From mid and end of year concerts, theatre productions, showcases, alumni meetings, staff meetings and conferences to fashion shows, talent shows, summer camp performances, balls/formal events and graduations – there’s no end to the possibilities when you’re responsible for planning a school event.

But the main question is… How do you know you’re on track to planning and organising the school event to the best of your abilities?

Each school event has it’s own unique set of requirements, but here are five ways you can ensure you’re on the right track to organizing your next school event:


1. Decide on your event goals and objectives

The main questions you need to be asking yourself before planning the school event is 1) Why are you planning this school event 2) What do you hope to achieve at the end of the school event?


It is easy to give a general answer to these questions, however, the main thing here is to identify the reason the school event will take place in the first place and set goals and targets you hope to achieve and reach by the end of the school event. These goals may be as simple as, the event ran smoothly or everyone enjoyed themselves but if possible, measurable goals are a great way to plan ahead and then analyse the event once the school event is over. Goals such as ticket sales, collecting email addresses, student sign ups for a course or event, raising a certain amount for a charity etc.


2. Decide on your event team strategy


Any school event that is taking place needs a team effort to manage all the details and requirements for the event. Consider identifying one person for each of the following, such as:


Location and venue Management

Speakers/artists/student management

Extra entertainment

Publicity and Marketing to parents/students/locals

Sponsorship management

Volunteer management


However, in a lot of cases, you may be the sole person responsible for all of the above. If this is the case, to save yourself from getting muddled and confused, we suggest to buy a binder and separation tabs, so that you can manage each element of the school event in an organised and structured manner.


3. Brand your event


No matter what school event you are planning, you most probably will need to shout about it in some form of Marketing. Be it, an email or letter to parents, students or locals, or a flyer, banner or video or social media page.


In order for your school event to stand out from previous years events or competitors events, you need to decide on a compelling theme that sets you apart from the rest and impress your target audience/attendees.


This means that you need to come up with a dynamic overall theme and decide on a name. This may already be decided for you, however, it’s important that you note the importance of this for any school event. It can be a key attention grabbing element, especially online.


The three main things you need to do to brand your school event are:


  1. Names – Decide on a unique name (unless this is decided for you)
  2. Create a tagline – Creating a tagline is crucial. It should explain the entire event and what your audience/students/parents will get out of it.
  3. Design a logo.


4. Establish your budget


Your budget should incorporate estimates for all of the key items identified on your ultimate plan. Don’t forget to include any travel or accommodation costs for speakers, presenters, artists etc.


5. Determine your evaluation process


To determine whether your school event was a success, you need to measure the success of the school event by means of some for of metrics. This could be in the form of event attendees, ticket sales, items bought, charity donation amounts etc.


If the objection of your school event was to raise awareness, you’ll have to measure the success of the school event via the likes of social media activity, mentions online etc and offline publicity, again, all based on your initial goals.


For any staging, lighting and production enquiries or a quote, visit or call us on 028 942 40888

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