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Event Planning Essentials

Introduction

• This is a “how to” guide for aspiring event planners. It provides a list of tactics that can assist you in planning and executing a successful event. Each event is unique, however this guide specifically targets events such as parties, award banquets, and receptions.

• Hope you find this guide helpful and enjoy your event!

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What is an event?

• “The word event means an occasion, a gathering of people at a certain place at a certain time for a specific reason,” –

Shannon Kilkenny

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Determining your Budget

• One of the most important things that should be determined before planning an event is the budget.

• Knowing your budget will allow you to know which items are necessities for your event & which items are luxuries.

• Also, having a set budget will narrow your choices for entertainment, catering etc.

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Determining your Schedule

One of the first steps to event planning is creating a timeline.

• Create a schedule of deadlines, including meetings, invitation send outs, deliveries and all other important dates.

• Follow your timeline! It will ensure that you don’t miss deadlines and allow you to stay organized.

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Determining your Audience

• Another crucial step in planning an event is determining your target audience.

• Knowing the age group and likes/dislikes of the audience that will attend your event can assist you in deciding what type of food to serve, which type of entertainment to have, and even the venue.

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Choosing a Venue

• Another important step in planning and executing an event, is choosing a venue.

• After determining your target audience and the type of event that you are planning, you can begin looking at different venues.

• You want to choose a venue that is neither too large or too small for the number of people that will attend.

• You also want to choose a venue that fits your theme and also fits into your budget.

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Event Planning Roles

• When planning an event, it is a good idea to assign different roles to your staff.

• I have found that having a staff of 5-8 people provides the most effective work environment when it comes to planning an event.

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Event Planning Roles

• There are numerous roles to be held including, but not limited to:

• A treasurer who will keep track of the budget, all money spent, receipts, money earned, and contracts.

• A contact person who will contact all vendors, such as caterers and entertainment.

• A marketing person who will distribute advertising, contact media, and promotions.

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Strengths of Event Planning • When planning an event, whether it is a small party or a large

event, such as a wedding- organization is key.

• If you follow your schedule and update your budget each week, it will allow you to stay on track and to stay organized.

• Always keep the target audience in mind, a successful event is an event that is enjoyed by all in attendance. G

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Strengths of Event Planning

• As mentioned earlier, knowing your target audience will allow you to create an event that will be enjoyed by everyone.

• The decorations, music, food, venue, entertainment, and even the invitations should always be made to suit the target audience.

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Weaknesses of Event

Planning • One issue that is often encountered in event planning is lack of

communication.

• Clear communication with vendors, as well as being specific in your contracts can decrease your chance of encountering problems during the event.

• Also, clear communication with your staff and client will allow everyone to stay on the same page.

• Providing your staff and client with a detailed report each week will keep everyone on track.

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Weaknesses of Event

Planning • Another issue that can be encountered is not updating the

budget.

• Updating the budget after each purchase will ensure that you do not go over the set amount of money.

• Going over a client’s budget will most likely ensure that you are not hired again or recommended to future clients.

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How to Evaluate an Event

• Providing an evaluation form at your event is a great way to gain feedback.

• Evaluation forms allow the guests to tell you what they liked and disliked about your event.

• A great way to give each guest an evaluation sheet is to place a sheet inside of a program and place the programs on each seat.

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How to Handle Criticisms &

Compliments

• Always remember, you cannot please everyone.

• There are always going to be unhappy guests, but as long as your client and most of the guests are happy, you’ve done your job.

• When reading the evaluation sheets, focus on the criticisms. They can help you improve at your next event.

• The compliments will let you know which areas of the event were successful and should be repeated.

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Conclusion

• Whether planning a awards banquet, birthday party, or grand opening there a few key aspects to keep in mind:

• Tailor your event to suit your audience. Knowing your guests will allow to choose the best venue, caterer, entertainment, and decorations.

• Stay on track. Create a schedule with important dates and make sure you and your staff stick to the schedule.

• Update your budget. After each purchase, update your budget to ensure that you do not go over.

• Communicate clearly. Be specific in your contracts and be clear with your staff, client, and vendors.

• Lastly, ENJOY! This is your event so don’t forget to have fun!

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