How To: Plan an Event
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First, determine the type and objectives of the event. Set a realistic budget that includes all expected expenses like venue, food, decorations and entertainment. Pick a date while considering holidays, weekends and other local events. Create a guest list that fits within the budget and achieves the desired image. Choose a venue that fits the budget, guest count and event needs. Develop a menu that matches the budget, kitchen facilities, number of guests and type of event. Create a timeline and have backup plans to ensure a successful event. As the event manager, wear many hats to plan and oversee all aspects of the event.
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How To: Plan an Event
- 1. By: Leigh gunnelsHow To:Plan an Event
- 2. First Things First:Decide what type of event you are planning:Types include:WeddingsMeetingsConferencesFundraisersDetermine your event objectivesEvents can be:EducationalEnlighteningEngagingEnergizing
- 3. KNOW HOW MUCH YOU CAN SPEND!!Set an exact amount of money that can be spent.Setting a realistic budget is the most important aspect of planning an event.Everything you do revolves around your budget.Make sure to keep a running tally of all expenses.Be careful! The little things, like decorations, add up faster than you think.NEVER mix in your own money.
- 4. Determine the expenses you will incurKnow your incomeFocus of eventVenueFood and RefreshmentsDecorationsEntertainmentTime based pricesComplimentary admissionVendorsDonationsOrganize Your Budget$$$
- 5. Pick A Date:Before finalizing the date, look at the calendar and consider 7 areas that could impact your event.Seven Areas to Investigate:Major HolidaysReligious ObservationsSchool BreaksLong WeekendsSports EventsOther Special EventsOther Considerations
- 6. Guest ListBefore you can pick a venue, you must decide how many people are coming.Consult your budget, how many people can you afford to be invited?Know the age demographics of the guestsEnsure the right people are there.Make sure the guest list mirrors the image you are trying to portrayThink about transportation while making the guest list. Will they be arriving on their own? Or by private car or limo? Do they need access to public transportation?
- 7. Pick a VenueConsult your budget, know what you can afford or not afford.Visualize your event in the room and make sure it fits all the requirements needed for your event before you sign a contract.Know everything about the venue. Measurements, how many bathrooms, electricity outlets, kitchens, exits, etc.
- 8. Food and Beverage ConsiderationsCardinal Rule: NEVER RUN OUT OF FOOD!4 elements that influence your menu:BudgetKnow what you can afford and what you cantKitchenKnow what appliances will be providedGuestsKnow how many you need to feedType of eventMake sure the food mirrors the event objectives
- 9. Success or Failure of an event:There will always be something that goes wrong while planning an event, that is just a fact. It is how you handle those crisis that really makes or breaks an event.They key to planning a successful event is organization and a timeline.Make a timeline that outlines what must be done months prior all the way until the day of the event.Now you have to actually stick to that timeline.Have a back-up plan for everything.
- 10. Always Remember:An Event Manager Does It AllProject DirectorPersonal SupervisorArt DirectorExecutiveAccountantSalespersonCatererBox Office ConsultantAny other jobs pertaining to the event