+

1, 2, 3’s & A, B, C’s of Event Planning

By: Chelsea Smith

+Central Event Management Idea

“A plan is a list of actions arranged in whatever sequence is thought likely to achieve an objective.”

–John Argenti Photo from: http://www.someecards.com/usercards/viewcard/MjAxMy01MDM0MGRkNDYzNjBiNjBh

+Other ‘Event Planner’ Titles Project manager

Executive

Personal Supervisor

Art Director

Accountant

PR Practitioner

Facilities Expert

Box-Office Consultant

Salesperson

Program Administrator

Captain

Caterer

+Initial Planning

“It’s always important to remember that you are creating something that may be a lifetime memory for someone (Allen, 2009)”.

First, determine the objectives of the event Main goal: create an event with the most attendants you can have

along with full participation of each attendee while understanding the message communicate through the event (Allen, 2009).

Objectives may be tangible and intangible. Five elements of designing event objectives:

1. Educational 2. Enlightening 3. Engaging (connect with company/group through the event) 4. Energizing 5. Entertaining

+Initial Planning

After the objectives are in place, a budget needs to be created. Create the budget on an Excel document to allow for easy

reading and understanding. Advise client at time of payments terms with vendors and include

in contracts. Once the budget is in place, visualize the event.

By calculating backwards from the budget, you can see if there is a fit or if flexibility in the budget or event needs to be found (Allen, 2009).

This marks the starting point for designing any event and allows the planner to understand what is most important to their client.

Visualization beings before the date is selected and a venue is chosen

+Initial Planning

When creating a design for the event, keep in mind the five event design principles: 1. The elements: all the parts that make up the event 2. The essentials: must-haves 3. The environment: venue and style 4. The energy: creating a mood (the feeling the attendees

will get when they leave the event) 5. The emotion: feelings

(Allen, 2009)

+D. R. I. V. E.

D: define company and objectives

R: research and develop your event vision

I: innovate and create a customized event experiences using my design principles and event objectives

V: visualize your event step by step to capture all essential logistical event requirements and expenses

E: execute with detailed precision and timing

+Organization and Time

Must be organized and paying close attention to detail. A Critical Path is created by having a calendar and working

backwards from the event date at what needs to be completed before the actual event. Break down into weeks and months prior to the event (ie. May 2- 6

weeks prior to event)

Create a Function Sheet for the event time span. Provides everyone with a particular role for event and to make sure

everything is in place for the event. Let’s your supplies know how you want your event to be handled. They are working scripts for the event. Should begin with the contact sheets that include all of the information

of those for the supplier to get in touch with about the event. The information in the function sheets is confidential.

+Organization and Timing

When thinking of the timing for the event, consider what is going on earlier or later that day in the surround areas.

When selecting a date for the event, keep in mind these things that could have an impact on your event: 1. Major holidays 2. Religious observations 3. School breaks 4. Long weekends 5. Sports events 6. Other special events 7. Other considerations

+Location

Choosing a site for the event can make or break the success of the event. Some things to consider when looking at venues:

1. Location: determined by the amount on your guest list 2. Date: are there any national or religious holidays that could affect

attendance 3. Season 4. Time of day 5. Indoor or outdoor affair 6. Will the event occur in other locations 7. Budget consideration

-”You are limited only by your imagination and your budget (Allen, 2009).”

It is always good to have one bathroom per 75 guests (Allen, 2009).

+Location

During the day of the event, you must have a copy of all permits with you on the site.

Also bring copies of the signed contracts referring to any location information or event elements (Allen, 2009).

+Transportation

Whichever mode of transportation is being used for the event, it must be inclusively available to the event attendees (Allen, 2009).

+Guest Arrival

The event beings in the parking lot when the guests arrive in the parking lot.

Registration and check-in should be the first thing the guests do when they get to the event. It should be as quick and easy as possible.

+Food and Beverages

ALWAYS remember to include a vegetarian option when choosing the menu.

NEVER run out of food.

For every 40 guest have 1 bartender.

+Evaluation

This occurs post event.

Learning time to serve as growth to enhance your event planning skills.

Ask yourself what worked? What didn’t work? Were your objectives met? What was the feedback from the guests? Did you make a profit or loss?

+References

Allen, J. (2009). Event planning: the ultimate guide to

successful meetings, corporate events, fundraising

galas, conferences, conventions, incentives, and other

special events (2 ed.). Toronto: John Wiley &

Sons Canada.

http://www.fastmarketingplan.com/tips/famous-quotes-

about-plans-planning.php