{"id":21187,"date":"2025-01-03T08:00:00","date_gmt":"2025-01-03T08:00:00","guid":{"rendered":"https:\/\/unimovers.com\/blog\/?p=21187"},"modified":"2026-01-13T17:40:53","modified_gmt":"2026-01-13T17:40:53","slug":"how-to-plan-an-event-the-10-step-guide-you-need","status":"publish","type":"post","link":"https:\/\/unimovers.com\/blog\/how-to-plan-an-event-the-10-step-guide-you-need\/","title":{"rendered":"How To Plan An Event: The 10-Step Guide You Need"},"content":{"rendered":"<div id=\"bsf_rt_marker\"><\/div>\n<p>Event planning requires fast thinking, creativity, and exceptional organizational skills. To offer you insights from an expert, we interviewed Maddix Stovie, a former event planner at the <a href=\"https:\/\/www.cedarrapids.org\/economic-alliance-events\/\" target=\"_blank\" rel=\"noreferrer noopener\">Cedar Rapids Economic Alliance<\/a> turned business owner of <a href=\"https:\/\/simplythingsbymaddix.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Simply Things by Maddix<\/a>. Maddix has planned a wide range of events, from citywide farmers markets to high-profile happenings like Restaurant Week, Good Morning Cedar Rapids, and the annual Market After Dark, which draws crowds of 30,000 to 50,000 attendees. <br><br>Drawing from her expertise, we\u2019ve created a step-by-step guide to event planning. From setting clear goals to hiring hourly labor for staffing and promoting your event, this guide has you covered. Whether you\u2019re organizing a wedding, conference, or any other special occasion, you\u2019ll gain the tools and confidence to tackle every stage of the planning process with ease.<\/p>\n\n\n\n<div class=\"wp-block-rank-math-toc-block\"><h2>Table of Contents<\/h2><nav><ul><li><a href=\"#h-1-set-goals\" >1. Set Goals<\/a><\/li><li><a href=\"#h-2-build-a-team\" >2. Build A Team<\/a><\/li><li><a href=\"#h-3-budget-wisely\" >3. Budget Wisely<\/a><\/li><li><a href=\"#h-4-schedule-the-event\" >4. Schedule The Event<\/a><\/li><li><a href=\"#h-5-create-a-master-plan\" >5. Create A Master Plan<\/a><\/li><li><a href=\"#h-6-reserve-a-venue\" >6. Reserve A Venue<\/a><\/li><li><a href=\"#h-7-reach-out\" >7. Reach Out<\/a><\/li><li><a href=\"#h-8-market-the-event\" >8. Market The Event<\/a><\/li><li><a href=\"#h-9-plan-for-the-day-of-the-event\" >9. Plan For The Day Of The Event<\/a><\/li><li><a href=\"#h-10-congratulate-yourself-and-assess\" >10. Congratulate Yourself And Assess<\/a><\/li><li><a href=\"#h-conclusion\" >Conclusion<\/a><\/li><li><a href=\"#h-faqs\" >FAQs<\/a><\/li><\/nav><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-1-set-goals\">1. Set Goals<\/h2>\n\n\n\n<p>The first item on your event planning to-do list is to set some goals for the event. Determine the purpose of the event, the audience it\u2019s designed for, and what success looks like to you.&nbsp;<br><br>For example, your <a href=\"https:\/\/swoogo.events\/blog\/event-objectives-goals-examples\/\" target=\"_blank\" rel=\"noreferrer noopener\">event goals<\/a> could be to establish awareness of your brand, in which case you want to appeal to a wide audience. You can come up with a specific metric to measure awareness of your brand\u2014like social media engagement\u2014and use this metric to guide future event-planning decisions.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-2-build-a-team\">2. Build A Team<\/h2>\n\n\n\n<p>You don\u2019t want to go into event planning alone! Next up, consider your team. <br><br>Designate one or more event managers who can serve as point people for everyone. Divide up key tasks like managing publicity, finding speakers, and coordinating with the venue. Make sure you meet regularly so everyone stays on the same page!<br><br>Having a robust team can save you stress when unexpected situations arise:<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>&#8220;No matter where you are in the process, something at some point will come up that&#8217;s not in your plan. As an event planner, take charge, problem-solve, and delegate your tasks to the proper personnel without having to be super involved yourself.&#8221;<br><br>Maddix Stovie, Owner of Simply Things by Maddix<\/p>\n<\/blockquote>\n<\/blockquote>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"2560\" height=\"1707\" src=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-scaled.jpg\" alt=\"Three event planners in a team meeting\" class=\"wp-image-21238\" style=\"width:868px;height:auto\" srcset=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-scaled.jpg 2560w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-300x200.jpg 300w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-1024x683.jpg 1024w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-768x512.jpg 768w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-1536x1024.jpg 1536w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/event-planning-team-2048x1365.jpg 2048w\" sizes=\"auto, (max-width: 2560px) 100vw, 2560px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-3-budget-wisely\">3. Budget Wisely<\/h2>\n\n\n\n<p>Another key item to consider early on is your budget. Your budget will determine a number of factors, like your choice of venue and whether you wish to hire hourly labor for event staff.<br><br>Once you\u2019ve set a budget, figure out how much of your budget you\u2019ll allocate to various <a href=\"https:\/\/www.qwick.com\/blog\/event-budget-expenses-template\" target=\"_blank\" rel=\"noreferrer noopener\">event expenses<\/a>, such as the decor, venue, catering, and entertainment. Include wiggle room in the budget for unexpected costs that crop up.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-4-schedule-the-event\">4. Schedule The Event<\/h2>\n\n\n\n<p>Before you make any event-related bookings, figure out the timing of the event. At this stage, it may be useful to set a target date, as well as several alternate dates if needed.<br><br>Make sure you have plenty of time to plan\u2014up to six months or more for a larger event. Former event planner, Maddix Stovie, attests it can be difficult to get necessary approvals without planning ahead. In addition, she notes that unexpected scenarios can cost a lot of time, so give yourself some wiggle room!<br><br>Consider when your attendees will be available. If you have speakers or special guests, know their schedules.\u00a0<br><br>Take into account times that people are commonly unavailable, such as federal holidays. Moreover, if you have a venue in mind, check on the venue\u2019s availability during your proposed times.\u00a0<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"682\" src=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning-1024x682.jpeg\" alt=\"Team discussing plans in an office\" class=\"wp-image-21207\" srcset=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning-1024x682.jpeg 1024w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning-300x200.jpeg 300w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning-768x512.jpeg 768w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning-1536x1024.jpeg 1536w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/group-planning.jpeg 2000w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-5-create-a-master-plan\">5. Create A Master Plan<\/h2>\n\n\n\n<p>Once you know your objectives and have a team, budget, and timeline for the event, think more concretely about event logistics by creating a master plan.&nbsp;<br><br>This master plan should cover everything related to the event in detail. For instance, make sure it includes details related to the venue; logistics like parking, equipment, and food; and publicity and registration.&nbsp;<br><br>Determine what needs to be done to address every aspect of the master plan, and set a timeline for accomplishing these tasks.<\/p>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"823\" height=\"547\" src=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/outdoor-event.jpg\" alt=\"Outdoor event in garden\" class=\"wp-image-21204\" style=\"width:901px;height:auto\" srcset=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/outdoor-event.jpg 823w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/outdoor-event-300x199.jpg 300w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/outdoor-event-768x510.jpg 768w\" sizes=\"auto, (max-width: 823px) 100vw, 823px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-6-reserve-a-venue\">6. Reserve A Venue<\/h2>\n\n\n\n<p>Don\u2019t underestimate the task of reserving your venue; venue costs often form the largest portion of an event budget.&nbsp;<br><br>You want your venue to represent the type and purpose of your event, as well as your organization\u2019s culture. Some basic considerations for a venue include the amount of space you need and the features and amenities the venue offers. <br><br>In addition, consider the venue\u2019s accessibility features. Also think about whether attendees can park there, as well as the venue\u2019s proximity to other key sites such as an airport.&nbsp;With all these considerations, make a list of key priorities for your venue. Just like you would when <a href=\"https:\/\/unimovers.com\/blog\/how-to-sell-a-house-and-buy-a-new-one\/\" target=\"_blank\" rel=\"noreferrer noopener\">buying a house<\/a>, consider going to see a few different venues in person and meeting with the staff.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-7-reach-out\">7. Reach Out<\/h2>\n\n\n\n<p>Next, you\u2019ll need to reach out to a number of people. If your event will involve speakers or special guests, invite them to the event.\u00a0<br><br>In addition, think about partnerships you would like to form with your community. For instance, you might ask corporate sponsors to help fund part of the event or see if any community organizations are interested in assisting. <br><br>Stovie describes working with external organizations as one of the hardest parts of event planning! Still, she always had main sponsors and supporting sponsors for her events. She worked to find local businesses who could act as main sponsors. <br><br>Lastly, consider how you\u2019ll staff the event. You can find volunteers, or you can hire event staff near you, such as UniMovers. <a href=\"https:\/\/unimovers.com\/services\/wedding-event-services\/\" target=\"_blank\" rel=\"noreferrer noopener\">UniMovers&#8217; services<\/a> include help with event set-up, event tear-down, food-running, and more, depending on your needs. UniMovers offers competitive pricing for <a href=\"https:\/\/unimovers.com\/blog\/eight-great-ways-to-use-hourly-labor\/\" target=\"_blank\" rel=\"noreferrer noopener\">hourly labor<\/a>\u2014often much less than venues will charge you to use their staff.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"681\" src=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-1024x681.jpg\" alt=\"Hourly labor team packing items\" class=\"wp-image-21036\" srcset=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-1024x681.jpg 1024w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-300x199.jpg 300w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-768x511.jpg 768w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-1536x1021.jpg 1536w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/DSC_0218-2048x1362.jpg 2048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-8-market-the-event\">8. Market The Event<\/h2>\n\n\n\n<p>Once you\u2019ve established a venue and speakers, think about branding and marketing your event. Choose a theme\u2014for instance, colors and a font, a name, and a logo\u2014that you\u2019ll use throughout your marketing materials.\u00a0<br><br>Consider how you\u2019ll spread information about your event, whether it be through an event website, email invitations and reminders, social media posts, physical signs, or word-of-mouth. Choosing multiple modalities can help you reach your target audience.\u00a0Stovie recommends looking into creative options like the radio and newsletters while appointing a designated spokesperson.<br><br>Depending on the scale of your event, you can also reach out to the media to help spread the word.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-9-plan-for-the-day-of-the-event\">9. Plan For The Day Of The Event<\/h2>\n\n\n\n<p>Now it\u2019s time to plan the day of the event more specifically. Create a detailed agenda, and assign your team responsibilities for the day of the event. Have an internal schedule that includes items like set-up times, as well as a cleaner public-facing schedule to distribute to attendees.&nbsp;<br><br>Stay on top of last-minute tasks like reminding attendees of the event and confirming the arrival of special guests. In addition, work closely with your event staffing to ensure the event is set up correctly.<br><br>Be ready to face surprises and make decisions on the fly!<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>&#8220;Something will always happen the day of.&#8221;<br><br>Maddix Stovie, Owner of Simply Things by Maddix<\/p>\n<\/blockquote>\n<\/blockquote>\n\n\n\n<figure class=\"wp-block-image aligncenter size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1600\" height=\"1067\" src=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food.jpeg\" alt=\"Waiter carrying food at an event\" class=\"wp-image-21201\" style=\"width:891px;height:auto\" srcset=\"https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food.jpeg 1600w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food-300x200.jpeg 300w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food-1024x683.jpeg 1024w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food-768x512.jpeg 768w, https:\/\/unimovers.com\/blog\/wp-content\/uploads\/sites\/9\/2024\/12\/waiter-carrying-food-1536x1024.jpeg 1536w\" sizes=\"auto, (max-width: 1600px) 100vw, 1600px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-10-congratulate-yourself-and-assess\">10. Congratulate Yourself And Assess<\/h2>\n\n\n\n<p>After the event is over, go back to those initial goals and metrics of success. How did you do? You may wish to send out evaluation surveys to attendees and solicit feedback from your staff. The sooner you debrief, the fresher the event will be in everyone\u2019s memory, and the more you can improve for next time!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-conclusion\">Conclusion<\/h2>\n\n\n\n<p>Now you know some of the key steps to planning an event. Start by considering your goals, building an event team, setting a budget, and finding a date for the event. Next, you can create a master plan and choose a venue. Reach out to your community, including sponsors or <a href=\"https:\/\/unimovers.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">hourly labor event staffing near you<\/a>. Get on top of branding and marketing before planning for event day. Lastly, do some reflection after the event\u2014get feedback so you know what to tweak in the future!<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-faqs\">FAQs<\/h2>\n\n\n<div id=\"rank-math-faq\" class=\"rank-math-block\">\n<div class=\"rank-math-list \">\n<div id=\"faq-question-696683a525a1f\" class=\"rank-math-list-item\">\n<h3 class=\"rank-math-question \">Where can I find event staff near me?<\/h3>\n<div class=\"rank-math-answer \">\n\n<p>UniMovers offers <a href=\"https:\/\/unimovers.com\/services\/wedding-event-services\/\" target=\"_blank\" rel=\"noreferrer noopener\">event staffing services<\/a> in locations in Florida, North Carolina, South Carolina, Iowa, and Texas. If you live in those regions, check out our affordable hourly labor options!<\/p>\n\n<\/div>\n<\/div>\n<div id=\"faq-question-696683a525a21\" class=\"rank-math-list-item\">\n<h3 class=\"rank-math-question \">How do I plan an event?<\/h3>\n<div class=\"rank-math-answer \">\n\n<p>Start by setting goals, building an event team, setting a budget, and finding a date for the event. Next, create a master plan and choose a venue. Reach out to your community and consider branding and marketing. Plan for the event day, and finally, gather feedback.<\/p>\n\n<\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Event planning requires fast thinking, creativity, and exceptional organizational skills. To offer you insights from an expert, we interviewed Maddix Stovie, a former event planner at the Cedar Rapids Economic Alliance turned business owner of Simply Things by Maddix. Maddix has planned a wide range of events, from citywide farmers markets to high-profile happenings like [&hellip;]<\/p>\n","protected":false},"author":70,"featured_media":21195,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"_has_post_settings":[],"footnotes":""},"categories":[5,8],"tags":[1370,1371,1372,1368],"class_list":["post-21187","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-guides","category-tips","tag-event-staff","tag-event-staff-near-me","tag-hourly-labor-event-staff","tag-how-to-plan-an-event"],"_links":{"self":[{"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/posts\/21187","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/users\/70"}],"replies":[{"embeddable":true,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/comments?post=21187"}],"version-history":[{"count":45,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/posts\/21187\/revisions"}],"predecessor-version":[{"id":27717,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/posts\/21187\/revisions\/27717"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/media\/21195"}],"wp:attachment":[{"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/media?parent=21187"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/categories?post=21187"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/unimovers.com\/blog\/wp-json\/wp\/v2\/tags?post=21187"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}