Date and venue Availability-
Before planning event, check date and venue availability, as these are the most important thing. Research the best venue location where your audience can easily communicate. Make proper arrangement for parking, public transports, etc.
Permissions-
Take permissions from government bodies like Municipal corporation, traffic police, pollution control board, excise department, entertainment tax, and PPL (Phonographic Performance Limited) license. PPL is a licence for playing recorded music in public, the licence for public performance of music recordings.
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IPRS (Indian Performing Right Society Limited) license.
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Excise Licence.
Budget and quotation
Make budget and get quotations from relevant vendors so that you can plan accordingly.
Event category:
Do market research before planning event and decide a category like Music concert, Sports, seminar, conference, spiritual event, exhibition, adventure activity, competition, etc.
Plan you marketing accordingly. Develop a timeline for everything to make your event successful. Book artist, anchor, production, before dates fill.
Event marketing and sponsorship
Discuss to people interest about your event concept; take reviews from general audience. Try to get input from experts and industry leaders; this is the best way to start event marketing. Make a proposal for sponsorship start sending to relevant companies.
Media planning
For good sponsorship, you should have strong approach in media management. Make some media partners, like
- Print media partner
- Radio partner
- Digital media partner
- Outdoor media partner
Create brand value make event logo, website, banner, and social media pages, and keep posting daily updates about your event, plan, artist, success, etc. Organize a press release with all the top media houses, which will raise awareness about your event.
Ticketing and invitations:
Invite dignitaries from your city like celebrity, social activists, and sportspeople, which will increase brand value of your event. In India there are a number of ticketing portals like Bookmyshow.com, Paytm.in, Insider.in, eventsnow.com, zoonga.com, ticketgenie.com, Explara.in, etc. Start selling tickets easily. Sell some tickets in early bird offer, then start phase-1, VIP VVIP, etc.
Plan your Security and risk management –
Hire very good and responsible security agency to manage your event. Take permission and help from local police and sketch your security plan before a weak at-least. Hire Mozo barricading, CCTV cameras, and walki-talki to manage crowd. most important thing is to arrange some fire cylinders and keep informing fire safety department. Ambulance Service is also a great accessory to be present at venue.
Traffic Diversion and management
Design traffic plan including: Signage, disabled parking, VIP parking, pedestrian access, marshals, car parking area, entry and exit points, lighting, road closures, and promoting alternative transport.
Site Preparation and Plan
Make sketch of venue and check power load availability, number of toilets, housekeeping staff, safety and emergency exits, etc.
Organize a briefing/meeting session
Do organize a pre-event briefing with all your staff, management, volunteers, security, technicians, managers, food vendors, etc. Create contact list for all staff members and circulate to everyone. Discuss emergency plans, risk management, etc.
