This document provides lessons on event planning based on a fictional event planning for dummies book. It outlines key areas to consider, including understanding your audience, choosing an appropriate location, knowing the venue details, deciding on a theme, planning food and beverages, creating a budget, checklists for the event day and closing out the event. The document emphasizes that event planning requires knowledge across many areas and stresses the importance of planning location, budgeting properly and not running out of food. It concludes by thanking an event planning professor for inspiring a career change.

1. Event PlanningFor DUMMIES

2. SO YOU THINK YOU CAN PLAN???I HOPE YOU ARE READY BECAUSE YOU GOT A LONG WAY TO GO...

3. Before We Start Here…You might want brush up on a few thingsProject Management

4. Human Resources

5. Art

6. Festivities Expert

7. Accounting

8. Box Office

9. Salesmanship

10. Public Relations Practioner

11. Graphic Designer

12. Caterer

13. Program Administrator

14. Stylist You are DEFINITELY going to need to be knowledgeable in ALL these areas

15. LESSON #1 Know YourAUDIENCE

16. Know Your Target AudienceIn order for you to have a successful event you have to know what kind of people you are dealing with. An perfect event for one group may not be the same for another one.

17. To Help With Your Audience Satisfaction Try these tips:Research and Develop External Client RelationshipsPay attention to the smallest details. (People Notice)Choose a direction to your event and attack with passionThe event could be:Educational, Energizing, Enlightening, or EngagingLook for different things to make your audience standoutE.I. Personalize and Customize as much as possible

18. Lesson #2LOCATIONLOCATIONLOCATION

19. Location, Location, Location1 of the MOST IMPORTANT THINGS to consider when planning an event!!!

20. Other Things to consider when look at Location4 main criteria:

21. Proximity

22. Where the location of the event is in relation to its environment.

23. Cost

24. How much will the location cost $$$ (site cost included)

25. Size

26. How much room do you need per person?

27. Facilities

28. What else are we working with?Little Things Have a Big EffectMake sure the event location matches the event theme. Outline everything you have and need before hand (Contracts)Helps with organizationIndoor or Outdoor decisionType of safety hazardsOne way in one way out exits, etc. Will there be signs available to identify your event

29. Lesson #3So you’ve got your location down so…what’s next…KNOW YOUR VENUE

30. VenueMake sure Staging, Audio, and Lightening is accessible at your venue.

31. Having no power is no fun

32. Be weary of Space and Time guidelines in the contract.

33. Keep in mind the feeling you want to convey in relation to your venue.

34. Know the smallest details

35. Carpeted or Not

36. Number of Columns in the room

37. Possible isle paths for entrance and exits

38. Event Design Angles Transportation and ParkingThe event begins and ends with parking and transportation.

39. Transportation

40. Make sure you take care of any special vehicles needed to transport participants.

41. Parking

42. Get parking passes IN ADVANCE (if needed)

43. Is there going to VIP parking

44. Is the parking area will lit

45. Will media have special parking

46. Will sectional parking be avaliable. Lesson #4THEMEMAKE YOUR EVENT REMEMBERABLE

47. THEME Things to considerTime of year Site Name & Logos Atmosphere Lighting Props Party Favors

48. Invitations/Promotional MaterialsSave the date cardsThemed reminders about the eventMake sure your invitation set the mode for the eventIt’s the first time your audience see’s or hears about your eventDetermine whether the event be Invite only General Admission

49. Lesson #5 DECIDE IF THERE WILL BE FOOD AND BEVERAGES AT YOUR EVENT.

50. Food And BeveragesMost venues will work with you when it comes to food in their venue. Make sure the food matches or adds to your event.If alcohol is being served make guidelines to ensure order.Make sure you are there for every step of the food and beverage process.

51. Things to considerBudget

52. How much are you going to spend.

53. Kitchen space and location

54. Number of guest

55. Type of Event

56. Will there be Appetizer/Courses served

57. How will your food be served

58. Self-service

59. Catering help#1 CARDINAL RULENEVER RUN OUT OF FOODWARNING: This may cause a riot

60. LESSON #6SO HOW MUCH IS THIS GOING TO COST YOU

61. MoneyProject a budget firstPreliminary budget frame your event visionNEVER MIX EVENT MONEY WITH YOUR MONEY. If you don’t have the money make it work with what you have.

62. Event BudgetThings to consider when creating your budgetExpenses Focus of the EventSite Cost Refreshments/FoodProgramsPromotion materialsIncomePre-sold/Day of ticketsVendor spacesRaffle tickets etc.

63. NOW THE MAIN EVENT HELPFUL HINT: Show about one hour before the first person or group is suppose to be there just in cause

64. Day of the Event ChecklistSupplies Pick up

65. Venue Set-up

66. Prop pick-up

67. Furniture Placement/Removal (if neeeded)

68. Food Delivery (if needed)

69. Place any outside and/or outside Promotional Materials

70. Copies of any contracts or written correspondence

71. Be prepared to handle any last minute adjustments

72. Back up plans, surplus items, etc. Now That Your Event Is Over WHAT NEXT???

73. CLEAN UPClean up begins once the last dish is cleared.At this time, you want to re-announce prize winners to come pick up their prizes. Also announce the ending of the meal.Make sure to check every inch of the venue and location while cleaningGenerally you want your venue and location to look like it did when you first arrived. (at least)Make sure all trash is taken to the negotiated areas

74. Closing the EventMake sure procedures for securing any types of keys are made clear and followed.The event manager should be the last one to leave.

75. THE ENDNow you know the BASICS of event planning.

76. Special Thanks ToProfessor AndrewsI 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. 