Planning an Event: Fun, Challenge, or Both?

You’ve decided to organize an event. Great! But hold on—are you prepared?

Because this isn’t as easy as just gathering around for tea and a chat. You’ll need a checklist: venue, budget, announcements, speakers, coffee breaks… and probably every day you’ll add something new to it.

Don’t worry! Event planning is a bit like running a marathon, solving a jigsaw puzzle, and cooking three meals at once. But that’s exactly where the magic lies—with creativity, flexibility, and lots of laughter, anything is possible!

That’s why we created the Event Planning Guide for Civil Society Organizations to help you manage this stressful yet rewarding process more easily. And there are two versions:

• A stylish design version for those who love visuals
• A printer-friendly version for those who prefer simplicity

You can download whichever one you like and use it as your go-to resource while planning your event.  But first, let’s take a look at what awaits you when organizing an event...

1. Choosing the Venue: Dreaming of a Conference Hall, Ending Up at a Community Center

Finding a venue can be as tricky as booking a wedding hall. Suddenly, the only affordable option might be the local tea garden!

No worries! The important thing is whether the venue fits your event. Is there a microphone? Does the sound echo? Is it accessible for people with disabilities? (Very critical!) Will there be any outside disturbances like a parade or loud music?

This is exactly where our Event Planning Guide comes in—explaining step-by-step what to check when choosing a venue.

• Plan early—don’t leave it to the last minute!
• Consider alternative spaces (cafes, workshops, outdoor areas).
• Find a comfortable place that fits your budget.

2. Budget: The Art of Doing a Lot with Very Little

Golden rule of event organizing: "Don’t spend money on anything you can get for free."

But that doesn’t mean volunteers should bear all the costs and leave saying, “We spent 3000 TL out of our own pockets!” Budget management is crucial. In the guide, we explain:

• List the expenses to prevent last-minute surprise costs.
• Try to get support for venue, transportation, and food from the municipality or local supporters.
• Think about ways to raise funds. (Volunteer support, sponsors, even a charity sale would work!)

3. Participants: Will Anyone Actually Show Up?

Imagine a perfectly prepared event with an amazing program… and nobody shows up—because you forgot to announce it properly!
Announcing the event is not just about sharing it on social media. In the guide, we explain how to effectively reach your target audience.

• Make your invitation engaging—don't just say “Come,” explain why they should come.
• Create engagement—run polls like “What would you like to see at this event?”
• Send last-minute reminders—people are forgetful!

4. Last-Minute Crises: Panic or Solution?

Event day arrives and suddenly: the microphone doesn’t work, a speaker is stuck in traffic, and it’s pouring rain!
That’s why you need to think about crisis management ahead of time. In the guide, we provide practical tips for possible crises.

• Have a Plan B, even a Plan C ready.
• Maintain strong communication within your team—everyone should know their role.
• Don’t panic—laugh it off! (Mishaps are part of the experience.)

5. Conclusion: Learning by Having Fun!

Organizing events can be a truly enjoyable experience—if you have the right roadmap!

That’s why we created the Event Planning Guide for Civil Society Organizations, packed with:

• Step-by-step event planning tips
• Budget management and fundraising strategies
• Participant engagement techniques
• Checklists for accessible, inclusive, and sustainable events
• Crisis management tips

And much more! So, download your guide, grab a cup of tea or coffee, and start planning. And remember: sometimes, the little mishaps make the best stories!

Frequently Asked Questions (FAQ)

• Where should I start with event planning?

First, define the purpose of your event. What do you want to achieve? Who is your target audience? Once that’s clear, the rest becomes much easier!

• I have a very limited budget. What can I do?

No worries! With local partnerships, municipal support, and volunteer contributions, you can keep costs low. Our guide offers lots of tips for organizing events on a small budget.

• How can I promote my event to more people?

It’s not just about social media. Use platforms suited to your target audience, collaborate with others, and create interactive content—like small competitions or polls!

• What should I do if something goes wrong on event day?

Something will go wrong—let’s accept that from the start. But don’t panic! Our guide has emergency plans and crisis management tips. Stay flexible, communicate well, and focus on solutions.

• How can I make my event more inclusive and accessible?

Accessibility for people with disabilities, gender equality, environmental sustainability, and creating a safe and welcoming space for all—our guide covers it all in detail.

With a few thoughtful touches, you can make your event much more accessible to everyone!

Additional Resources

• Info: It’s very important to ensure your event is accessible to everyone. You can find the answer to "How to plan accessible events?" in this video:

What are we doing for accessibility and what should we pay attention to?

• Info: How can you better engage participants in your event? Suggestions for interactive and inclusive events are in this video:

What do we expect from you for inclusive, equitable, and safe events?

• Info: How can you promote gender equality at events? Here’s a video that serves as a guide:

What are we doing for gender equality and what should we pay attention to?

• Info: You can find what to consider to ensure children’s safe and active participation at events in this video:

What are we doing for child safety and participation?