Event Planning


Published on

A presentation about the basics of event planning for public relations students. Presented at a PRSSA Regional Activity at Central Michigan University.

Published in: Business, Health & Medicine

Event Planning

  1. 1. EVENT PLANNING Gretchen Mensing Public Relations and Development Manager Sarah Siewert Marketing and Events Coordinator Governor’s Council on Physical Fitness, Health and Sports
  2. 2. PERCEPTION SAMANTHA JONES, SEX AND THE CITY Party planning Cheek kissing Cosmo sipping EX Elbow rubbing Glamorous living
  3. 3. EVENTS WE PLAN Legislative Education Day All Children Exercise Simultaneously (ACES) Michigander Bicycle Tour Mackinac Bridge Labor Day Run Mentoring: A Running Start Governor’s Fitness Awards: One in a Million Promoting Active Communities Awards
  4. 4. PHASE 1: LONG TERM PREP “Spectacular achievement is always preceded by spectacular preparation.” – Robert H. Schuller
  5. 5. PHASE 1: LONG TERM PREP Timelines Brainstorm Whiteboard Weekly meetings Task assignments
  6. 6. PHASE 1: LONG TERM PREP Communication plan Details Promotion
  7. 7. PHASE 2: WEEK PRIOR “There cannot be a stressful crisis next week. My schedule is already full.” – Henry Kissinger
  8. 8. PHASE 2: WEEK PRIOR Event binder Lists Talking points Agenda Nametags Photo by: http://www.flickr.com/photos/richardmoross/490972294/
  9. 9. PHASE 2: WEEK PRIOR Last minute requests Stress Minutia Photo by: http://www.flickr.com/photos/tzofia/270800047/sizes/l/
  10. 10. PHASE 3: EVENT DAY “Expect the best, plan for the worst, and prepare to be surprised.” – Denis Waitley
  11. 11. PHASE 3: EVENT DAY Setting up Working with on-location staff Last minute changes Problem solving Quick thinking Packing list
  12. 12. PHASE 3: EVENT DAY VIPs Lack of food, rest
  13. 13. PHASE 3: EVENT DAY Binder and phone in hand Organized chaos
  14. 14. PHASE 3: EVENT DAY Media
  15. 15. PHASE 3: EVENT DAY
  16. 16. PHASE 4: POST-EVENT “It ain’t over till it’s over.” – Yogi Berra
  17. 17. PHASE 4: POST-EVENT Thank you notes Budget review The Good, Bad and Ugly Overlaps with next event planning Pictures, video Re-cap for media and Web Sponsor follow-up and ROI books
  18. 18. WHERE IT ALL HAPPENS The Cave of Insanity
  19. 19. QUESTIONS? Photo by viva la vibs