This document provides an event planning guide with 13 steps for organizing a successful event. It outlines key considerations for each step, including defining objectives, developing a vision and budget, choosing a theme, creating invitations, selecting a date and venue, planning food and staffing, and final preparations. The overall message is that preparation is crucial, from visualizing the event step-by-step to executing it precisely according to plan while allowing for unexpected changes.

1. My Event planning Guide Damara Simmons-McFerren

2. “Plan, prepare, and then be prepared for the unexpected…” In event planning, preparation is key. Being the event manager , you have the potential to wear many hats. You can innovate and create a personal customized event for your guests. Simply visualize your event step-by-step, and execute your event with precision and timing.

3. Pick your design!

4. 2. Define your event objective Educational Enlightening Engaging Energetic Why are you holding your event? What’s the “big picture” What are the event must haves Will you need a venue What type of atmosphere should the event have

6. Anticipated weather, time of year

7. Location, location, location!

8. Themes and programs

9. Décor

10. Catering?

11. Guest parking

13. Organize budget, and save all changed copies4. Establish a budget

15. Site

16. Names

17. Logos

18. Atmosphere

19. Props

20. Deco

22. 7. Pick a date Investigate: Major holidays Religious observation School breaks Sports events Special events Consider: What’s at your venue before, during, and after event Day of week Season Volunteer and guest arrival Weather conditions

23. 8. Registration, information, and staffing Make reservations in advance, keep copies of all contracts or policies /agreements. This also includes if your event needs security, having an information table or center, lost& found, cash box. Compose information packets if necessary, and handle staff scheduling and procedures for closing the facility.

24. 9. Planning the menu Four key elements to consider: Your Budget Is there a kitchen at the facility Guests Type of event Start with FIXED costs Have a balanced menu Nothing heavy or non-filling Cardinal Rule: NEVER run out of food!

25. 10. Serving the food Buffet Reception Action station Cafeteria style Family style Preset Diagram of Servings Head table location Appearances Serving staff Leftovers Serving Styles Also Consider

26. 11. Select a site Four main criteria to consider: Location-proximity of other locations Cost-total site costs, kitchen fees, rentals personnel fees Size-how much room needed per person Facilities Location requirements

28. Arrive well in advance of groups

29. Post directional signs in strategic locations

30. Event begins and ends in the parking lot

31. Can guests be dropped off at the front door?

32. Venue Requirements: audio, visual, lighting12. Contracts, signs, and parking

33. 13. The day of the event Arrive early Unload and distribute supplies Post indoor signs Set-up and staff registration tables Move furniture, etc. Deliver tables and chairs Cleaning and closing site Procedures

35. Consider the Atmosphere

36. Room temperature

37. What will guests see first when they arrive?

38. Rest

39. Enjoy!