How To Organize Your First Public Event As A Small Business

Event planning is a major feat. Organizing your very first public event as a small business can be even more nerve-wracking. Planning may take weeks and countless sleepless nights, but staying organized can reduce the event-centered headache.

So, how do you plan your very first event as a small business without losing your mind? Here is how you can organize your first public event as a small business.

Write down a budget

First and foremost, figure out how much your business can afford to spend on your event. You don't want to be halfway through event planning only to have to delay it because you can't afford to pay a vendor. Be realistic. Know your limitations, and remember to consult the person in charge of your finances. A budget will help keep you grounded in terms of the scale of your event.

Define your purpose

Have a clear purpose for your event. You want your audience to know why they are there. If you are launching a new product, sell the event as a product launch. If you're holding a fundraiser, prepare to let people know why they should donate money to whatever cause you are promoting. Are you a restaurant holding a soft opening? Great! Let your customers know that you'd like their feedback.

Identify your target audience

After you have figured out your budget and purpose, you need to identify who your target audience is. Once you do this, everything else should become clearer. Demographics can help you figure out the format of your event and what kind of concessions to have; you'll even be able to determine aesthetics, entertainment and accommodations.

Set a date

A lot of considerations should come into play as you choose your event date. For instance, find out if your competitors are holding a similar event around the same time. Ascertain the availability of your intended audience beforehand. And most important, don't schedule your event too soon. You need time to book speakers, raise money, pay deposits, etc. It's perfectly okay to start planning an event a year in advance. On the other hand, don't wait too long to hold a product launch. Anticipate the event in advance as you perfect your product's design.

Create a to-do list

Don't rely on your brain to remember every little detail and task you need to do. You'll have plenty of distractions to make you lose sight of your to-do list. Write it down, instead. Make a physical list -- on paper or on your phone, computer, wherever -- of things you need to do to prepare for the event.

Assemble a vendor list

Once you have created a to-do list, draw up a vendor list. Your tasks will show you who you need to hire to get them done. Choose two or three vendors for each category -- food, entertainment, equipment rental, etc.-- and request quotes. Remember, the cheapest quote may not always be the best option. Balance quality and affordability for the best value.

Prepare a detailed marketing plan

Work on a detailed marketing plan to attract people to your event. Work with a resourceful marketing team to get your campaign right. Consider using social media to hype up the event in the days before it happens.

Seek out sponsors

Many like-minded organizations are always on the lookout for opportunities to collaborate with small businesses. Seek out these companies and give them incentives to attract their sponsorship. Incentives could include free ad space, brand promotion and samples of your product.

Delegate as much as possible

You cannot do everything by yourself. Delegate responsibilities to your partners and employees as much as possible. Consider letting different individuals handle areas that they enjoy. For example, one employee may be great with location logistics (space, safety codes, etc.), and someone else may enjoy helping with the music.

Set expectations

Your team will be looking to you for guidance. Set the expectations for your event and follow up on every item. Communicate these expectations clearly to everyone helping with the event, including vendors. Set a good example by meeting and exceeding your own expectations, too.

Finally, expect the best

After all the planning and hard work, expect the best. Having a positive outlook after working so hard will communicate a job well done to your team. Remember, there's no shame in mistakes, and you'll have plenty of opportunities to correct them in the future. This is your first event, and though it's important, it's just the start of something great.