Event Planning Process

Event Strategy Planning

The Strategy Phase

The most successful events begin with a solid strategy. Understanding the event’s purpose and your organization’s overall ambitions will help us work together to create specific event goals and define measures of success. This early part of the event planning process is essential because we will clarify items that ultimately drive every design decision.

Together, you will work with your TSEC team to discuss communications strategy, budget, current event trends, and event design goals. Unfortunately, many event companies often rush or skip these conversations. Still, we consider this a critical step to ensure your event delivers precisely what you intend.

The Design Phase

The design phase of the event planning process will translate the event strategy into an experience that aligns with your organization and brand. Your assigned team from The Special Event Company will present you with concepts to further your message while creatively engaging your attendees.

Should we have an appearance from Elvis? A Texas Longhorn? A sequins-clad stilt-walking flapper? A person costumed as a zebra-skin rug? (We’veWe’ve done all of these – see the gallery.) But more importantly, does it make SENSE to include these things?

Trust that when you see your design proposal, you will see thoughtful consideration and creative ideas. Whether it’s a conference for cardiologists, a virtual continuing education course, or a gala for gamers, your event will be one of a kind.

Design Phase Planning
Event Planning Implementation

The Implementation Phase

Our team will be on location in advance or in our virtual event control room to ensure a smooth setup in preparation for the start of the event. You will receive a production schedule so you know how teams are managed, what is happening, and when.

We conduct pre-conference meetings with the venue and its main points of contact to ensure contractual compliance and service expectations and the overall safety, security and well-being of all people and things. In addition, rehearsals are conducted for both live and virtual events, show flows and presentations are confirmed, and all items are put in place to welcome attendees.

Our communication throughout the event will be constant with you, your team, and the stakeholders you request. We will maintain the trust you’ve instilled in us and execute your event at the highest level.

The Evaluation Phase

The big day (or days) have come and gone. The phase after the execution of the event will concentrate on evaluation. It can be tempting to move on to the next project. Still, The Special Event Company believes the post-event evaluation is critical in this process, so this debrief is scheduled with you before the event.

During this session, your team will discuss significant factors such as the event strategy alignment, design, response/change from attendees, budget, and lessons learned.

Together, we will discuss these items and speak about the location and venue or virtual event platform, event footprint, what did and didn’t work, and provide suggestions for future events. Finally, we will celebrate the event’s success and thank you for selecting us as your trusted event partner.

Post Event Evaluation Process

The Event Planning Process Has Lots Of Moving Parts!

Let us show you how our standardized procedures and best practices for event planning lead to producing a successful event.

Hunter S Gray Chief Strategy Officer and Video Production

Chief Strategy Officer

Hunter S. Gray