Are you planning to hold a gathering once the pandemic is over? Are you excited yet dreading the outcome will come out a total failure? Fear not. While we’re still unlikely to spend much time socializing in the next few months, you can start learning how to plan a gathering from now.
1. Identify the purpose
The purpose of your gathering will determine how it will go. Is a business meeting, or family gathering held for your employees and their loved ones? If there’s some goals that wish to achieve at the end of the gathering, identify them as well – along with how to achieve it.
2. Set the budget
This will be the main point of consideration in the next step of preparation, such as choosing location and arranging catering. Carefully and thoughtfully decide where the money will go and stick to it.
3. Choose the location
Where you hold your event will be a major factor in how it’d go. If you’re unsure, look back at your purpose make choices based on that purpose. Will it possible to choose an outdoor venue for gathering with the board of commissioners?
Also, think about practicality. Is it possible for all activities to take place in the venue?
4. Choose the audience
Who are you going to invite to the gathering? Main consideration should be: who this gathering is aimed for and who can help achieve the goals? In terms of quantity, consider your budget and location of choice.
5. Choose the time and date
You should select the time and date of when to have the gathering as soon as possible. Not only will this help participants to clear their schedule, it’s also always a good idea to book your venue as soon as possible.
6. Draft the agenda and logistics
What activities will your participants engage in the gathering? What supporting logistics will be necessary to make those activities happen? List down all of this, and if necessary, consult this with related parties to make sure nothing’s missed.
And don’t forget the most crucial detail: food. Decide the menu and its practicality and book your catering.
7. Finalize the plan and distribute the invitation
After all is chosen and prepared, make a final agenda and start distributing invitation (along with the finalized agenda) to the participants. Send them at least two weeks prior to the event day.
Doing the steps to plan a gathering optimally will help you have a bomb one and will ensure that everyone has a good time.
References:
https://www.businessnewsdaily.com/9825-plan-corporate-event.html
https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
https://www.thebalancesmb.com/how-to-plan-a-small-meeting-1223672