How To: Plan an Event

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How To: Plan an Event

  1. 1. By: Leigh gunnels<br />How To:Plan an Event<br />
  2. 2. First Things First:<br />Decide what type of event you are planning:<br />Types include:<br />Weddings<br />Meetings<br />Conferences<br />Fundraisers<br />Determine your event objectives<br />Events can be:<br />Educational<br />Enlightening<br />Engaging<br />Energizing<br />
  3. 3. KNOW HOW MUCH YOU CAN SPEND!!<br />Set an exact amount of money that can be spent.<br />Setting a realistic budget is the most important aspect of planning an event.<br />Everything you do revolves around your budget.<br />Make sure to keep a running tally of all expenses.<br />Be careful! The little things, like decorations, add up faster than you think.<br />NEVER mix in your own money.<br />
  4. 4. Determine the expenses you will incur<br />Know your income<br />Focus of event<br />Venue<br />Food and Refreshments<br />Decorations<br />Entertainment<br />Time based prices<br />Complimentary admission<br />Vendors<br />Donations<br />Organize Your Budget<br />$$$<br />
  5. 5. Pick A Date:<br />Before finalizing the date, look at the calendar and consider 7 areas that could impact your event.<br />Seven Areas to Investigate:<br />Major Holidays<br />Religious Observations<br />School Breaks<br />Long Weekends<br />Sports Events<br />Other Special Events<br />Other Considerations<br />
  6. 6. Guest List<br />Before you can pick a venue, you must decide how many people are coming.<br />Consult your budget, how many people can you afford to be invited?<br />Know the age demographics of the guests<br />Ensure the “right” people are there.<br />Make sure the guest list mirrors the image you are trying to portray<br />Think about transportation while making the guest list. Will they be arriving on their own? Or by private car or limo? Do they need access to public transportation? <br />
  7. 7. Pick a Venue<br />Consult your budget, know what you can afford or not afford.<br />Visualize your event in the room and make sure it fits all the requirements needed for your event before you sign a contract.<br />Know everything about the venue. Measurements, how many bathrooms, electricity outlets, kitchens, exits, etc.<br />
  8. 8. Food and Beverage Considerations<br />Cardinal Rule: NEVER RUN OUT OF FOOD!<br />4 elements that influence your menu:<br />Budget<br />Know what you can afford and what you can’t<br />Kitchen<br />Know what appliances will be provided<br />Guests<br />Know how many you need to feed<br />Type of event<br />Make sure the food mirrors the event objectives<br />
  9. 9. Success or Failure of an event:<br />There will always be something that goes wrong while planning an event, that is just a fact. It is how you handle those crisis that really makes or breaks an event.<br />They key to planning a successful event is organization and a timeline.<br />Make a timeline that outlines what must be done months prior all the way until the day of the event.<br />Now you have to actually stick to that timeline.<br />Have a back-up plan for everything.<br />
  10. 10. Always Remember:An Event Manager Does It All<br />Project Director<br />Personal Supervisor<br />Art Director<br />Executive<br />Accountant<br />Salesperson<br />Caterer<br />Box Office Consultant<br />Any other jobs pertaining to the event<br />

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