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Event Planning
You've been selected to plan an event. Whether it's your parents
50th Wedding Anniversary, the company picnic, an annual meeting
for 2,000 people or your spouse's birthday party, you have work
to do.
Each event is different, but there are some similarities in the
way you can approach the planning process.
Follow these tips to help you plan and organize that special day.
- Get a clear understanding of the
purpose of your event. For birthdays and anniversaries the purpose
is fairly obvious. However, work or social organizations probably
need a little more definition. Make sure you know why there will
be an event and the anticipated outcome.
- Set the goals for your event. How
many people do you expect? If this is a repeat event are you trying
to get a larger turnout than last year? Determine what you wish
your attendees to gain from the event. Determine
how much champagne and wine you need.
- Set your event budget. This should
be a top priority. How much can you or how much are you willing
to spend? Will the event produce revenue from registrations? Or
are you paying for the event by yourself?
- Select your date and location. This
could be as simple as planning to mow the back yard or may involve
a visit to another city to view hotel and convention space. Plan
accordingly. If you need to plan a site visit, will you need to
take your boss or committee members along with you? When considering
location, you will want to keep in mind the following:
- Room capacity: Is it
too large or too small? Remember that if you're having a luncheon
for 200 people you need to consider serving space, space for
a dais for your honored guests and whether you will need any
audiovisual equipment.
- Lighting: Subtle lighting
is nice for meal and social functions, but if you are planning
an all day workshop on accounting methods, you will want to
make sure there is adequate lighting in the room.
- Parking: Is there adequate
parking for your guest needs? Will they have to pay for parking?
How far will they have to walk from the parking area to the
event?
- Electrical supply: If
you're having a birthday party in your home, just make sure
you paid the bill and turn to the nearest outlet. But if you
are planning a large convention, you need to consider what
equipment will be in use that needs electricity. For example
if you have exhibits, you need to know what access your vendors
will require for their displays.
- Phone hook-ups: Will you
need phone access during the event? Are there any restrictions
or limitations on wireless phone service in your event location?
Computer/Internet access. This could be important for your
exhibitors.
- Working backward from your selected
date(s), set up a project timeline with specific tasks that must
be accomplished by specific dates. Some of the things you may
want to make sure that are on your timeline are:
- When to make your first announcement
of the event.
- Prepare and print promotional
materials (brochures, invitations, etc.)
- Select caterer/menu
- Select entertainment
- Select decorations/florist
- Determine audio-visual needs
- Select overnight accommodations,
if necessary
- Secure transportation if necessary
- Review and sign necessary contracts
- Select and confirm speakers
- Finalize agenda/program
- Confirm attendees
- Prepare materials for event
- Prepare name badges
- Prepare any necessary signage
- Prepare materials to be shipped
to event location
- Set up on site
- Re-confirm details
- Get Barefoot and Have a Great
Time!
- Determine what vendors you will
need to work with. These could include, but are certainly not
limited to:
- Caterers
- Entertainers
- Florists
- Photographers
- Printers
- Registration Assistants
- Audio-Visual suppliers
- Determine if you need any special
licenses or permits to host your event. This could be anything
from arranging fees and permission for using recorded music to
arranging to have sections of a major street blocked off for traffic
control.
- Public Relations:
How do you plan to publicize your event? Are you going to the
local card shop to get pre-printed invitations? Or do you need
to develop a promotional brochure to be mailed to thousands of
potential attendees? Ask yourself if you are planning to notify
the media. Is your event something that would be of interest to
the general public? Or do you prefer for the event to remain private?
- Not all of these suggestions will
apply to your event. By using these tips you can develop a check
list of your own. Most importantly...
Get Barefoot and Have
a Great Time!
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