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How To: Plan an Event
 

How To: Plan an Event

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    How To: Plan an Event How To: Plan an Event Presentation Transcript

    • By: Leigh gunnels
      How To:Plan an Event
    • 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