Event Planning Guidelines by Gloria Buono

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A presentation on how to plan a successful event. Includes a free helpful "Before, During, and After Diagram."

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Event Planning Guidelines by Gloria Buono

  1. 1. Meeting and Event Planning General guidelines for organizing before, during and after an event By Gloria Buono © 2004 gloriabuono@optonline.net 917-701-1145
  2. 2. Why Event Planning Guidelines? • Establishes criteria for venue selection via use of effective information collection and keeps planning and planners on track • Enables time for well thought out promotion, strategic planning and budgeting • Helps fine-tune event pricing structure, cancellation policy, audience, attendance expectations, committee establishments, etc. • Provides ample time for choosing target date/s, preparing budgets and for more realistic schedules • Enables creation and review of a preliminary agenda, preplanning of guest list, keynote speakers, etc. Gloria Buono (c) 2004 2
  3. 3. Before Event • Send RFP’s to prospective venues with meeting/event requirements; Narrow it down to 3 choice venues and negotiate; Visit venues regardless of whether a recently used facility or a new site (request hotel discounts if applicable) • Review contract proposal to ensure there are no “hidden fees” and that costs are under control • Schedule dates for promotions and communications – posters, invitations, advertising, brochures, etc.; Establish PR needs, press releases, media contacts, interviews, security needs, etc. • Determine staff and outsourcing needs (e.g., consultants, printers, lettershop, miscellaneous vendors, etc.) • Finalize agenda, confirm keynote speakers, special VIP guests, gifts for speakers, awards, contests, prizes, raffles, etc. Gloria Buono (c) 2004 3
  4. 4. During Event • 1-2 hours before registration booth opens meet with staff to prepare, review tasks, registration, badges, programme, handouts, feedback forms; Verify materials/supplies and rentals were delivered; Walk-through, check signage, kiosks, decorations, easels, etc. • Monitor materials/supply inventory and update respective checklists • Collect data and business leads; Keep solid documentation of procedures and progress; Find time to network Gloria Buono (c) 2004 4
  5. 5. After Event • Pack and inventory all materials and collect event feedback forms (if any) • Review invoices, bills, etc. and verify amounts match budgeted figures • Compile list for thank-you letter mailing • Analyze collected data for final meeting reports, evaluations, sales leads, etc. Gloria Buono (c) 2004 5
  6. 6. Before, During and After Event Model During: Pre-event staff meetings; Set up and walk through; Monitor deliveries; Document data and procedures Business Result: Before: Successful Event! After: Sold-out event; RFPs; Pack, Positive Negotiate; collect data; Audience Promote and Review invoices; communicate; Assign Q&A Mail thank-you letters; speakers; Finalize agenda Analyze data, final meeting and choose awards reports, sales leads, etc. Gloria Buono (c) 2004 6

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