Easy Event PlanningA “How To” Guide

Anna Mae Masi– PRCA 3332– Final Exam

First Things First!

Here are a few essential questions to ask yourself or your client before the planning begins:

- Should I hold an event?- Do I have the money to hold the event I envision?- What is the purpose of the event?

Initial Planning Tips: - Think in terms of “sense” not just dollars and

cents- Bring event planners and consultants in at the

appropriate time and you can save money in the end! - Define the goals you’d like to achieve through

the event and be sure that all steps you take lead to the end result.

Budget

During initial planning, lay out your proposed budget on a cost sheet in Excel

Keep budget accurate and up to date at all times to prevent over spending

Your event should be reconciled as you go forward– each time you get new costs or make adjustments/changes, your budget needs to be updated so that there are no surprises.

Organization and Timing is Everything

Function Sheet: the information guide that tells you how you want your event to be handled

- It makes sure everything is in place… no surprises!

- One person needs to be in charge of preparing the sheets, to control all the information coming in, and that person must be the only one dealing with suppliers and finalizing plans.

Contact Sheets: list of all names, titles, company names, addresses, telephone, fax and cell numbers, e-mail addresses, and emergency information

- Used so that the creative director has all the numbers in one central area and so that thank-you letters can be written after the event is completed

Organization and Timing Cont.

Decide on an appropriate date:

- What’s going on around the proposed time of your event? Consider major holidays, religious observations, school breaks, sporting events, ect.

- Consider the seasons (November and December are packed with holiday festivities…)

- Discuss climate!

Location and Site

Site Selection: you are not limited to hotels, convention centers, or restaurants– think outside the box!

You are limited only by your imagination and your budget

Location Requirements: investigate availability and be specific!

- It is easier to release space and scale down than to try and work with inadequate space once you have signed the contract

Location and Site Cont.

- Map out your location requirements on a grid/chart– Include:

- Move In- Setup- Rehearsal- Teardown- Move Out

Planes, Trains, and Automobiles Transportation Checklist:

- Access all event transportation requirements

- Look at where conventional and creative transportation options are appropriate

- Choose the appropriate route

- Decide how group departure and drop-off can be made more convenient

Be Our Guest!

Guest Arrival: - Assess all guest

arrival transportation and parking requirements

- Determine how many entrances will need to be covered

- Design arrival that is welcoming and sets the tone for the event ahead

Be Our Guest Cont.

Guests: Keep and track all guest information organizedon one Excel spreadsheet -(incl. full name, address, RSVP status, guest names, dietary restrictions, etc.)

Registration questions to consider: Will guests be receiving…

- Programs?- Floor/seating Plans? - Information kits?

Will you need…- Display easels for signs?- Electrical outlets and/or extension chords? - Extra tables and/or chairs?

Venue & Menu

Venue/Room considerations: - Width of the doors- Ceiling height- Sight lines- What is on the floors, walls, and ceilings

Space requirements: - Cocktail Reception: 8 sq ft per person- Cocktails w/ Food Stations: 12-15 sq ft per

person- Seated Dinner: 20 sq ft per person- Dance Floor: 20 sq ft per instrument for

the band

Venue & Menu Cont.

Work with the caterers to come up with a creative menu!

Cardinal rule… do NOT run out of food!

Appetizers• Array of choices, but limit to 8-10 items

Dinner• If follows, 6-8 hors d’oevres per person

• NO dinner, 18-30 pieces per person

Extra Tips

Always have a back-up plan for everything, especially being able to communicate quickly with your invited guests in case something goes really wrong.

Stay in communication with your guests throughout the process. Call them 2-3 days prior to the event to confirm their attendance. After the event, send a note or letter thanking them for coming. Bonus points if you can include a picture of them at the event!

Don’t be afraid to negotiate prices or get additional quotes from other caterers, decor companies, florists etc. Competition means savings!

Extra Tips

Will you need microphones, projectors, speakers, video cameras, etc.? Make a list of equipment needs and plan to hire a professional AV tech to set up all equipment.

Last but not least…evaluate your event! What worked? What didn’t work? This will help you plan and execute future events

References

http://www.northeastern.edu/events/downloads/Top%20Ten%20Tips%20for%20Planning%20an%20Event.pdf

Event Planning (second addition) by Judy Allen