You might wonder, What exactly is event planning? If you’ve tried searching on Google or browsing event management books, you’ve likely encountered many vague definitions. Based on my experience, event planning often gets confused with other concepts. Let’s clear that up by first discussing what event planning isn’t.

Event planning is not the same as project management. In project management, we focus on having the right resources, processes, and systems to execute all the tasks required for an event. It’s about setting targets, roles, responsibilities, deadlines, and tracking progress—essentially the logistical backbone of any project.

Event planning also differs from event management. Event management involves overseeing the tools, processes, and resources necessary to run live events. This includes everything from strategy development and budgeting to HR, branding, and logistics. But event planning takes place before management steps in.

Furthermore, event planning is distinct from master planning. Master planning deals with the big picture—defining the vision, legacy, strategy, and stakeholders of an event. It addresses fundamental questions and sets the foundation before moving into the detailed planning stage. Some may call this event planning, but I like to treat it as a separate phase.

Event planning is all about diving into the specifics of why, what, and how—and interweaving these details to create a seamless process.

"Why" focuses on the event concept, ensuring that clear goals and objectives are set before any detailed planning begins.

"What" pertains to the design of the event—everything from guest experience to the services provided.

"How" is where we focus on production—deciding on the venues, products, staff, and support services required to deliver the event.

The aim is to create a detailed plan that considers the attendee experience at every touchpoint. By taking the time to plan thoroughly, event planners can maximize quality and minimize inefficiencies—a step that’s too often rushed.

Allow me to share my approach to event planning, outlining the steps I take and the actions I perform during each phase.

While there isn't a singular method for accomplishing tasks in life, what truly counts are the outcomes, particularly in live events where achieving a high level of customer satisfaction is paramount.

There are nine key steps or projects to follow in planning our events to ensure we maximize their potential:

1. master planning

2. event design

3. event inventory

4. production planning

5. evect production costs

6. co-planning

7. tracking planning progress

8. preparing tasks for preparation

9. revising plans afterwards

In under 300 words, here’s a simple breakdown of event planning:

Event planning is about striving for better outcomes with fewer resources—saving time, money, and stress. Successful event planning involves nine key components. It starts with master planning, where you confirm the event’s concept and objectives. Next, you outline the experiences and services you want to deliver to your audience, breaking them down into actionable steps.

Before jumping into production, assess your available resources: space, staff, equipment, and services. Once you’ve integrated these resources into your event design, the plan becomes the foundation for subsequent phases, like marketing, operations, and logistics.

It’s crucial that all team members use the same tools and systems to ensure alignment and clarity throughout the planning process. Monitoring cost estimates against your budget keeps everything on track. After the event, the post-event review allows you to refine and improve for future events.

In short, event planning is about careful preparation that maximizes quality while minimizing unnecessary effort.

1. Learn how to optimize your event planning process to save time and costs.

2. Get access to ready-to-use tools and templates to streamline your workflow.

3. Gain expert insights from over 25 years of event planning experience.

4. Practical lessons that you can apply to any type of event—corporate, festivals, weddings, and more.

5. Improve your event management skills and deliver unforgettable experiences for your guests.