2. Setting Up the Event Committee
• (Information retrieved from textbook and
class notes)
• When setting up the event committee you will
want to try and match each person in an area
they are skilled or interested in.
• You want each team member to feel
comfortable with what they are doing.
3. Getting Started
• The first thing you will want to do for any event is
have a vision/ set of goals for the event.
• You will want to define the objective of the event.
(Ex. Is the event educational oriented? Is it
supposed to be an enlightening, engaging, or
entertaining event? Raise money? Product
launches? Etc.) You will want to know this before
you start setting the event up, because it
influences decisions made.
4. Getting Started Cont.
• One of the first and most important parts of
setting the event up is projecting the budget,
because the budget determines the final
decisions that can be made for the site, food
served, prizes awarded, guest speakers,
security, decorations, etc…
• An important rule of thumb is to NEVER mix
event money with your own b/c it complicates
issues with the client.
5. Organizing
• Having a detailed plan for how you want to set
up the event it essential for creating a
successful event. Ideally, it would be nice to
have a year to set an event up, but that often
is not the case. You and the event committee
need to get the timing of everything taken
care of early and have backup plans for any
setbacks that may occur along the way.
6. Finding a Location
• The selection of the location is probably the
most important part of event planning. You
want the location to fit the theme and type of
event you are holding. (Ex. If you are setting
up an awards banquet for outdoorsman then
you would more than likely want the event
close to a lake setting or anything that has to
do with this activity. Having this type of
banquet in a city would not feel appropriate.)
7. Finding Location Cont.
• Along with finding a location that fits the type
of atmosphere you want to create there are
also other things to consider. (Ex. Parking
access, how big the location is to fit the # of
people attending, if you need security is
security included, is there an event right after
or before yours, does the location have any
restrictions or requirements, and does your
budget allow you to have the location, etc.)
8. Food and Beverage
• You always want to be prepared when it
comes to the food and beverages. It’s
important to have a variety of food, so that
everyone is satisfied. You will ALWAYS want to
include vegetarian selections. Make sure to
know ahead of time if the site you are at
provides plates, napkins, and silverware,
because if not that will be included in the
budget.
9. Food and Beverage Cont.
• If the event is around lunch time you will want
to have an easier menu appeal. (Ex. Boxed
lunches)
• If the event is around dinner time you will
consider what kind of serving style would best
fit the event. (buffet, reception, preset,
cafeteria style, etc.)
10. The Final Details
• Always have a backup plan for the weather if the
event is supposed to be held outdoors. (do you
have another venue set up in case? Will the event
be pushed back to a later date? Etc)
• If invitations are involved, make sure to send
them out at the appropriate time and to
everyone expected to attend. Remember to
include the event name, date, time, location,
directions, parking details, dress code, and RSVP
address.
11. The Final Details Cont.
• Make sure everyone who is working the event
knows the correct dress attire and the schedule.
• If media is going to be at the event, plan
accordingly and consider things like if they are
included in head count for food and beverage and
if they have assigned parking. Make sure they
know when to show up and if any special
requirements are needed like separate media
rooms.
12. Final Details Cont.
• Consider if children are going to be allowed at
the event and if so will their be a daycare for
parents to drop them off at?
• Make sure if you have a photographer to know
what kind of photographer is needed
(photographer or photojournalist style)and
know what time they are going to arrive and
how long they are staying.
13. Day of the Event
• Unload and distribute supplies.
• Post indoor and outdoor signs.
• Set up staff registration tables.
• Set up tables, chairs, and more around
furniture to create the best atmosphere.
14. Cleaning Up
• Check the entire site at the end of the event.
• Cleanup begins once the last dish is cleared.
• The event manager is ALWAYS the last person
to leave.
• Make sure site is secured and locked up (if
indoors) before leaving.
15. Things to Remember
• Not every event you hold is going to be a
successful one. It’s important not to get too
down or depressed after a failed event. Just
learn from your mistakes and do better next
time. Also, not every client is going to be fun
to work for but it’s important to stay calm and
collected and just get the job done. Hope
these steps were helpful and happy event
planning!
