A “HOW TO” GUIDE FOR

EVENT PLANNING

Created By: Meghan E. Spillers

DEAR FUTURE EVENT PLANNERS,

The business of event planning is both stressful and time-consuming. There are many elements that factor into making an event a success. Event planning requires hard work and dedication. If you follow this guide on how to implement a successful event, you will find the experience to be extremely rewarding. Good luck with your planning!

Sincerely, Meghan Spillers

THE MANY FACES OF A PR EVENT MANAGER:

Project Director Personnel Supervisor Art Director Executive Accountant Facilities Expert PR Practitioner Salesperson Caterer

FIRST OF ALL… REMEMBER D.R.I.V.E!

Define the company and event objective.

Research and develop the vision of the event.

Innovate and create a customized event experience.

Visualize the event step-by-step.

Execute the event with detailed precision and timing.

RULE 1: LEARN TO BUDGET YOUR MONEY!

Project a budget in the beginning of the planning stage that will include all of the expenses.

This determines the final decisions for the event such as the venue, food served, etc.

NEVER mix money for the event with your personal money!

RULE 2: BE ORGANIZED! The two most important

elements in event planning is organization & detail.

Use the critical path (working backwards from the date of the event) in order to stay organized.

Make a function sheet. This is a detailed script of the event.

Also, keep in mind key cut off dates, such as the last date you can withdraw from the event without penalties.

RULE 3: KEEP TIMING IN MIND!

When choosing a date for the event, be sure take into consideration other functions or holidays occurring.

Investigate these 7 areas: Major Holidays Religious Observations School Breaks Long Weekends, such as Labor

Day Weekend Sporting Events Other Special Events, such as

Graduation Other Considerations

RULE 4: DO NOT RUN OUT OF FOOD!

For appetizers, a serving size is 6-8 per person.

There are four elements to take into consideration when planning a menu. The Budget The Kitchen- You should

know how much space you have at the venue.

The Guests The Type of Event

RULE 5: PICK THE PERFECT SITE The location of an

event can either make it or break it!

Make sure to match your site to the event type.

When choosing a venue, consider the location, cost, size and facilities.

Decide on the aspects that are essential to you and what you are willing to compromise on.

LASTLY, EVALUATE THE EVENT

Once the event is over, you should still evaluate what worked, what did not work, and what could be improved next time.

One way to do this is by asking the people who attended to fill out a comment card or survey.

Evaluate the goals and objectives set in the beginning and see if they were achieved.

Don’t take criticism personally. Take the advice given, and use it to better improve the event next time.

STRENGTHS OF EVENT PLANNING

Know your target audience. You cannot simply target the general public. Narrow it down to a specific group to best satisfy their wants/needs.

A campaign cannot be strong if it is not organized. Make sure to keep all contracts, expenses, and other valuable information in an orderly fashion.

WEAKNESSES OF EVENT PLANNING

A major weakness is a lack of communication. It is SO important to be on the same page with the people you are working with (the client, vendors, other team members). Also, ask questions if you are unsure. It is much better to be safe than sorry!

HOW TO HANDLE A FAILED EVENT

Learn from your mistakes. Things will always go

wrong. No event is ever completely perfect. Whether it is a minor or major detail, mistakes happen.

Realize that practice makes perfect. It will take several tries to implement an event in every way it is intended to be handled.

HOW TO HANDLE A SUCCESSFUL EVENT

Remember to send Thank-You cards to everyone involved helping you implement the event. Without teamwork, the event would not have been such a success.

Be proud of your accomplishments! An event takes excessive amounts of time and energy, so take the time to enjoy its success.

REFERENCES

Event Management Class Notes.

Wagga Wagga Events Guide. (2009). How to Evaluate Your Event. WWCC Marketing Communications.http://www.wagga.nsw.gov.au/resources/documents/How_to_Evaluate_Your_Event.pdf