Event Planning for DUMMIES


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PR Event Management Summary

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Event Planning for DUMMIES

  1. 1. Event Planning<br />For <br />DUMMIES<br />
  3. 3. Before We Start Here Can You…You might want brush up on a few things<br /><ul><li>Project Management
  4. 4. Human Resources
  5. 5. Art
  6. 6. Festivities Expert
  7. 7. Accounting
  8. 8. Box Office
  9. 9. Salesman
  10. 10. Public Relations Practioner
  11. 11. Graphic Designer
  12. 12. Caterer
  13. 13. Program Administrator
  14. 14. Stylist </li></ul>You are DEFINITELY going to need to be knowledgeable in ALL these areas<br />
  15. 15. LESSON #1 <br />Know <br />Your<br />AUDIENCE<br />
  16. 16. Know Your Target Audience<br />In order for you to have a successful you have to know what kind of people you are dealing with. <br />An perfect event for one group may not be the same for another one. <br />
  17. 17. To Help With Your Audience Satisfaction <br />Try these tips:<br />Research and Develop Client External Relationships<br />Pay attention to the smallest details. (People Notice)<br />Choose a direction to your event and attack with passion<br />The event could be:<br />Educational, Energizing, Enlightening, or Engaging<br />Look for different things to make your audience standout<br />E.I. Personalize and Customize as much as possible<br />
  18. 18. Lesson #2<br />LOCATION<br />LOCATION<br />LOCATION<br />
  19. 19. Location, Location, Location<br />1 of the MOST IMPORTANT THINGS to consider when planning an event!!!<br />
  20. 20. Other Things to consider when look at Location<br /><ul><li>4 main criteria:
  21. 21. Proximity
  22. 22. Where the location of the event in relation to its environment.
  23. 23. Cost
  24. 24. How much will the location cost $$$ (site cost included)
  25. 25. Size
  26. 26. How much room do you need per person?
  27. 27. Facilities
  28. 28. What else are we working with?</li></li></ul><li>Little Things Have a Big Effect<br />Make sure the event location matches the event theme. <br />Outline everything you have and need before hand (Contracts)<br />Helps with organization<br />Indoor or Outdoor decision<br />Type of safety hazards<br />One way in one way out exits, etc. <br />Will there be signs available to identify your event<br />
  29. 29. Lesson #3<br />So you’ve got your location down so…what’s next…<br />KNOW YOUR VENUE<br />
  30. 30. Venue<br /><ul><li>Make sure Staging, Audio, and Lightening is accessible at your venue.
  31. 31. Having no power is no fun
  32. 32. Be weary of Space and Time guidelines in the contract.
  33. 33. Keep in mind the feeling you want to convey in relation to your venue.
  34. 34. Know the smallest details
  35. 35. Carpeted or Not
  36. 36. Number of Columns in the room
  37. 37. Possible isle paths for entrance and exits
  38. 38. Event Design Angles </li></li></ul><li>Transportation and Parking<br /><ul><li>The event begins and ends with parking and transportation.
  39. 39. Transportation
  40. 40. Make sure you take care of any special vehicles needed to transport participants.
  41. 41. Parking
  42. 42. Get parking passes IN ADVANCE (if needed)
  43. 43. Is there going to VIP parking
  44. 44. Is the parking area will lit
  45. 45. Will media have special parking
  46. 46. Will sectional parking be avaliable. </li></li></ul><li>Lesson #4<br />THEME<br />MAKE YOUR EVENT REMEMBERABLE<br />
  47. 47. THEME <br />Things to consider<br />Time of year <br />Site <br />Name & Logos <br />Atmosphere <br />Lighting <br />Props <br />Party Favors <br />
  48. 48. Invitations/Promotional Materials<br />Save the date cards<br />Themed reminders about the event<br />Make sure your invitation set the mode for the event<br />It’s the first time your audience see’s or hears about your event<br />Determine whether the event be<br /> Invite only <br />General Admission <br />
  50. 50. Food And Beverages<br />Most venues will work with you when it comes to food in their venue. <br />Make sure the food matches or adds to your event.<br />If alcohol is being served make guidelines to ensure order.<br />Make sure you are there for every step of the food and beverage process.<br />
  51. 51. Things to consider<br /><ul><li>Budget
  52. 52. How much are you going to spend.
  53. 53. Kitchen space and location
  54. 54. Number of guest
  55. 55. Type of Event
  56. 56. Will there be Appetizer/Courses served
  57. 57. How will your food be served
  58. 58. Self-service
  59. 59. Catering help</li></li></ul><li>#1 CARDINAL RULE<br />NEVER RUN OUT OF FOOD<br />WARNING: This may cause a riot<br />
  61. 61. Money<br />Project a budget first<br />Preliminary budget frame your event vision<br />NEVER MIX EVENT MONEY WITH YOUR MONEY. <br />If you don’t have the money make it work with what you have. <br />
  62. 62. Event Budget<br />Things to consider when creating your budget<br />Expenses <br />Focus of the Event<br />Site Cost <br />Refreshments/Food<br />Programs<br />Promotion materials<br />Income<br />Pre-sold/Day of tickets<br />Vendor spaces<br />Raffle tickets etc.<br />
  63. 63. NOW THE MAIN EVENT <br />HELPFUL HINT: Show about one hour before the first person or group is suppose to be there just in cause <br />
  64. 64. Day of the Event Checklist<br /><ul><li>Supplies Pick up
  65. 65. Venue Set-up
  66. 66. Prop pick-up
  67. 67. Furniture Placement/Removal (if neeeded)
  68. 68. Food Delivery (if needed)
  69. 69. Place any outside and/or outside Promotional Materials
  70. 70. Copies of any contracts or written correspondence
  71. 71. Be prepared to handle any last minute adjustments
  72. 72. Back up plans, surplus items, etc. </li></li></ul><li>Now That Your Event Is Over WHAT NEXT???<br />
  73. 73. CLEAN UP<br />Clean up begins once the last dish is cleared.<br />At this time, you want to re-announce prize winners to come pick up their prizes. <br />Also announce the ending of the meal.<br />Make sure to check every inch of the venue and location while cleaning<br />Generally you want your venue and location to look like it did when you first arrived. (at least)<br />Make sure all trash is taken to the negotiated areas <br />
  74. 74. Closing the Event<br />Make sure procedures for securing any types of keys are made clear and followed.<br />The event manager should be the last one to leave. <br />
  75. 75. THE END<br />Now you know the BASICS of event planning. <br />
  76. 76. Special Thanks To<br />Professor Andrews<br />I really enjoyed your class this year you’ve actually turned to my career plans around with this class and I just want THANK YOU FOR BEING AWESOME.  <br />