Back to Basics – Remembering Why We Are Event Planning in the First Place

I’m tired. I’m stressed. I wonder when we’ll be able to gather in large groups again. SAFELY. (Because I’ve seen some pictures of people gathering and it’s anything but safe.)

We continue to look at events and our event planning approach. Should we pivot them online? Should we cancel our events? And as much as I want to put my Digital Event Strategist certificate to use doing virtual events, first we have to head back to the beginning. And I mean right back to the very beginning of WHY we are doing this event and what we are hoping to achieve.

It is time to remember WHY we are event planning in the first place. Do you remember the basics?

Event Planning 101 – The Basic Questions

COVID-19 has given us a unique opportunity again to really examine the basic questions of why we are planning an event. It has provided us a chance to look at the annual conference or that signature fundraising gala in new ways. Not to re-imagine ways to take it online (although that is something we can do!), but look at it in ways that give it true purpose.

• How do we support your organizational goal?
• How do we accomplish your objectives?
• Can you accomplish what you need by holding an event?
• Does your event NEED to be in-person?
• Can your event meet your goals via an online event?

The conversations we were having back in March are not the same conversations we are having now in August. And, to be honest, I think we will have different conversations again in October! The main difference for myself is more of the ‘WHY’ and ‘HOW’?

What is Your Reason for Planning an Event?

Obviously, I am happy to support any event initiative, but we do need to do more than just check off the ‘event box.’ We need to look more at what the REASONING is for having the event. Because our attendees are going to need it in order to consider this new way of attending.

Are you asking your attendees to go out into a group of people? If so, let’s face it – someone is going to break the rules and either take off their mask, hug someone, or both… and now we’re all a bit upset about risking our safety for a gathering. Or are you going to ask your guests to spend yet another hour in front of their computer?

Event Planning BETTER for Our Attendees

I truly believe that our attendees, frankly, should have been asking better of us before. So, let’s take this opportunity to do better now!

Let’s go back to the beginning and make sure that when we are designing events, that we are really justifying our ATTENDEE’S time and developing programming that does check off the organizational goals.

If we want to hold a conference – how does it serve our needs AND our attendees? What are they going to learn? What gap are we filling? If we want to hold a fundraiser – who do we want or need to be there? What do they want to do? What message is key to get out to them? Are we trying to raise money, awareness, or both?

If we cannot take the time in our event planning process to answer the 5 W’s (who, what, where, when, why), then we don’t deserve our attendees time either.