My Event Planning Advice :-)
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My Event Planning Advice :-)

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PR Event Planning Management Summary

PR Event Planning Management Summary

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My Event Planning Advice :-) My Event Planning Advice :-) Presentation Transcript

  • 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. 