16 Jan 2020

How to plan an event

A well-orchestrated event feels easy and smooth to the guests, but that doesn’t mean it’s super simple to run. Like an orchestra, there are many moving parts behind the scenes to make an event succeed. Here are some basic ideas to help give your event the structure  and flow that it needs to make sure the experience is satisfying to your attendees.

First, identify the objectives and define your goals. As you plan an event, ask yourself why you are hosting the event and what you hope to gain. Do you want to sell tickets to group painting events? Are you hosting a conference to help promote your expertise in web design? Before you sell it to the world, identify the specifics about what your event is and why you are doing it and try to stick to these KPIs throughout the marketing process. 

Stay on brand. Define your brand and your audience and what these people should get out of it.  Is your event a marketing conference for experienced web designers to socialize? Are you hosting a live comedy show for up and coming comedians in London? Identify your brand guidelines and use core brand rules to guide you throughout the planning and keep you on track to meet your objectives from the entertainment you book to the food you serve. Hint: don’t serve cheese at a vegan fashion event and make sure to have a woman in tech keynote your conference about women in tech.

Make your event unique. People have a lot of choices on how they spend their time. Are you offering single people a great place to meet new people outside of a bar? Are you offering a way for families with young children to connect with nature? Let your target audience know why this event is worth their time and what is special about it. People want to participate in events that give meaning to their lives.

Event planners thrive on structure, but are agible in the moment

Event planners need to identify client needs and organize every last detail. They book venues, catering, entertainment, transportation, provide support to A/V teams, ensure that the equipment is on-site and that special guests are treated like VIPs. 

These folks thrive on organization and have a keen eye for detail and sharp organization. Planners must organize timelines and keep projects on schedule while ensuring that everything is on budget and that each player in the event is doing their job from the event’s inception to the post-game play by play.   

The best event planners are savvy networkers that have solid relationships with a diverse array of event professionals, from caterers and interior decorators to photographers, DJs and lighting technicians.

While event planners are incredibly organized, no one can predict real life. So it helps that these professionals are resilient and adaptable. These professionals need to be agile and have to be able to think on their feet so that if something goes wrong, they can troubleshoot in real time so that the guests don’t know there is a problem.

Event Registration Software

Once you have outlined your event and defined your target audience, it’s time to let them know about it. You can start by creating an event page. This online destination includes everything an attendee needs to know about your event. The date, location, time, headlining speakers, and venue details should be on this page. The information should be clear and to the point, so that people can find the facts. It should also have a strong call-to-action to entice them. Include lots of images and photos to create an emotional appeal and get people in the mood to attend.

If the event page does it’s job, then people will want to buy tickets. Make sure that the buy button is easy to find. Make it clear what payment methods you accept and consider multiple options so that it’s easy to transact. If you have special groups that need discount codes or complimentary codes, be sure to make it easy for these people to get tickets.

Once the page is complete and the buy button is ready, hit your marketing list and let them know. Send an email push. Get the word out on social media. Use those strong images and videos for your Instagram, Twitter, Facebook and YouTube pages. Create a hashtag and tap into other popular hashtags to help get attention. Encourage your fans to share across their social channels. Use these platforms to announce speakers and promote Early Bird discounts. Build up the interest through regular posts and ticket sales will likely climb.

While events have a lot of layers, following these guidelines will help you plan and execute your event smoothly.

Access Magnet event planning software online

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Event planning & management made easy with the right software

Yes, this is it. Here is the ultimate event planning and management software, serving you with structure and sharp functions while easy to use. Manage your event within every step of the way using Magnet event planning tool online.

Event planning software – for any event

Use Magnet event planning software whether you are a professional event planner, planning business events from time to time, or setting out to create a meet up free of charge.

Free event planning software

Magnet offers free event planning software. If you want to send out invitations and set up an event registration page for a free event, you can use Magnet event planning software for free.

Affordable event planning tool when you sell tickets

If you aim to sell tickets, you will find a highly flexible ticket sales system within the tool, and a range of payment solutions to connect with. There is no curing time for Magnet event planning tool, and you can upgrade or downgrade whenever you wish.

Event Planning Software

Allowing you to manage events in every detail

To promote and manage your event and ticket sales you will have a strong line up of smart functions behind you.
This will save you time when getting as many attendees as possible to your event.

Manage everything from printing name tags to communicating important updates by SMS and checking in the guests at arrival.
All using the same event management software.

When the event is over, you will also have access to relevant data, such as metrics. And the opportunity to easily follow up on the experience of your attending guests.

Different types of tickets

Provide Early Bird tickets, discounts and discount codes on one or more tickets. Set timed tickets, add products to your ticket such as admission along with a T-shirt.
Offer a waiting list when fully booked.

Check in app

Using the check in app at the entrance you will also keep track of which and how many guests that has arrived.

Select payment method

Choose which payment method to use for each event, and set a preferred method if you have a first option.
Visa and Mastercard, Payex, Payson, Billogram, Invoicing, Economy.

Different VAT rates

Admin interface for sales, revenues and VAT, receipts, reports.

Distribute, market, and sell more tickets

Create your own event page with individual event URL, retrieve automatic map, add videos or pictures, embed on website.
Send invites, share on social media, send SMS.

Follow up on sales statistics and orders

Are there any tickets left for sale? Have a closer look at the orders, number of attendees and checked in attendees.


Facebook pixel and LinkedIN.

Event planner software free

Time to create an event?

Let’s try it out; sign up for free and start exploring. Once you’ve created an account you will have access to our help center with FAQ:s and guides.

Go create your first event.

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