When planning an event, there are many factors to consider, the overarching one would be whether to attempt the coordination to oneself or to hire a professional. Event planners have expertise acquired through many years of executing a variety of events and are aware of current trends in event design. They have established processes in place such as the development of a critical path in order to ensure event success. Professional event planners are part of planning bodies (such as PCMA or CanSPEP) and value educational opportunities. They possess insurance and operate with a risk mitigation approach when reviewing venue and entertainment contracts. Moreover, they have a myriad of connections with suppliers (e.g. décor companies, DJs, caterers, photographers, florists, printers).
The following is a listing of key elements to consider when planning an event; all of these will impact the amount of time needed to execute the event.
Event Type and Scope– Gala, annual conference, launch event, webinar, hybrid event, XMAS party, trade show, fundraising walk, think tank meeting, board retreat
Event Timing– half day event, full day event, multi-day event, sequential or break-out tracks
Event Size– Less than 100 delegates, 100-250 delegates, 250+. This affects venue size and room configurations.
Content Development & Speaker Management– Content to align with event theme, need for keynote speakers or panelists, abstract management services, liaison with universities for CME, coordination needed for receipt of bios and PowerPoint presentations
Marketing – Event promotion is key to the success of any event. Event promotion starts with the development of a marketing plan and can include the production of communication materials (flier, signage, tickets, invitations, event program), media relations (print, radio, TV) and social media.
Logistics required– Arranging for promo codes with various airlines or train/bus companies, need for swag bags, social program, spousal program, transportation during the event, catering, AV services, photography, videography.
On-site services– Production of name tags, registration, flow of event, run of day (event script)
Evaluation– Creation of a survey and analysis of results
Once the scope of the event is clearly established, the fun begins with the development of the event’s theme and the budget. At Health Care Event Planning, we create optimistic, break-even and pessimistic budget scenarios so that the client is fully aware of the financial realities of the event. We also specialize in working with volunteer committees to establish the content and assist with sourcing engaging speakers that are experts in their field.
What ultimately sets us apart are the value-added services which include:
- Expertise in the health care field
- Translation of documents from English to French
- Extensive media training which enables our team to interview speakers and produce short videos that can be used to promote the event
- Expert moderation and facilitation of workshops and panel discussions
As can be seen, hiring an event planner is an investment that is worthwhile. Let us plan your next stellar event!