Basics of Event Planning

By: Matt Cook

Setting Up the Event Committee

• (Information retrieved from textbook and class notes)

• When setting up the event committee you will want to try and match each person in an area they are skilled or interested in.

• You want each team member to feel comfortable with what they are doing.

Getting Started

• The first thing you will want to do for any event is have a vision/ set of goals for the event.

• You will want to define the objective of the event. (Ex. Is the event educational oriented? Is it supposed to be an enlightening, engaging, or entertaining event? Raise money? Product launches? Etc.) You will want to know this before you start setting the event up, because it influences decisions made.

Getting Started Cont.

• One of the first and most important parts of setting the event up is projecting the budget, because the budget determines the final decisions that can be made for the site, food served, prizes awarded, guest speakers, security, decorations, etc…

• An important rule of thumb is to NEVER mix event money with your own b/c it complicates issues with the client.

Organizing

• Having a detailed plan for how you want to set up the event it essential for creating a successful event. Ideally, it would be nice to have a year to set an event up, but that often is not the case. You and the event committee need to get the timing of everything taken care of early and have backup plans for any setbacks that may occur along the way.

Finding a Location

• The selection of the location is probably the most important part of event planning. You want the location to fit the theme and type of event you are holding. (Ex. If you are setting up an awards banquet for outdoorsman then you would more than likely want the event close to a lake setting or anything that has to do with this activity. Having this type of banquet in a city would not feel appropriate.)

Finding Location Cont.

• Along with finding a location that fits the type of atmosphere you want to create there are also other things to consider. (Ex. Parking access, how big the location is to fit the # of people attending, if you need security is security included, is there an event right after or before yours, does the location have any restrictions or requirements, and does your budget allow you to have the location, etc.)

Food and Beverage

• You always want to be prepared when it comes to the food and beverages. It’s important to have a variety of food, so that everyone is satisfied. You will ALWAYS want to include vegetarian selections. Make sure to know ahead of time if the site you are at provides plates, napkins, and silverware, because if not that will be included in the budget.

Food and Beverage Cont.

• If the event is around lunch time you will want to have an easier menu appeal. (Ex. Boxed lunches)

• If the event is around dinner time you will consider what kind of serving style would best fit the event. (buffet, reception, preset, cafeteria style, etc.)

The Final Details

• Always have a backup plan for the weather if the event is supposed to be held outdoors. (do you have another venue set up in case? Will the event be pushed back to a later date? Etc)

• If invitations are involved, make sure to send them out at the appropriate time and to everyone expected to attend. Remember to include the event name, date, time, location, directions, parking details, dress code, and RSVP address.

The Final Details Cont.

• Make sure everyone who is working the event knows the correct dress attire and the schedule.

• If media is going to be at the event, plan accordingly and consider things like if they are included in head count for food and beverage and if they have assigned parking. Make sure they know when to show up and if any special requirements are needed like separate media rooms.

Final Details Cont.

• Consider if children are going to be allowed at the event and if so will their be a daycare for parents to drop them off at?

• Make sure if you have a photographer to know what kind of photographer is needed (photographer or photojournalist style)and know what time they are going to arrive and how long they are staying.

Day of the Event

• Unload and distribute supplies.• Post indoor and outdoor signs.• Set up staff registration tables.• Set up tables, chairs, and more around

furniture to create the best atmosphere.

Cleaning Up

• Check the entire site at the end of the event.• Cleanup begins once the last dish is cleared.• The event manager is ALWAYS the last person

to leave.• Make sure site is secured and locked up (if

indoors) before leaving.

Things to Remember

• Not every event you hold is going to be a successful one. It’s important not to get too down or depressed after a failed event. Just learn from your mistakes and do better next time. Also, not every client is going to be fun to work for but it’s important to stay calm and collected and just get the job done. Hope these steps were helpful and happy event planning!