Event Planning for DUMMIES

Event Planning
For
DUMMIES

SO YOU THINK YOU CAN PLAN???
I HOPE YOU ARE READY BECAUSE YOU GOT A LONG WAY TO GO...

Before We Start Here Can You…You might want brush up on a few things
Project Management
Human Resources
Art
Festivities Expert
Accounting
Box Office
Salesman
Public Relations Practioner
Graphic Designer
Caterer
Program Administrator
Stylist
You are DEFINITELY going to need to be knowledgeable in ALL these areas

LESSON #1
Know
Your
AUDIENCE

Know Your Target Audience
In order for you to have a successful you have to know what kind of people you are dealing with.
An perfect event for one group may not be the same for another one.

To Help With Your Audience Satisfaction
Try these tips:
Research and Develop Client External Relationships
Pay attention to the smallest details. (People Notice)
Choose a direction to your event and attack with passion
The event could be:
Educational, Energizing, Enlightening, or Engaging
Look for different things to make your audience standout
E.I. Personalize and Customize as much as possible

Lesson #2
LOCATION
LOCATION
LOCATION

Location, Location, Location
1 of the MOST IMPORTANT THINGS to consider when planning an event!!!

Other Things to consider when look at Location
4 main criteria:
Proximity
Where the location of the event in relation to its environment.
Cost
How much will the location cost $$$ (site cost included)
Size
How much room do you need per person?
Facilities
What else are we working with?

Little Things Have a Big Effect
Make sure the event location matches the event theme.
Outline everything you have and need before hand (Contracts)
Helps with organization
Indoor or Outdoor decision
Type of safety hazards
One way in one way out exits, etc.
Will there be signs available to identify your event

Lesson #3
So you’ve got your location down so…what’s next…
KNOW YOUR VENUE

Venue
Make sure Staging, Audio, and Lightening is accessible at your venue.
Having no power is no fun
Be weary of Space and Time guidelines in the contract.
Keep in mind the feeling you want to convey in relation to your venue.
Know the smallest details
Carpeted or Not
Number of Columns in the room
Possible isle paths for entrance and exits
Event Design Angles

Transportation and Parking
The event begins and ends with parking and transportation.
Transportation
Make sure you take care of any special vehicles needed to transport participants.
Parking
Get parking passes IN ADVANCE (if needed)
Is there going to VIP parking
Is the parking area will lit
Will media have special parking
Will sectional parking be avaliable.

Lesson #4
THEME
MAKE YOUR EVENT REMEMBERABLE

THEME
Things to consider
Time of year
Site
Name & Logos
Atmosphere
Lighting
Props
Party Favors

Invitations/Promotional Materials
Save the date cards
Themed reminders about the event
Make sure your invitation set the mode for the event
It’s the first time your audience see’s or hears about your event
Determine whether the event be
Invite only
General Admission

Lesson #5
DECIDE IF THERE WILL BE FOOD AND BEVERAGES AT YOUR EVENT.

Food And Beverages
Most venues will work with you when it comes to food in their venue.
Make sure the food matches or adds to your event.
If alcohol is being served make guidelines to ensure order.
Make sure you are there for every step of the food and beverage process.

Things to consider
Budget
How much are you going to spend.
Kitchen space and location
Number of guest
Type of Event
Will there be Appetizer/Courses served
How will your food be served
Self-service
Catering help

#1 CARDINAL RULE
NEVER RUN OUT OF FOOD
WARNING: This may cause a riot

LESSON #6
SO HOW MUCH IS THIS GOING TO COST YOU

Money
Project a budget first
Preliminary budget frame your event vision
NEVER MIX EVENT MONEY WITH YOUR MONEY.
If you don’t have the money make it work with what you have.

Event Budget
Things to consider when creating your budget
Expenses
Focus of the Event
Site Cost
Refreshments/Food
Programs
Promotion materials
Income
Pre-sold/Day of tickets
Vendor spaces
Raffle tickets etc.

NOW THE MAIN EVENT
HELPFUL HINT: Show about one hour before the first person or group is suppose to be there just in cause

Day of the Event Checklist
Supplies Pick up
Venue Set-up
Prop pick-up
Furniture Placement/Removal (if neeeded)
Food Delivery (if needed)
Place any outside and/or outside Promotional Materials
Copies of any contracts or written correspondence
Be prepared to handle any last minute adjustments
Back up plans, surplus items, etc.

Now That Your Event Is Over WHAT NEXT???

CLEAN UP
Clean up begins once the last dish is cleared.
At this time, you want to re-announce prize winners to come pick up their prizes.
Also announce the ending of the meal.
Make sure to check every inch of the venue and location while cleaning
Generally you want your venue and location to look like it did when you first arrived. (at least)
Make sure all trash is taken to the negotiated areas

Closing the Event
Make sure procedures for securing any types of keys are made clear and followed.
The event manager should be the last one to leave.

THE END
Now you know the BASICS of event planning.

Special Thanks To
Professor Andrews
I really enjoyed your class this year you’ve actually turned to my career plans around with this class and I just want THANK YOU FOR BEING AWESOME. 

Event Planning for DUMMIES

by Phillip Edwards on May 07, 2010

Accessibility

Categories

Upload Details

Usage Rights

Statistics

Event Planning for DUMMIES — Presentation Transcript