How to plan for an event?

I was planning for a leadership retreat in our youth organization. I never thought that planning could be so complicated. It takes a lot of thinking and writing. Then I decided to formulate a guide on how to plan for an event. As I began writing, I found many important things that should not be left out in planning. This guide could help you make a plan without so much hassle.

What's the event for?

When someone speaks of a plan, the word "purpose" should come to mind. Purpose gives the plan direction to where it should be heading. Another word we can use is "goal." Goals are important stuffs that a planner should be thinking of. In planning, one should ask the question, "Why am I going to do this?" or "What do I want to achieve?".

With this in mind, it will be easy to determine the date, place, budget, people, and theme of event that you want to conduct. The date, venue, budget, and people involved should compliment the goal that you've set for the event.

In order to make my planning easy, I created this form.
In order to make my planning easy, I created this form.

Who's with me?

The next thing to consider is the people involved in the event. A good planner thinks and plans for the people that can be tapped to help make the event a reality. To achieve this, the planner should list all the possible tasks or assignments that the event has to offer. He could also list committees needed for the event. Then, he should be able to find appropriate people for each tasks.

It is also important for the planner to share the goal/s of the event to the people tapped for help. People will understand the value of their assignment if they know why they were there in the first place.

List all the people you tapped and their functions.
List all the people you tapped and their functions.

What's the next step?

The next thing to consider is the plan for the next steps. It is better for the planner to create an action plan. It should be easy for him to go to the next step if he knows where he is heading. An action plan is not the whole plan. It is just a plan inside the plan. Action plans help the planner to be guided on the things that should be accomplished first before he goes on to the main event.

An Action Plan looks like this.
An Action Plan looks like this.

What things do I need?

Money and materials are two inseparable friends that you should consider in planning. A planner should be able to determine the estimate amount of money needed for the event being planned. You can do this by listing all the materials needed for the event. List everything you need (including threads and needles) and determine their value. It is also helpful that you keep track of everything that you used for the event.

Budget Allocation table.
Budget Allocation table.
In the Status column, specify the status of the item after the event. Was it consumed, returned (if borrowed), damaged, or lost?
In the Status column, specify the status of the item after the event. Was it consumed, returned (if borrowed), damaged, or lost?

This four questions are essential to guide you in planning an event or activity. Use it until you become used to it. These are helpful when you have problem concentrating on the plan or when you are running out of time.

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