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Basic Event Planning Guide

By February 7, 2024February 19th, 2024Event Planning Essentials, events

Event planning is the organisation and planning of a particular event to make it memorable for the attendees and profitable for the company hosting it. Planning a successful event includes budgeting, creating a timeline and sometimes acquiring permits.

With proper event management, you can develop a contingency plan and ensure your team doesn’t overlook important details. Event planning in Singapore is a dynamic industry that encompasses a wide range of services. You can become a successful event planner by following this essential guide.

Nevertheless, if you are appointed to ogranise an event for your company, BUT have no prior experience or no time to do it. Let us help you in managing your company for you. Contact us using the buttons below.

Setting the Foundation

Understanding Your Event’s Purpose

To create a successful event, you must understand the purpose of what you’re planning so you can add elements that will make your clients and attendees happy. For example, if you’re raising money for an organisation, you may want to have live bands, food, and games so that it makes it worthwhile for people to attend the event.

Identify the goals and objectives of the event. Are you planning a themed event or a music and art festival? To inspire you, take a look at successful events in Singapore like the Pongal Harvest Festival. This event symbolises the end of winter and the beginning of the harvest season.

The objectives of the Pongal harvest festival include:

  • Making it a 4-day event
  • Lighting bone fires to rid negativity.
  • Selling special harvested Pongal foods like rice, milk, and jaggery
  • Decorating the puja house to welcome the divine gods and goddesses.

Many other rituals will take place during Pongal, and event organisers must ensure proper management, such as an itinerary for people to follow on the day.

Special Note: We specialise in managing corporate events, not in religious event.

Knowing Your Audience

Another important factor is knowing the needs and wants of your audience. When planning an event, you must study the following:

  • Demographics: The age, income status, and race of the people attending. You’ll also need to know what culture your attendees follow.
  • Preferences: What your audience prefers, such as being indoors or outdoors or whether there will be live bands or DJs.
  • Expectations: Does your audience expect cashless payment options? They may also expect clean bathrooms to be used during breaks and where they can wash their hands.

Once you know your target audience, you can tailor your event for diverse Singaporean cultures.

The Planning Phase

Creating a Comprehensive Plan

For your event to be successful, you’ll need to create a preliminary event blueprint using an Excel or Google spreadsheet, whether it’s a virtual event or a physical one. Follow these steps to start creating your plan:

  1. Create various columns on your spreadsheet for budget, date, venue booking, and partners and sponsors. You can add more columns based on your goals.
  2. Create various pages on your spreadsheet that will work with your schedule.
  3. Add dates to each goal, which will give you deadlines to work on.
  4. Calculate all the costs involved and add them to your spreadsheet.
  5. Include contact details for all the people sponsoring or assisting you.
  6. Make sure this list is shareable with your team so they can make adjustments where needed.

Execution Essentials

Choosing the Right Venue

When choosing a venue for your event, consider the following factors:

  • Location: Is the venue accessible for your audience, and does it provide safe parking? These are expectations your attendees may have.
  • Capacity: During your planning phase, you may have established how many people you want to attend your event. The location you choose should accommodate the number of people you want to invite.
  • Amenities: The venue should have bathrooms, but you may want to consider adding other amenities like free Wi-Fi, tables and chairs to sit, and seating areas under cover in case it rains.

Some of the best event venues in Singapore are:

  • Siri House
  • Changi Cove
  • Scarlet Hotel
  • Rooftop Party Venue

Building Your Event Team

The most important part of being an event planner is to put together a strong team. Find people who can:

  • Market your event on various platforms
  • Set up electronics on the day, such as microphones and screens
  • Decorate your venue
  • Communicate with sponsors and vendors in case of changes

Please make sure everyone in your team understands their roles and responsibilities. Provide deadlines for every task and conduct regular meetings to ensure each member completes their daily duties.

If you’re looking for ways to build a successful team, some companies do team building exercises specifically for Singapore event planners.

Marketing and Promotion

Crafting an Effective Marketing Strategy

Event marketing is one of the most important steps because you’ll need to make your audience aware of the occasion. Use traditional marketing channels such as:

  • Billboards
  • Flyers
  • Magazines
  • Newspapers
  • Radio

Utilise digital marketing channels such as:

  • Social media
  • An event website
  • TV ads
  • Email

Companies in Singapore, help event planners, market their occasions using successful marketing campaigns.

Singapore Events Management Company

Leveraging Social Media and Technology

One of the best ways to reach a wider audience when marketing your event is using various social media platforms like Facebook, Instagram, and X (formally Twitter). Ensure you add links to websites or ticket holders so your audience can find out more about the event.

Consider using event management software so that you and your team can adhere to deadlines and stay informed about changes or tasks that need to be completed.

On the Day of the Event

Ensuring Smooth Operations

To ensure a smooth operation you should have an event checklist to refer to. Use this list to check:

  • The setup of the venue, such as lighting and décor
  • Safety and emergency exits
  • Signage and AV systems
  • Guest lists
  • Itinerary of the day

Make sure you’re prepared for any situation on the day. If you run into problems, ensure your team can solve them quickly, whether it’s technical difficulties or late deliveries.

Engaging Your Audience

To keep your audience entertained, you must find ways to interact with them. Here are some ideas you can use:

  • Get an Emcee to speak to your audience
  • Add games and competitions people can take part in
  • Allow guests to take part in challenges like side quests
  • Play music your audience can dance to
  • Have hosts that walk around and talk to guests

Post-Event Activities

Gathering Feedback and Analysing Success

If you want to plan your next event, you should first measure the success of your previous one. Here’s how you can find out what your audience thought of your event:

  • Send surveys via email
  • Place a suggestion box at the exit
  • Ask your audience questions on your social media
  • Check people’s reviews on social media

Use KPIs (Key Performance Indicators) such as social media engagements, ticket sales, or reviews to measure the event’s success further.

Planning for Future Events

Analyse all the feedback you’ve received from surveys and social media posts to make improvements for your next events. This can be anything from the food that was served as well as music, set up, and space.

Special Considerations for Event Planning in Singapore

Navigating Local Regulations and Cultural Norms

Singapore has permits and regulations that vary depending on the event you’re organising. Some events require a PEL (Public Entertainment Licence); others may need an AEL (Arts Entertainment Licence). These licenses are required for events that take place in public spaces.

Additionally, as an event manager, there are certain cultural norms and expectations in Singapore that you must consider. There are various cultures in Singapore, such as Malay, Southeast Asia, and Eurasian. You must cater to all these different cultures if you want to attract a wider audience.

Embracing Sustainability and Inclusivity

90% of Singaporeans consider themselves environmentally conscious. This means that Singaporeans will appreciate sustainability practices in events. Provide more biodegradable packaging and have recycle bins available for junk.

You should also ensure inclusivity and accessibility for diverse audiences. For example, install ramps for people who use wheelchairs and include disabled parking areas and toilets.

Overcoming Challenges in Event Planning

Dealing with Common Obstacles

When planning an event, you may have to deal with common challenges such as:

  • Being understaffed
  • Overspending on your event budget
  • Bad weather
  • Having more attendees than you planned for
  • Not having a structured event process
  • Forgetting to create an attendee engagement plan

To prevent issues on the day, consider creating a contingency plan and training your staff in crisis management.

Leveraging Technology for Efficient Planning

To streamline your event planning, explore technological solutions such as event management software that can help with check-ins, registrations, and scheduling.

Various types of technology have transformed event management in Singapore. Planners can now create 3D virtual events to reach a wider audience. Automation tools are also used to streamline the planning process.

Advanced Tips for Successful Event Planning

Innovating and Trendsetting

For your future events to be successful, you must stay ahead of trends in the industry. These trends may differ according to your audience’s preferences. However, you may expect more people to want:

  • Sustainable practices
  • Experience augmented reality
  • Contactless payments
  • Live streaming
  • A focus on safety
  • More outdoor activities

Networking and Professional Development

To improve your practices and get advice from experts in the industry, you should spend more time building connections within the event planning community. This will provide opportunities for professional growth in Singapore’s event industry.

Conclusion

Keep in mind that to organise a successful event in Singapore you should consider the following key aspects:

  • Understand the purpose of the event
  • Know your audience
  • Create a budget
  • Create an event planning blueprint
  • Choose the right venue
  • Use tools and technology to streamline the process

There is continuous learning in the field of event planning. To help you learn more, contact That’s Innovative to help you plan a successful event that will leave a lasting impression on your attendees.

Whether you need to organize a gala dinner, dance, or hybrid event, That’s Innovative can help you throughout your journey for better time and budget management. Click on the contact buttons below, fill in your details, and we’ll get back to you within one business day!