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How to Plan an Event
10 Steps to Get You Started With Event Planning 辦活動的十個計劃步驟
設定活動的目標和階段靶心
The very first step is to establish a tangible goal and objectives. (e.g., why are you organizing this event and what do you hope to achieve?)
這是第一個步驟是建立一個明確可見的目標與具體階段靶心，例如：為何要辦這個活動，希望達成的目標為何等等
建立團隊
Any event takes a concerted team effort to handle all of the details. Consider identifying one key Event Manager or Event Chair as well as individual Chairpersons for subcommittees, such as:
任何活動都需要靠一個團隊合作來處理任何細節，考慮派任一位活動負責人或總召集人，有必要時組成不同的小組委員會，並有專人負責：
- 場地管理
- 講者
- 娛樂
- 公關宣傳
- 贊助者
- 志工管理
設定日期
如果是週期性的活動，日期可能已經先決定好了，但如果是新活動，在決定日期之前，確認要考慮以下問題：
- 留給自己足夠的時間！ 理想中，應該有 4-6 個月進行規劃（視活動性質而定）
- 留意是否遇上國定假日或宗教節慶
- 避免學校放假期間（如寒暑假、考試期間等）
- 確認重要參與者的時間，如講者、報告者、貴賓等
Planning an event right now? Download our Event Planning Checklist here.
- Brand Your Event
If you want your event to stand out, you need to choose a timely and compelling theme that sets you apart from your competition. This means that you need to come up with a dynamic overall theme and you need to take great care with the actual name – since it can be a key attention-getter, especially in online media.
Brainstorm names: When you are brainstorming the event name, think about: how is your event different from other events in your sector? what are you hoping to convey through this event?
Create a Tagline: Once you’ve come up with a name, also try to craft a tagline – a short, memorable branding slogan that describes the event.
Design a Logo: The final step will be having a logo created to represent your event. A logo can be an effective branding tool – offering immediate recognition of your event in all of your publicity and promo items (e.g., Tshirts, water bottles, bags, etc.)
建立主計畫
這份計畫要包含活動的所有面向，包含：
- 場地、物流後勤和餐飲管理（簽約、許可、保險等）
- 講者/報告人（找適合人選、確認和後勤管理安排）
- 活動/娛樂
- 公關/宣傳 （線上／線下，前者如官網、社交平台等，後者如印海報、其它媒體曝光等等）
- 報名（線上報告、付款繳費追踪、現場報名等等）
- 贊助／合作伙伴
- 志工管理
決定行政安排
In other words, how are you going to keep track of your planning, registration, budget, guest and speakers lists, etc.? 如何追踪計畫進度、報名狀況、經費預算、來賓與講者名單等等？
If you are a Wild Apricot Membership Management client, you can quickly and easily create an event and manage your registration through our online event management system.
If your website or membership database is not powered by Wild Apricot, you may want to determine how to best organize and track all of your event information. You could review event management software tools through a directory, such as Capterra (http://www.capterra.com/event-management-software).
Are there organizations that you could partner with or call on for sponsorships to defray the costs and increase potential participation? When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success.
You might want to consider:
- Seeking corporate sponsors to fund a portion of the event. This can range from national organizations that might want to sponsor a dinner, offer a door prize or a key silent auction item, to local businesses that might be able to provide goods or services, such as flowers for the tables, gift bag items, etc.
- Partnering with community organizations who might be able to offer a venue and/or assistance with organizing or staffing an event
公關宣傳安排 即便有最驚采的講者或娛樂明星陣容，還是需要透過宣傳推廣讓人上門，活動推廣始於先從組織官網上的通知、電子報訊息、電郵等，讓大家先把這個日子保留下來。然後開始進行線上或離線的宣傳、經營媒體關係、擴大外展關係來鼓勵宣傳。當然活動計畫如果沒有事後的一些元素，如參與者感謝、贊助者致謝、活動報導等等就不算完整。
For details on promotion, check out the Event Promotion Guide. 有關宣傳活動的細節安排，可參考我們的活動推廣指南
安排經費預算
經費預算應評估主活動計畫所有的重要項目，別忘了包括講者、報告人的差旅住宿費用等等。
How will you determine if your event is a success? Do you measure success by the number of registrants or attendees or is it dependent on you breaking even or raising a target amount in donations?
When you set your initial event goals and objectives, you should also consider how you will evaluate the event to determine your success. If you are using a membership management software package, such as Wild Apricot’s, you can easily track registration numbers and fees. But, if your event involves tracking, for example, a silent auction, then you’ll need to put some processes in place to identify goods offered in kind and funds raised at the event.
By the same token, if the objective of your event is to raise awareness, you’ll have to benchmark and gather data on online social media activity/mentions etc. and offline publicity – again based on your initial goals.