Event Planning Guidelines by Gloria Buono

Meeting and Event Planning

General guidelines for organizing before, during and after an event

By Gloria Buono © [email protected]

917-701-1145

Gloria Buono (c) 2004 2

Why Event Planning Guidelines?

• Establishes criteria for venue selection via use of effective information collection and keeps planning and planners on track

• Enables time for well thought out promotion, strategic planning and budgeting

• Helps fine-tune event pricing structure, cancellation policy, audience, attendance expectations, committee establishments, etc.

• Provides ample time for choosing target date/s, preparing budgets and for more realistic schedules

• Enables creation and review of a preliminary agenda, preplanning of guest list, keynote speakers, etc.


Before Event

• Send RFP’s to prospective venues with meeting/event requirements; Narrow it down to 3 choice venues and negotiate; Visit venues regardless of whether a recently used facility or a new site (request hotel discounts if applicable)

• Review contract proposal to ensure there are no “hidden fees”and that costs are under control

• Schedule dates for promotions and communications – posters, invitations, advertising, brochures, etc.; Establish PR needs, press releases, media contacts, interviews, security needs, etc.

• Determine staff and outsourcing needs (e.g., consultants, printers, lettershop, miscellaneous vendors, etc.)

• Finalize agenda, confirm keynote speakers, special VIP guests, gifts for speakers, awards, contests, prizes, raffles, etc.


During Event

• 1-2 hours before registration booth opens meet with staff to prepare, review tasks, registration, badges, programme, handouts, feedback forms; Verify materials/supplies and rentals were delivered; Walk-through, check signage, kiosks, decorations, easels, etc.

• Monitor materials/supply inventory and update respective checklists

• Collect data and business leads; Keep solid documentation of procedures and progress; Find time to network


After Event• Pack and inventory all materials and

collect event feedback forms (if any)• Review invoices, bills, etc. and verify

amounts match budgeted figures• Compile list for thank-you letter mailing • Analyze collected data for final meeting

reports, evaluations, sales leads, etc.


Before, During and After Event Model

Business Result:

Successful Event!Sold-out event;

PositiveAudience

Q&A

Before:

RFPs;Negotiate;

Promote andcommunicate; Assign

speakers; Finalize agenda and choose awards

After:

Pack, collect data;

Review invoices; Mail thank-you letters;

Analyze data, final meeting reports, sales leads, etc.

During:

Pre-eventstaff meetings;Set up and walk

through; Monitordeliveries; Documentdata and procedures