The ABCs of Event Planning

This page provides practical tips and step-by-step guidance for event planning. The content helps you define the purpose and target audience of your event and guides you through the various stages of implementation.

Things to consider before beginning event production

Event organizer's checklist

Event Idea, Theme, and Name

  • Define the event’s idea, theme, and name.
  • Consider the impression you want to create.
  • If you wish to outsource the organization, you can hire an event producer.
  • Find event producers on our Subcontracting Services page.

Target audience

  • Clearly define the event’s target audience.
  • Check if there are other events happening in the area at the same time.
  • Check the Oulu Event Calendar for any overlapping events

Date and venue

  • Decide on the event’s date and duration.
  • Ensure the venue is appropriately sized and accessible.
  • Consider accessibility requirements.
  • Arrange an initial and final inspection with the venue owner or permit provider.
  • More information is available on our Event Venues page.

Project Timeline

  • Create a schedule for planning and executing the event.
  • Confirm key dates, such as reservation confirmations and permit deadlines.
  • Learn more on our Permits and notifications page.

Budget and Monitoring

  • Define the budget and funding sources.
  • Check possible conditions set by funders.
  • Prepare for budget overruns and unexpected costs.
  • Find more budgeting tips on our Funding page.

Permits, Notifications, and Insurance

  • Ensure all necessary permits and notifications are completed before the event.
  • Verify that all required insurance policies are in place.
  • Learn more on our Permits and notifications page.

Technology, Decoration, and Furnishings

  • Plan the necessary event technology.
  • Choose decorations and furnishings that match the theme (e.g., tables, chairs).
  • Schedule setup and dismantling work.
  • Find event technology professionals on our Subcontracting Services page.

Program and Performers

  • Create a program and book performers in advance.
  • Arrange additional entertainment and a host if needed.
  • Find performers through talent agencies, listed on our Subcontracting Services page.

Partners and Collaborations

Marketing and Communication

  • Define where and how to reach your target audience.
  • Prepare press releases and schedule their publication.
  • Utilize different media before, during, and after the event.
  • Create a visual identity and plan printed materials.
  • You can add your event to the Oulu Event Calendar.
  • Learn more on our Communication and marketing page.

Safety

  • Prepare a rescue and safety plan if necessary.
  • Appoint a safety officer and security personnel.
  • Arrange a first aid station and ensure sufficient emergency exits.
  • Find more safety tips on our Safety page. 
  • Remember, that the event organizer is always responsible for the safety of the event.

Tickets and invitations

  • Decide if tickets will be sold and where.
  • Confirm payment methods (cash, card).
  • Plan VIP tickets and invitations if applicable.
  • Find ticketing service providers on our Subcontracting Services page.

Catering services

Waste management and cleaning

  • Ensure proper waste management.
  • Plan the number of restrooms, handwashing stations, and trash bins based on the expected attendance.
  • Assign responsibility for post-event cleaning.
  • Waste management companies can be found on Oulu's Urban and Environmental Services page.

Transportation, Parking, and Traffic Management

  • Determine how attendees can reach the venue.
  • Verify parking options and fees.
  • Arrange traffic management and provide vests for staff if needed.
  • Find transportation service providers on our Subcontracting Services page

Staff

  • Define necessary staff roles and responsibilities.
  • Make staff easily identifiable (e.g., name tags, uniforms).
  • Ensure compensation, meals, and breaks for staff.
  • Find event staff providers on our Subcontracting Services page.

Event Documentation

  • Plan how the event will be documented (photography, video).
  • Share materials after the event, e.g., on social media.
  • Find professional photographers and videographers on our  Subcontracting Services page.

Collecting and Using Feedback

  • Gather attendee feedback, for example, through surveys.
  • Analyze feedback and use it for future event improvements.
  • Online platforms offer various templates for attendee surveys, which are an effective way to collect feedback.