This document provides an overview of event planning from initial planning through evaluation. It discusses determining objectives and budget, designing elements around the five principles of education, engagement, energy, emotion and entertainment. Key steps include creating a critical path calendar, function sheets, choosing a location, transportation, guest arrival process and food/beverages. The document emphasizes organization, attention to detail, and evaluating events to enhance future planning.

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1, 2, 3‟s & A, B, C‟s of
Event Planning
By: Chelsea Smith

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Central Event Management Idea
“A plan is a list of
actions arranged in
whatever
sequence is
thought likely to
achieve an
objective.”
–John Argenti
Photo from:
http://www.someecards.com/usercards/viewcard/MjAxMy01
MDM0MGRkNDYzNjBiNjBh

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Other „Event Planner‟ Titles
 Project manager
 Executive
 Personal Supervisor
 Art Director
 Accountant
 PR Practitioner
 Facilities Expert
 Box-Office Consultant
 Salesperson
 Program Administrator
 Captain
 Caterer

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Initial Planning
 “It‟s always important to remember that you are creating
something that may be a lifetime memory for someone
(Allen, 2009)”.
 First, determine the objectives of the event
 Main goal: create an event with the most attendants you can have along
with full participation of each attendee while understanding the message
communicate through the event (Allen, 2009).
 Objectives may be tangible and intangible.
 Five elements of designing event objectives:
 1. Educational
 2. Enlightening
 3. Engaging (connect with company/group through the event)
 4. Energizing
 5. Entertaining

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Initial Planning
 After the objectives are in place, a budget needs to be created.
 Create the budget on an Excel document to allow for easy reading and
understanding.
 Advise client at time of payments terms with vendors and include in
contracts.
 Once the budget is in place, visualize the event.
 By calculating backwards from the budget, you can see if
there is a fit or if flexibility in the budget or event needs to be
found (Allen, 2009).
 This marks the starting point for designing any event and
allows the planner to understand what is most important to
their client.
 Visualization beings before the date is selected and a venue is
chosen

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Initial Planning
 When creating a design for the event, keep in mind the five
event design principles:
 1. The elements: all the parts that make up the event
 2. The essentials: must-haves
 3. The environment: venue and style
 4. The energy: creating a mood (the feeling the attendees will get
when they leave the event)
 5. The emotion: feelings
(Allen, 2009)

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D. R. I. V. E.
 D: define company and objectives
 R: research and develop your event vision
 I: innovate and create a customized event experiences using
my design principles and event objectives
 V: visualize your event step by step to capture all essential
logistical event requirements and expenses
 E: execute with detailed precision and timing

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Organization and Time
 Must be organized and paying close attention to detail.
 A Critical Path is created by having a calendar and working backwards
from the event date at what needs to be completed before the actual
event.
 Break down into weeks and months prior to the event (ie. May 2- 6
weeks prior to event)
 Create a Function Sheet for the event time span.
 Provides everyone with a particular role for event and to make sure
everything is in place for the event.
 Let‟s your supplies know how you want your event to be handled.
 They are working scripts for the event.
 Should begin with the contact sheets that include all of the information
of those for the supplier to get in touch with about the event.
 The information in the function sheets is confidential.

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Organization and Timing
 When thinking of the timing for the event, consider what is
going on earlier or later that day in the surround areas.
 When selecting a date for the event, keep in mind these things
that could have an impact on your event:
 1. Major holidays
 2. Religious observations
 3. School breaks
 4. Long weekends
 5. Sports events
 6. Other special events
 7. Other considerations

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Location
 Choosing a site for the event can make or break the success of
the event.
 Some things to consider when looking at venues:
 1. Location: determined by the amount on your guest list
 2. Date: are there any national or religious holidays that could affect
attendance
 3. Season
 4. Time of day
 5. Indoor or outdoor affair
 6. Will the event occur in other locations
 7. Budget consideration
-”You are limited only by your imagination and your budget (Allen,
2009).”
 It is always good to have one bathroom per 75 guests (Allen,
2009).

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Location
 During the day of the event, you must have a copy of all
permits with you on the site.
 Also bring copies of the signed contracts referring to any
location information or event elements (Allen, 2009).

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Transportation
 Whichever mode of transportation is being used for the event,
it must be inclusively available to the event attendees (Allen,
2009).

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Guest Arrival
 The event beings in the parking lot when the guests arrive in
the parking lot.
 Registration and check-in should be the first thing the guests
do when they get to the event.
 It should be as quick and easy as possible.

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Food and Beverages
 ALWAYS remember to include a vegetarian option when
choosing the menu.
 NEVER run out of food.
 For every 40 guest have 1 bartender.

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Evaluation
 This occurs post event.
 Learning time to serve as growth to enhance your event
planning skills.
 Ask yourself what worked? What didn‟t work? Were your
objectives met? What was the feedback from the guests? Did
you make a profit or loss?

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References
 Allen, J. (2009). Event planning: the ultimate guide to
successful meetings, corporate events, fundraising galas,
conferences, conventions, incentives, and other special
events (2 ed.). Toronto: John Wiley & Sons Canada.
 http://www.fastmarketingplan.com/tips/famous-quotes-about-
plans-planning.php