In-person events have been on the increase the past few years and many countries worldwide are expecting to see the sector grow to USD 8.71 billion by 2028. This encourages companies in Singapore to host functions and DIY event planners are looking for ways to achieve this professionally. Successful DIY event planning for small gatherings or large-scale functions in Singapore involves using these DIY event organization tips.
Getting Started with Event Planning
Understanding Your Event’s Purpose
The first step to DIY event planning is understanding the purpose of the function. Are you planning for a corporate, social or community event? Does the function entail fundraising, hosting an achievement or awards ceremony or do you need to plan a dinner and dance end-of-year party?
A clear picture of the event’s goals and objectives allows you to prepare the groundwork necessary for a successful DIY function. Getting all the details upfront lets you move forward and complete the next step.
Setting a Realistic Budget
Setting a realistic budget enables you and your team to meet the requirements of the function. Consider budget allocation for:
- Venue hire
- Event emcees
- Audio and visual equipment
- Staff (transportation, accommodation and staff time)
- Other (unexpected costs that could crop up at the last minute)
A solid event budget allows you to work within realistic and clear boundaries without jeopardising the planning process for a successful function. Using the services of a skilled event planner to support your DIY function could save you a lot of money – consider these case studies shared by BoomPop which demonstrate massive savings on different components.
The Planning Process
Choosing the Right Date and Venue
Factoring in public or religious holidays, peak season and school holidays is essential to guarantee attendance. Set the event date four to six months ahead so you have enough time to plan and prepare properly. Discuss potential dates with keynote speakers, entertainers and VIP guests before finalising the day and time.
Venue considerations for Singaporean-based events include:
- Location and accessibility
- Indoor or outdoor facilities
- Inclusion of audio and visual equipment in the hire cost
Designing Your Event
If you have a theme for your function, you need to consider décor. With the right décor, you can enhance the event’s ambience while taking the attendees’ experience to the next level.
DIY decoration ideas could include:
- Ceiling fabric drapery and chair coverings
- Centrepieces such as flowers
- Tableware such as candles, glassware, and tablecloths
- Balloons, party hats, streamers and confetti
Use event vendors that are professional, friendly, enthusiastic, flexible, and willing to go the extra mile to make your function a success. When negotiating with vendors discuss what solutions they can offer you to support your event plan.
Popular event vendor in Singapore include:
Marketing and Promotion Strategies
Creating an Effective Marketing Strategy
DIY event planners need an effective marketing strategy, especially if they’re managing a fundraising or charity function for an organisation. The needs and wants of your guests will guide your marketing approach which could include social media and digital campaigns. Knowing your target audience informs you on which platform is best for advertising your event.
Resorts World Sentosa created a wow sensation with their sensational (and chilling!) commercial, “Will you be his next victim?” to promote their signature event Halloween Horror Nights. With over 20, 000 subscribers, the popular Singapore theme park was able to successfully promote its Halloween event.
Leveraging Community Engagement
Involving the community is vital when planning special events for charity or national day functions or festival celebrations. Leveraging community engagement supports Singapore’s drive to build communities while creating more impact from your event.
Baptie’s & Co, a community-building organisation for professionals, use virtual events to reach their communities. Getting the right support gave them the solutions they needed to run successful online events while leveraging community engagement.
On the Day of the Event
Final Preparation and Set-Up
A checklist becomes a valuable tool for streamlining final preparations and set-up of a DIY function on the day of the event. It allows you to monitor progress, coordinate vendors and complete set-up tasks efficiently within a tight timeframe.
Time management is essential for smooth execution and should include grouping and delegating tasks, minimising distractions and setting deadlines. Time blocking is an effective way to do this by allocating blocks of the final day to handle the various tasks.
Managing the Event
Final briefings with everyone involved take place in the run up to the event. The event organiser ensures all the equipment is in working order while handling any issues that arise during the function, calmly and professionally. A detailed event agenda enables the organiser to manage the function efficiently from start to end.
Backup plans should be in place to handle unexpected challenges such as:
- Bad weather
- Technical failures
- Guest or participant medical emergencies
- Running out of food
- Not enough seating
- No show or late arrivals of speakers or performers
- Power outages
A skilled DIY event planner knows how to avoid these real-case scenarios by being well-prepared in advance.
Measuring Event Success
Key performance indicators (KPIs) are critical for setting and tracking specific goals of the event plus give you valuable insights that could be used for planning events in the future. KPIs can include:
- Social media engagement and mentions
- Number of registrations
- Attendance on the day
- Return on investment
- Participant satisfaction
Feedback and Evaluation
Your job isn’t done when the event is over! You need to regroup and assess how successful the event was by evaluating what went well, what could have been improved upon and what failed.
Gathering feedback can be done by:
- Sending out post-event surveys to attendees and key participants.
- Assessing social media engagement before and after the event.
- Asking for comments and recommendations from sponsors, key community members and staff.
Sound audience feedback enables you to honestly gauge how effective your event management was and what you could do better next time.
Advanced Tips and Tricks for DIY Event Planning
Technology such as event management software and tools can streamline your planning processes and can be used for:
- Budgeting purposes
- Event communications, marketing and reporting
- Team coordination
- Time management
- Security and compliance
Leveraging technology makes it easier to manage DIY virtual events, and engage attendees and address common issues that could arise even with a robust event plan.
Sustainable and Eco-Friendly Practices
Incorporating sustainability and eco-friendly practices in your event planning is important. It shows your commitment to Singapore’s drive for environmentally friendly actions. Eco-conscious companies can improve their brand with cost-effective sustainable practices that improve the attendees’ experience at the event.
Use the following tips to organise eco-friendly events in Singapore:
- Lower carbon footprint: Incorporate hybrid and virtual events to reduce the impact of long-distance travelling.
- Reduced waste generation: Use the zero-waste approach from the start and ensure every stage of the event planning, implementation and running of the function minimises waste generation.
- Use local products and materials: Sourcing locally reduces the event’s carbon emissions and supports the country’s economy. This includes sourcing locally produced food, beverages, decorations and marketing materials. Props such as stalls and banners are used to create the right atmosphere as well as costumes and games.
Case Studies and Real-Life Examples
Successful DIY Events in Singapore
Using case studies of events held in Singapore will give you ideas and tips to create your successful DIY function. Mr. Bottle’s Kids Party encourages entrepreneurship by introducing kids from as young as four years old to different ways of earning money. Creative use of props such as stalls and banners as well as costumes and games help to build an exciting atmosphere for the children.
Marina Bay Sands Hotel supported Green Living, the first sustainable event to be held in Singapore. Its purpose was to showcase and educate green consumers and solutions such as collaborating with like-minded companies helped support this initiative. KPIs were based on rave reviews from attendees, the return of delegates on the second day of the event and participation in yoga classes.
Lessons Learned From Event Failures
Common pitfalls that cause events to fail include:
- Poor time management
- Losing your audience’s attention
- Too many attendees
- Not focusing on minor details
- Not planning for unexpected problems
The 2014 DashCon event in Illinois, USA was a monumental failure when event organisers ran out of money. Celebrity speakers bailed out at the last minute and attendees ended up paying more to cover hotel costs. The lesson here is to budget correctly and stick to it.
The TomorrowWorld event held in Georgia in 2015 was a complete wash-out when event planners chose to ignore nature. Rain and horrendous weather turned the event into one big mud pit but that wasn’t the only problem! The location was too small to host the number of attendees pitching up for the event. Risk management and having a backup plan is a must-have for any event planner.
Use our free DIY event organisation tips to ensure your event is well-attended, enjoyable and a good investment. Focus on essentials such as goals and objectives, budgeting and marketing as well as time management and having contingency plans in place. Be creative and innovative by thinking out of the box.
However, if you need support with logistical challenges or risk mitigation, give our team at That’s Innovative a call. Our experience and expertise in the event management industry will ensure your DIY event becomes the talk of the town!