: #LocalAccessExperience #CommunityEvent #VendorMarket

• Email Marketing:

  • Build an email list

  • Send reminders and exclusive offers

• Partnerships & Collaborations:

  • Engage influencers

  • Cross-promote with vendors

6. Vendor & Sponsor Engagement

• Onboarding Process:

  • Application forms

  • Contract agreements

  • Vendor guidelines

• Communication Plan:

  • Regular updates via email/social media

  • Provide logistical support

  • Host a pre-event Q&A session

7. Operations & Logistics

• Day-of Coordination:

  • Setup schedule

  • Staff assignments

  • Emergency contacts

• Equipment Checklist:

  • Tables, chairs, tents

  • Signage

  • First-aid kits

• Contingency Planning:

  • Backup plans for weather

  • Emergency response procedures

8. Post-Event Wrap-Up

• Event Evaluation:

  • Gather attendee feedback

  • Analyze social media performance

  • Review vendor and sponsor feedback

• Financial Reconciliation:

  • Compare actual vs. projected budget

  • Process vendor payments

• Follow-Up:

  • Send thank-you notes

  • Post-event social media highlights

  • Plan for future improvements

Step-by-Step Guide to Stay on Track from Start to Finish! 🎉