The Event Planning Process

• Why am I organising the event?
  (Goals, purpose, who benefits and how value is created)
• Who is the event for?
  (Target audience, accessibility, participants’ needs)
• Where will the event take place?
  (Location, accessibility, suitability for the nature of the event)
• How will the event be organised?
  (Schedule, resources, partners and collaborators)
• How will the event be funded?
  (Budget, production support, ticket sales, other funding sources)

• Define the concept, theme, and name of your event. Consider what kind of image you want to convey — this will help guide your content and visual decisions.
• Clearly identify your target audience: who is the event for, and who do you want to reach?
• Check if there are other events happening in the area at the same time. Use Oulu’s event calendar to avoid scheduling conflicts.
• If you prefer to outsource the event planning, you can hire an event producer. You’ll find producers on our Subcontracting Services page.

• Decide the date and duration of your event.
• Ensure the venue is appropriately sized and easily accessible.
• Consider accessibility needs.
• Make sure to arrange inspections with the lessor or permit issuer both before and after the event.
• More details are available on our Venues page.
  
   

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

• Create the programme and book performers early.
• Organise side programmes and a host, if needed.
• You can find performers through booking agencies listed on our Subcontracting Services page.

• Take care of all necessary permits and notifications before the event.
• Ensure that all required insurance policies are in place.
• Read more on our Permits and Notifications page.

• Create a schedule for planning and implementing the event.
• Confirm important dates, such as booking confirmations and permit deadlines.
• Read more on our Permits and Notifications page.

• Consider the skills and personnel your event requires.
• Define necessary roles, responsibilities, and workloads (e.g. management, communications, coordination).
• Ensure that time and tasks are realistically planned.
• Don't forget volunteers and their orientation.
• Identify which tasks can be outsourced or carried out with partners.
• Find suitable collaborators for different parts of the event.
• Visit our Subcontracting Services page for producers, performers, and other event professionals.

• Check how to access the event venue.
• Ensure there are sufficient parking spaces and clarify any fees.
• Arrange traffic control if needed and provide vests for the controllers.
• You can find transport service providers on our Subcontracting Services page.

• Plan the necessary event technology.
• Choose decorations and furnishings that fit the theme (e.g., tables, chairs).
• Schedule the setup and takedown work.
• You can find event technology professionals on our Subcontracting Services page.

• Prepare a rescue and safety plan if needed.
• Appoint a safety manager and security personnel.
• Set up a first aid point and ensure sufficient emergency exits.
• Read more tips on our Safety page.
• Remember, event safety is the organizer's responsibility.

• Define where and how to reach your target audience.
• Draft press releases and schedule their publication.
• Use various media channels before, during, and after the event.
• Create a visual identity and design printed materials.
• Plan the documentation of the event (photos, videos). Visual material supports post-event communication and can help market future events.
• Photography and videography professionals can be found on our Subcontracting Services page.
• You can add your event to Oulu's event calendar.
• Read more on our Communication and Marketing page.

• Decide if tickets will be sold for the event and where.
• Ensure available payment methods (cash, card).
• Plan for possible VIP tickets and invitations.
• You can outsource ticket sales to providers listed on our Subcontracting Services page.

• Define the necessary staff and their roles.
• Make staff easily identifiable (e.g., name tags, clothing).
• Take care of fees, meals, and breaks.
• Event staffing providers can be found on our  Subcontracting Services page.

• Ensure smooth event operations through practical arrangements:
• Organize catering and beverages yourself or outsource them.
• You can find catering and banquet service providers on our Subcontracting Services page.
• Ensure proper waste management and cleaning, as well as enough handwashing stations, toilets, and bins relative to the expected number of visitors.
• Waste management providers can be found via Oulu city's Urban and Environmental Services pages.
• Agree on responsibilities and schedule for cleaning in advance, to be handled after the event ends.

• Dismantle and pack down the event properly
  • Take care of cleaning and waste management

Post-event marketing

• Share materials after the event, for example on social media
• Archive images and materials to support the marketing of future events

• Collect feedback from participants, for example through a survey form
• Analyze the feedback and use it to improve your next event
• Online, you can find various templates for creating visitor surveys — an effective way to gather feedback on your event