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
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.
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 $$$
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
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?
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.
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
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.
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