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How To Guide for Event Planning

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How To Guide for Event Planning

  1. 1. How To Guide for Event Planning By: Kate Kavanagh
  2. 2. Design Principles <ul><li>It is important to follow these five design principles: </li></ul><ul><ul><li>The Elements: all the parts that make up the event </li></ul></ul><ul><ul><li>The Essentials: the must-haves </li></ul></ul><ul><ul><li>The Environment: the venue and style of location </li></ul></ul><ul><ul><li>The Energy: the mood you want to create </li></ul></ul><ul><ul><li>The Emotion: feelings you want to inspire from the event </li></ul></ul><ul><li>Each element affects the next, if one area is overlooked can cause issues the rest of the way in a domino effect. </li></ul>
  3. 3. D.R.I.V.E. <ul><li>D – Define the company and event objective. </li></ul><ul><li>R – Research and develop the event vision. </li></ul><ul><li>I – Innovate and create a customized event experience. </li></ul><ul><li>V – Visualize the event step-by-step. </li></ul><ul><li>E – Execute with detailed precision and timing. </li></ul>
  4. 4. Essentials <ul><li>Being organized and paying close attention to detail are the two most important elements of running a successful event. </li></ul><ul><li>Checking constantly that things are on schedule and moving forward as planned. </li></ul><ul><li>Establish how much money can be set aside for the event, serious financial commitment. </li></ul>
  5. 5. Important Elements <ul><li>Preliminary Cost Estimates </li></ul><ul><ul><li>Detailed wish list which includes everything possible regardless of cost. </li></ul></ul><ul><ul><li>Will allow you to know which items are necessities and which are luxuries. </li></ul></ul><ul><ul><li>Written estimates from suppliers which will be firmed up at a later date. </li></ul></ul><ul><li>A Critical Path </li></ul><ul><ul><li>Is the master document that governs the work of everyone on the event management team. </li></ul></ul><ul><ul><li>Should be developed in the first steps of planning and modified/updated through the entire process. </li></ul></ul><ul><ul><li>Start working backwards from date of event, looking at what has to be done and when. </li></ul></ul><ul><ul><li>Include all elements into personal calendars. </li></ul></ul>
  6. 6. Important Elements Continued <ul><li>Contact Sheets </li></ul><ul><ul><li>Serves two purposes </li></ul></ul><ul><ul><ul><li>All numbers in one central area </li></ul></ul></ul><ul><ul><ul><li>Have all information to sit down and write thank you notes, serving as checklist. </li></ul></ul></ul><ul><ul><li>Includes: names, titles, company names, addresses, telephone numbers, fax numbers, cell phone numbers, email addresses and emergency after hour numbers. </li></ul></ul><ul><li>Function Sheet </li></ul><ul><ul><li>Is the heart of the event, encompassing it from the beginning to the end. </li></ul></ul><ul><ul><li>One person is in charge of preparing them and finalizing all of the plans. </li></ul></ul><ul><ul><li>Help establish what has been contracted, inclusions associated with the event, costs that have been agreed upon. </li></ul></ul><ul><ul><li>Shows how the event elements will be handled. </li></ul></ul>
  7. 7. The Perfect Venue <ul><li>The location you select can either make or break the event. </li></ul><ul><li>Only limitation faced when selecting venue is your budget and your imagination. </li></ul><ul><li>Consider the location, date, season, time of day, cost, size, and facilities. </li></ul><ul><li>Decide on the aspects that are essential to you and what you are willing to compromise on. </li></ul>
  8. 8. Strengths of Event Planning <ul><li>Have the opportunity to control almost all elements of the event flow. </li></ul><ul><li>Practicing good communication with client should end in a successful event. </li></ul><ul><li>Know your target audience and narrow down to satisfy their wants and needs. </li></ul><ul><li>Organization is key. </li></ul>
  9. 9. Weaknesses of Event Planning <ul><li>Some things are out of your control. </li></ul><ul><li>Time is essential. </li></ul><ul><li>Need the ability to multi-task. </li></ul><ul><li>Be prepared for unexpected changes. </li></ul><ul><li>If something can go wrong, it will. </li></ul>
  10. 10. Various Hats of Practitioner – Planning, Implementing, Executing <ul><li>Perfecting all details leading up to actual event. </li></ul><ul><li>Accountant of all money involved with specific event. </li></ul><ul><li>Coordinator of appropriate information with all suppliers. </li></ul><ul><li>Liaison between client and all parties involved. </li></ul><ul><li>Decorations at event. </li></ul><ul><li>Supervisor during event to make sure all things go as planned. </li></ul>
  11. 11. Ideal Group Sizes and Roles <ul><li>There are two deciding factors: </li></ul><ul><ul><li>The size of the event considering the venue, theme, budget, number of guests. </li></ul></ul><ul><ul><li>The amount of time you have to get everything done in time for the event. </li></ul></ul><ul><li>Compose a list of duties /roles for the entire event, then distribute to team members. </li></ul>
  12. 12. Questions to Evaluate Event <ul><ul><li>What worked? What would you do differently next time? Were objectives met? Were you in budget? Did you spend more in one area then anticipated? What are the reasons? Were they valid? What was the feedback? </li></ul></ul>
  13. 13. Handling Criticism/Complaints from Evaluations <ul><li>Have a positive mindset. </li></ul><ul><li>Don’t think of areas as blame but instead areas of growth. </li></ul><ul><li>Turn the negatives into a learning experience for following events. </li></ul><ul><li>Make changes in planning to fix the issues from this particular event so that it does not occur in the future. </li></ul><ul><li>No one is perfect, all events have mistakes but it is what makes us come away with more knowledge then the day before. </li></ul>
  14. 14. Handling the Success or Failure of an Event <ul><li>Keep composed. </li></ul><ul><li>Do not make excuses/blame others. </li></ul><ul><li>Get a better understanding of how not to do something in the future. </li></ul><ul><li>Without failure, you cannot have success. </li></ul><ul><li>If it was a success, thank all parties involved in the experience. </li></ul>
  15. 15. Thank You and Good Luck <ul><li>I hope that the information included was helpful and can be useful as a guide for preparing and planning your event! </li></ul><ul><li>The sky and beyond is the limit when it comes to event planning! </li></ul>
  16. 16. References <ul><li>Allen, Judy. 2009. Event Planning: the ultimate guide to successful meetings, corporate events, fund-raising galas, conferences, conventions, incentives and other special events. 2 nd Edition. </li></ul><ul><li>Event Management Class Notes </li></ul><ul><li>Professor Woody Lecture Material </li></ul><ul><li>Kate Kavanagh Information Attained in Class </li></ul>