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How To: Plan an Event
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How To: Plan an Event

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  • 1. By: Leigh gunnels
    How To:Plan an Event
  • 2. First Things First:
    Decide what type of event you are planning:
    Types include:
    Weddings
    Meetings
    Conferences
    Fundraisers
    Determine your event objectives
    Events can be:
    Educational
    Enlightening
    Engaging
    Energizing
  • 3. KNOW HOW MUCH YOU CAN SPEND!!
    Set an exact amount of money that can be spent.
    Setting a realistic budget is the most important aspect of planning an event.
    Everything you do revolves around your budget.
    Make sure to keep a running tally of all expenses.
    Be careful! The little things, like decorations, add up faster than you think.
    NEVER mix in your own money.
  • 4. Determine the expenses you will incur
    Know your income
    Focus of event
    Venue
    Food and Refreshments
    Decorations
    Entertainment
    Time based prices
    Complimentary admission
    Vendors
    Donations
    Organize Your Budget
    $$$
  • 5. Pick A Date:
    Before finalizing the date, look at the calendar and consider 7 areas that could impact your event.
    Seven Areas to Investigate:
    Major Holidays
    Religious Observations
    School Breaks
    Long Weekends
    Sports Events
    Other Special Events
    Other Considerations
  • 6. Guest List
    Before you can pick a venue, you must decide how many people are coming.
    Consult your budget, how many people can you afford to be invited?
    Know the age demographics of the guests
    Ensure the “right” people are there.
    Make sure the guest list mirrors the image you are trying to portray
    Think about transportation while making the guest list. Will they be arriving on their own? Or by private car or limo? Do they need access to public transportation?
  • 7. Pick a Venue
    Consult your budget, know what you can afford or not afford.
    Visualize your event in the room and make sure it fits all the requirements needed for your event before you sign a contract.
    Know everything about the venue. Measurements, how many bathrooms, electricity outlets, kitchens, exits, etc.
  • 8. Food and Beverage Considerations
    Cardinal Rule: NEVER RUN OUT OF FOOD!
    4 elements that influence your menu:
    Budget
    Know what you can afford and what you can’t
    Kitchen
    Know what appliances will be provided
    Guests
    Know how many you need to feed
    Type of event
    Make sure the food mirrors the event objectives
  • 9. Success or Failure of an event:
    There will always be something that goes wrong while planning an event, that is just a fact. It is how you handle those crisis that really makes or breaks an event.
    They key to planning a successful event is organization and a timeline.
    Make a timeline that outlines what must be done months prior all the way until the day of the event.
    Now you have to actually stick to that timeline.
    Have a back-up plan for everything.
  • 10. Always Remember:An Event Manager Does It All
    Project Director
    Personal Supervisor
    Art Director
    Executive
    Accountant
    Salesperson
    Caterer
    Box Office Consultant
    Any other jobs pertaining to the event

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