My Event Planning Guide

MY EVENT PLANNING GUIDE

Damara Simmons-McFerren

“Plan, prepare, and then be prepared for the unexpected…”

In event planning, preparation is key. Being the event manager , you have the potential to wear many hats. You can innovate and create a personal customized event for your guests. Simply visualize your event step-by-step, and execute your event with precision and timing.

1. Pick your design!

Elements

Essentials

EnvironmentEnergy

Emotions

2. Define your event objective

Educational

Enlightening

Engaging

Energetic

Why are you holding your event? What’s the “big picture” What are the event must haves Will you need a venue What type of atmosphere should the

event have

•Day and time of event•Anticipated weather, time of year•Location, location, location!•Themes and programs•Décor •Catering?•Guest parking•Late arrivals

3. Research and develop event vision

•Establish the focus of your event, site costs, food, programs (invitations)•Organize budget, and save all changed copies

4. Establish a budget

5. Choose the event theme

•Date

•Site

•Names

•Logos

•Atmosphere

•Props

•Deco

•Favors

6. Decide who’s invited

How many guests Guest profiles Financial sponsors

Save-the-date cards Graphics Invitation checklist

Guest List Invitations

7. Pick a date

Investigate: Major holidays Religious observation School breaks Sports events Special events

Consider: What’s at your venue

before, during, and after event

Day of week Season Volunteer and guest

arrival Weather conditions

Make reservations in advance, keep copies of all contracts or policies /agreements. This also includes if your event needs security, having an information table or center, lost& found, cash box. Compose information packets if necessary, and handle staff scheduling and procedures for closing the facility.

8. Registration, information, and staffing

9. Planning the menu

Four key elements to consider:1. Your Budget2. Is there a kitchen at the facility3. Guests4. Type of event

Start with FIXED costs Have a balanced menu

Nothing heavy or non-filling Cardinal Rule: NEVER run out of food!

10. Serving the food

Buffet Reception Action station Cafeteria style Family style Preset

Diagram of Servings Head table location Appearances Serving staff Leftovers

Serving Styles Also Consider

11. Select a site

Four main criteria to consider:Location-proximity of other locationsCost-total site costs, kitchen fees, rentals personnel

feesSize-how much room needed per personFacilities

Location requirements

•Bring copies of all signed contracts•Arrive well in advance of groups•Post directional signs in strategic locations•Event begins and ends in the parking lot•Can guests be dropped off at the front door?•Venue Requirements: audio, visual, lighting

12. Contracts, signs, and parking

13. The day of the event

Arrive early Unload and distribute supplies Post indoor signs Set-up and staff registration tables Move furniture, etc. Deliver tables and chairs Cleaning and closing site Procedures

Final Touches•Plan ahead•Consider the Atmosphere•Room temperature•What will guests see first when they arrive?•Rest•Enjoy!