An event management plan is a comprehensive document that outlines all the details and timelines for organising and executing an event. Typically prepared by an event management company’s project management team, it serves as a guide for the planning and helps ensure that every aspect of the event is meticulously engineered. The key components that should be included include event overview, objectives, budget, timeline, logistics, marketing, ticketing, programme and technical requirements.

A full-service event planner is an agency (like Virtual Approval!) that provides comprehensive event management services from conception to execution. Also known as a corporate event planner, they handle all aspects of the event and ensure a seamless and successful experience – typically through planning and coordination, logistics and operations, marketing and promotion, programme development, on-site management, technical support and post-event services.

Event management services and event planning services are closely related but different aspects of organising events. Event planning focuses on the initial stages of creating and designing an event, like setting the foundation and strategic direction. Event management, on the other hand, involves the execution and oversight of all planned aspects during the event. This encompasses all logistical and operational tasks to ensure the event runs smoothly. Think of event planning as the ‘what’ and the ‘how’. Think of event planning as bringing that vision to life. Think of Virtual Approval as the event management company that does it all!

Organising an event takes a lot of hard work, but three of the most important steps are planning and concept development, logistics and coordination and on-site management and execution. Effective planning lays the groundwork, detailed logistics ensure all elements are in place and thorough on-site management brings everything to fruition smoothly. In any case, we recommend working with an events and management company who knows exactly what they’re doing (like us!)

Creating an event budget involves a detailed and systematic process to ensure all potential costs are accounted for and managed effectively. The steps you should follow (or trust your chosen event management company to follow!) include defining scope and objectives, listing all potential costs, sourcing quotes for services, allocating funds and tracking expenses. 

The time required to plan an event can vary significantly based on several factors, including the size and complexity of the event, the experience of the planning team, and the availability of resources. Small events can take just a couple of weeks to plan, with larger events often taking months or over a year to organise effectively. By following a structured timeline and allowing sufficient lead time based on the event’s scale, you can ensure a well-organised and successful event. At Virtual Approval, we have extensive experience with corporate event management, hosting events of all shapes and sizes on-time and on-budget.