How to host a great event!


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This is a simple "how-to" guide for event planning! Enjoy...

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How to host a great event!

  1. 1. How to Host a Great Event! <br />your “how to” guide for event planning<br />By: Haley Redmond<br />
  2. 2. Steps to a great event:<br />Set your goals<br />Define your audience<br />Determine date, time and venue for event<br />Determine event theme<br />Determine the event budget<br />Invite attendees<br />Publicize<br />Set event agenda<br />Confirm all plans<br />Set up event<br />Execute event<br />Follow – up<br />
  3. 3. Set your goals<br />It is important to set realistic goals for your event. Goals should be set in terms of attendees and the desired event outcome.<br />Goal of attendance<br />How many people do you want to participate in your event?<br />Goal of outcome <br />What do you want the outcome of your event to be / what do you want people to think of your event?<br />
  4. 4. Define your audience<br />Clearly define who you want to attend your event. This will contribute in the later steps such as theme and venue.<br />Having a good understanding of your target audience will prevent common complaints by attendees<br />
  5. 5. Determine date, time and venue for event<br />Selecting the date, time and venue that will work with your target audience. You want an event that will fit in their schedules as well as a venue that they will feel comfortable in.<br />Contact the venue as soon as you can! Most venues for events require ample time for booking.<br />
  6. 6. Determine the event theme<br />Having a “theme” can ad a dimension of pizzazz to any event. <br />Themes can be carried out by all aspects of the event such as :<br />Venue<br />Decorations<br />Transportation<br />Invitations<br />Food<br />Decorations<br />
  7. 7. Determine the event budget<br />A budget should be determined in order to successfully execute your event without going over what you have to spend.<br />Even with a limited budget, events can still be successful.<br />Try to stick with the budget as much as possible.<br />
  8. 8. Invite attendees <br />After you have selected who you want to invite to your event, invitations should be sent out to the guest. <br />Invitations should complement the overall theme of the event<br />The invitations should be sent out with plenty of time for the guest to R.S.V.P.<br />
  9. 9. Publicize<br />Events should be publicized so that there is a hype built up about your event that makes the guest want to come.<br />There are many ways to publicize an event including:<br />News paper articles<br />Radio announcements<br />Promotional flyers<br />Announcements<br />
  10. 10. Set event agenda<br />All plans for the event should be set weeks in advance so that problems are avoided.<br />Things to consider:<br />Food / Beverage<br />Decorations<br />Speaker/Entertainment<br />Transportation<br />*** ASK QUESTIONS: you can never be too sure!***<br />
  11. 11. Confirm all plans<br />All plans should be confirmed one week prior to your event. <br />Contact your speaker/entertainment .<br />Visit venue for last-minute changes/ issues<br />Ensure on-time delivery/set up for food and decorations<br />
  12. 12. Set up event<br />If possible, set up for your event a day in advance.<br />You should try to avoid any problems with the layout of your venue.<br />Have helpers ready to help with set-up and clean-up.<br />
  13. 13. Execute event<br />During the event, make sure that all guest feel welcome and comfortable.<br />Monitor room temperature, food, beverage, and entertainment.<br />Be accessible to guest.<br />
  14. 14. Follow up<br />Be sure to thank the guest for coming to the event.<br />Encourage their participation in future event.<br />Send out post-event surveys to measure the success of the event.<br />Measure the results and compare to the goals of the event.<br />
  15. 15. The End! <br />Note from the author:<br />My name is Haley Redmond. I have studied Public Relations at Georgia Southern University. I hope that this “how-to” guide for event planning helps you in your upcoming events! Remember: No matter how big or small your event is, with attention to details and a creative mind it will be a success!!!<br />