2. First Things First!
Here are a few essential questions to ask yourself or
your client before the planning begins:
- Should I hold an event?
- Do I have the money to hold the event I envision?
- What is the purpose of the event?
Initial Planning Tips:
- Think in terms of “sense” not just dollars and cents
- Bring event planners and consultants in at the
appropriate time and you can save money in the end!
- Define the goals you’d like to achieve through the event
and be sure that all steps you take lead to the end result.
3. Budget
During initial planning, lay
out your proposed budget on
a cost sheet in Excel
Keep budget accurate and
up to date at all times to
prevent over spending
Your event should be
reconciled as you go
forward– each time you get
new costs or make
adjustments/changes, your
budget needs to be updated
so that there are no
surprises.
4. Organization and Timing is
Everything
Function Sheet: the information guide that tells you how
you want your event to be handled
- It makes sure everything is in place… no surprises!
- One person needs to be in charge of preparing the
sheets, to control all the information coming in, and that
person must be the only one dealing with suppliers and
finalizing plans.
Contact Sheets: list of all names, titles, company names,
addresses, telephone, fax and cell numbers, e-mail
addresses, and emergency information
- Used so that the creative director has all the numbers
in one central area and so that thank-you letters can be
written after the event is completed
5. Organization and Timing Cont.
Decide on an appropriate
date:
- What’s going on around the
proposed time of your event?
Consider major holidays, religious
observations, school breaks,
sporting events, ect.
- Consider the seasons
(November and December are
packed with holiday festivities…)
- Discuss climate!
6. Location and Site
Site Selection: you are not limited to hotels,
convention centers, or restaurants– think
outside the box!
You are limited only by your imagination and
your budget
Location Requirements: investigate
availability and be specific!
- It is easier to release space and scale
down than to try and work with inadequate
space once you have signed the contract
7. Location and Site Cont.
- Map out your location requirements
on a grid/chart– Include:
- Move In
- Setup
- Rehearsal
- Teardown
- Move Out
8. Planes, Trains, and
Automobiles
Transportation
Checklist:
- Access all event
transportation requirements
- Look at where
conventional and creative
transportation options are
appropriate
- Choose the
appropriate route
- Decide how group
departure and drop-off can be
made more convenient
9. Be Our Guest!
Guest Arrival:
- Assess all guest
arrival transportation and
parking requirements
- Determine how many
entrances will need to be
covered
- Design arrival that is
welcoming and sets the
tone for the event ahead
10. Be Our Guest Cont.
Guests: Keep and track all guest information organized
on one Excel spreadsheet -
(incl. full name, address, RSVP status, guest names, dietary
restrictions, etc.)
Registration questions to consider:
Will guests be receiving…
- Programs?
- Floor/seating Plans?
- Information kits?
Will you need…
- Display easels for signs?
- Electrical outlets and/or extension chords?
- Extra tables and/or chairs?
11. Venue & Menu
Venue/Room considerations:
- Width of the doors
- Ceiling height
- Sight lines
- What is on the floors, walls, and ceilings
Space requirements:
- Cocktail Reception: 8 sq ft per person
- Cocktails w/ Food Stations: 12-15 sq ft per
person
- Seated Dinner: 20 sq ft per person
- Dance Floor: 20 sq ft per instrument for the
band
12. Venue & Menu Cont.
Work with the caterers to come
up with a creative menu!
Cardinal rule… do NOT run out
of food!
Appetizers
• Array of choices, but limit to 8-
10 items
Dinner
• If follows, 6-8 hors d’oevres
per person
• NO dinner, 18-30 pieces per
person
13. Extra Tips
Always have a back-up plan for everything, especially
being able to communicate quickly with your invited
guests in case something goes really wrong.
Stay in communication with your guests throughout
the process. Call them 2-3 days prior to the event to
confirm their attendance. After the event, send a note
or letter thanking them for coming. Bonus points if you
can include a picture of them at the event!
Don’t be afraid to negotiate prices or get additional
quotes from other caterers, décor companies, florists
etc. Competition means savings!
14. Extra Tips
Will you need microphones,
projectors, speakers, video
cameras, etc.? Make a list of
equipment needs and plan to
hire a professional AV tech to
set up all equipment.
Last but not least…evaluate
your event! What worked?
What didn’t work? This will
help you plan and execute
future events
