Define goals and format.
Although it may appear self-evident, this question should be treated with caution. Formulate the purpose as precisely as possible: do you wish to impart knowledge to participants, thank partners, collect funds for a project, or provide guests with aesthetic pleasure? The following factors will influence the event’s format: concept, time and duration, team duties, hall decoration, food, and sound.Pay attention to planning.
Consider the logistics, content, and promotion of the event as part of the plan. Create a document that is shared by the entire team and allows everyone to view each other’s tasks as well as the larger picture. Prepare a list of the main tasks first, then go over them as thoroughly as possible in the form of specific stages that must be completed. Important to specify in the plan the time required to complete the task. It is frequently undervaluing, and the preparation time is longer than you might imagine. It is frequently undervalued, and the preparation time is longer than you might imagine. 
Build a budget that takes into account unforeseen situations.
Examine your to-do list and include it in your budget. It’s also a good idea to consider having a reserve in case of unanticipated circumstances. In my practice, for example, there was a time when it began to rain on the day of an outside event. You needed to relocate quickly and carry all of the equipment and furniture. It is preferable to consider such scenarios ahead of time and budget for them.The devil is in the details.
If you want to surprise your guests, think about everything down to the last detail: how the registration goes, who greets the participants and how they are greeting, what kind of music is played, whether you have an interesting photo corner, how your presentations are designing and the team is dressing, and what the breaks are filled with. During registration, for example, you may offer participants the option of attending a short class, playing games, or watching informative movies. Try to surprise people and create a wow effect, exceeding their expectations in the most ordinary things.Check the location and think of a plan “B”.
At the time of choosing a location, make sure to personally inspect it. It could happen at any time that the air conditioner in the hall breaks down, that there is no restroom for individuals with special requirements, or that the width of the doorway prevents equipment from being brought inside. As a result, practice such situations ahead of time.Assign responsibilities to different people.
Not just during the planning stage, but also throughout the event, it is vital to distribute tasks among team members. Divide the responsibility of people into zones. Someone is in charge of the registration area, someone is in charge of meeting speakers, someone is in charge of equipment, someone is in charge of food, someone is in charge of media contacts, and so on. Everyone should have their own zone, which must be managing at all times during the event. Distribute a document outlining the team’s responsibilities so that everyone knows who to contact with which questions. 
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