"How To" Guide for Event Management - Lauryn Williams*

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This is a "how to" guide to event planning for my Public Relations Event Management class.

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"How To" Guide for Event Management - Lauryn Williams*

  1. 1. The “how to” guide to event planning<br />Lauryn Williams<br />
  2. 2. What you will need to stay organized<br />Function Sheet <br />Documents what how things will be carried out at the event and who is responsible for what<br />Budget Sheet <br />Tentative list of what the expenses will be<br />Must be converted when expenses are final<br />Critical Path <br />Timeline of what is to be done by a certain time prior to the event<br />
  3. 3. Strengths of event planning<br />Provides an organized layout to help contribute to a successful event<br />Helps secure that the objective of the event is being reached and targets a particular audience<br />Brings to light certain details that would not be considered when constructing a last minute event<br />
  4. 4. Weaknesses of event planning<br />Paying attention to the smallest details is essential.<br />The event planner must be prepared to manage any event ranging from a variety of styles.<br />
  5. 5. The event planner is…<br />The liaison between every person or group involved with the event<br />The band<br />The caterer<br />Those holding the event<br />Any equipment suppliers<br />The venue… etc.<br />
  6. 6. Groups of event planners<br />Working with a group of event planners may be effective because committees can be assigned.<br />The struggle with this lies with control.<br />One person is not controlling every aspect of the event.<br />Everything on the critical path and function sheet must get done.<br />
  7. 7. Ideal Number of event planning group<br />A group of 5 people <br />Provides enough support to get the job done<br />Is small enough so that each person’s role can be monitored<br />
  8. 8. Working alone<br />This increases responsibility.<br />The individual event planner is in total control of planning the event.<br />He or she must be extremely organized and dedicated.<br />
  9. 9. Planning the event<br />There are many steps to planning an event.<br />Never skip or leave steps out.<br />Allow yourself at least one year to plan an event.<br />
  10. 10. Why is the event being held?<br />Make sure this is understood before beginning to plan.<br />Determine…<br />The event objectives<br />The returns to be received on the day of and <br /> in the long run<br />Who the target audience is<br />
  11. 11. Visualization<br />Do this prior to finalizing the date or venue.<br />Think of how the event should be laid out.<br />Picture the guests walking up and what they will see.<br />Things to consider:<br />Transportation<br />Location of bathrooms and how many are needed<br />Location of venue<br />Shipping of items<br />Layout <br />
  12. 12. Venue and theme<br />What location will best accommodate the guests?<br />What venue and theme will support in getting the objective across to the target audience?<br />What would be memorable to guests?<br />What atmosphere and environment must be created to provoke a certain feel and attitude of the guests?<br />
  13. 13. Know what is taking place before and after your event and the time allotted for set up and clean up.<br />Consider the time of day, season and date on which the event will be held.<br />For example ask…<br />Is it hurricane season?<br />Is it a national holiday or religious holiday?<br />
  14. 14. If the event is being held outside make sure to have a back up plan incase weather provides an issue.<br />For outdoor events consider what you will need.<br />Tent<br />Generator<br />Extension Cords<br />Access to Restrooms<br />Temporary Floor or Walls<br />etc.<br />
  15. 15. Costs<br />What costs are going to be involved?<br />Do the venue, decorations, equipment and all other items fit within your budget?<br />Find out if your client <br />wants to break even or <br />make a profit from the event!<br />
  16. 16. The day of the Event<br />Follow the Function Sheet.<br />Have a copy of any signed agreements, contracts or land leasing documents.<br />Again, make sure you have secured the venue for enough time to set up and clean up.<br />Distribute evaluation sheets to guests.<br />
  17. 17. After The event<br />Create a chart to show a visible example of what the results to the evaluations mean.<br />This helps the event planner see what can be improved upon, and what was successful.<br />Determine from these results if the event was a success or failure.<br />Take criticism as an effective learning tool for future events.<br />
  18. 18. Send thank you cards to those who provided donations or contributions.<br />Do this as soon as possible.<br />
  19. 19. Failed Event<br />Learn from mistakes<br />The actions to take after a failed event depend on the extent to the failure.<br />Apologize to the client if necessary.<br />
  20. 20. References<br />“Event Planning – The Ultimate Guide to Successful Meetings, Corporate Events, Fund-Raising Galas, Conferences, Conventions, Incentives and Other Special Events”<br />2nd Edition<br />By Judy Allen<br />Professor Curtis Woody <br />Event Management Class<br />Lauryn Williams <br />Event Management Student<br />

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