Secont event in college campus

Summary

As your plan solidifies, you’ll have to revisit the budget. Line items will undoubtedly change, just remember to keep an accurate budget that reflects any changes or updates you make, too. And because you never want to exceed your budget, it’s common for planners to make adjustments to ensure you are maintaining your budget.

Full Description

Based on your high-level budget and initial scope of needs. You should begin to map out your line item costs to gain an understanding of how your budget will be dispersed across your needs.

According to Eventbrite, “Budget is broken down by marketing and promotion (43%), speakers and talent (32%), printed materials (29%), venues (18%).”

As your plan solidifies, you’ll have to revisit the budget. Line items will undoubtedly change, just remember to keep an accurate budget that reflects any changes or updates you make, too. And because you never want to exceed your budget, it’s common for planners to make adjustments to ensure you are maintaining your budget. 

Build your events team

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For small events, you may personally be handling many or all of the tasks discussed in this section. However, for large events, it takes an organized team to execute the production.

If you are building a team from the ground up, it’s important to designate roles early on to ensure accountability. All members of the team should report into a project manager who has visibility across all of the moving pieces.

Building the ultimate event team

According to Eventbrite, only 12% of events have teams of ten or more people and the most common number is 2 to 5 employees (45% of events), so often individuals wear multiple hats. If you’re among the few that have 5+ team members, here’s a look at how roles are typically distributed:

Project Manager

Oversees all of the moving pieces described below, this person is ultimately responsible for the execution of the event. Manages the budget. Drives strategy. Makes top-level purchasing decisions.

Venue/show floor

This person is the main contact for the venue, the vendors, the sponsors while on-site, and the onsite volunteers and staff: security, photography and food/beverage. They remember everyone’s name, and they know where all the outlets are.

Scheduling

This person leads agenda development, work with speakers, and makes sure the schedule is up-to-date and communicated to the right parties. Your scheduling guy coordinates meetings at the event, and he lives to make attendees into successful networkers.

Creative design

Creative designers put together all visual design for printed and web materials like schedules, collateral, registration and signage, and anything needed for the mobile event app. To break it down: they make you look good. You may want to work with an event design agency. 

Marketing and Communications

This person or team makes the right people aware of the event, create offers and timing strategy to boost registration, oversee branding, communicate with registrants, coordinate social media amplification and media relations, and send and measure follow-up materials. Oh, and they’re just nuts for measurable performance.

This team makes sure a guest has everything he needs to get the most out of the event, from maps, schedules, speaker info, and how to network. They build out and update the mobile event app.