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My Event Planning Guide


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My Event Planning Guide

  1. 1. My Event planning Guide<br />Damara Simmons-McFerren<br />
  2. 2. “Plan, prepare, and then be prepared for the unexpected…”<br /> In event planning, preparation is key. Being the event manager , you have the potential to wear many hats. You can innovate and create a personal customized event for your guests. Simply visualize your event step-by-step, and execute your event with precision and timing.<br />
  3. 3. Pick your design!<br />
  4. 4. 2. Define your event objective<br />Educational<br />Enlightening<br />Engaging<br />Energetic<br />Why are you holding your event?<br />What’s the “big picture”<br />What are the event must haves<br />Will you need a venue<br />What type of atmosphere should the event have<br />
  5. 5. 3. Research and develop event vision <br /><ul><li>Day and time of event
  6. 6. Anticipated weather, time of year
  7. 7. Location, location, location!
  8. 8. Themes and programs
  9. 9. Décor
  10. 10. Catering?
  11. 11. Guest parking
  12. 12. Late arrivals</li></li></ul><li><ul><li>Establish the focus of your event, site costs, food, programs (invitations)
  13. 13. Organize budget, and save all changed copies</li></ul>4. Establish a budget<br />
  14. 14. 5. Choose the event theme<br /><ul><li>Date
  15. 15. Site
  16. 16. Names
  17. 17. Logos
  18. 18. Atmosphere
  19. 19. Props
  20. 20. Deco
  21. 21. Favors </li></li></ul><li>6. Decide who’s invited<br />How many guests<br />Guest profiles<br />Financial sponsors<br />Save-the-date cards<br />Graphics<br />Invitation checklist<br />Guest List<br />Invitations<br />
  22. 22. 7. Pick a date<br />Investigate:<br />Major holidays<br />Religious observation<br />School breaks<br />Sports events<br />Special events<br />Consider:<br />What’s at your venue before, during, and after event<br />Day of week<br />Season<br />Volunteer and guest arrival<br />Weather conditions<br />
  23. 23. 8. Registration, information, and staffing<br />Make reservations in advance, keep copies of all contracts or policies /agreements. This also includes if your event needs security, having an information table or center, lost& found, cash box. Compose information packets if necessary, and handle staff scheduling and procedures for closing the facility.<br />
  24. 24. 9. Planning the menu<br />Four key elements to consider:<br />Your Budget<br />Is there a kitchen at the facility<br />Guests<br />Type of event<br />Start with FIXED costs<br />Have a balanced menu<br />Nothing heavy or non-filling<br />Cardinal Rule: NEVER run out of food!<br />
  25. 25. 10. Serving the food<br />Buffet<br />Reception<br />Action station<br />Cafeteria style<br />Family style<br />Preset <br />Diagram of Servings<br />Head table location<br />Appearances<br />Serving staff<br />Leftovers<br />Serving Styles<br />Also Consider<br />
  26. 26. 11. Select a site<br />Four main criteria to consider:<br />Location-proximity of other locations<br />Cost-total site costs, kitchen fees, rentals personnel fees<br />Size-how much room needed per person<br />Facilities<br />Location requirements<br />
  27. 27. <ul><li>Bring copies of all signed contracts
  28. 28. Arrive well in advance of groups
  29. 29. Post directional signs in strategic locations
  30. 30. Event begins and ends in the parking lot
  31. 31. Can guests be dropped off at the front door?
  32. 32. Venue Requirements: audio, visual, lighting</li></ul>12. Contracts, signs, and parking<br />
  33. 33. 13. The day of the event<br />Arrive early<br />Unload and distribute supplies<br />Post indoor signs<br />Set-up and staff registration tables<br />Move furniture, etc.<br />Deliver tables and chairs<br />Cleaning and closing site<br />Procedures<br />
  34. 34. Final Touches<br /><ul><li>Plan ahead
  35. 35. Consider the Atmosphere
  36. 36. Room temperature
  37. 37. What will guests see first when they arrive?
  38. 38. Rest
  39. 39. Enjoy!</li>