This is a "how to" guide to event planning for my Public Relations Event Management class.

1. The “how to” guide to event planning Lauryn Williams

2. What you will need to stay organized Function Sheet Documents what how things will be carried out at the event and who is responsible for what Budget Sheet Tentative list of what the expenses will be Must be converted when expenses are final Critical Path Timeline of what is to be done by a certain time prior to the event

3. Strengths of event planning Provides an organized layout to help contribute to a successful event Helps secure that the objective of the event is being reached and targets a particular audience Brings to light certain details that would not be considered when constructing a last minute event

4. Weaknesses of event planning Paying attention to the smallest details is essential. The event planner must be prepared to manage any event ranging from a variety of styles.

5. The event planner is… The liaison between every person or group involved with the event The band The caterer Those holding the event Any equipment suppliers The venue… etc.

6. Groups of event planners Working with a group of event planners may be effective because committees can be assigned. The struggle with this lies with control. One person is not controlling every aspect of the event. Everything on the critical path and function sheet must get done.

7. Ideal Number of event planning group A group of 5 people Provides enough support to get the job done Is small enough so that each person’s role can be monitored

8. Working alone This increases responsibility. The individual event planner is in total control of planning the event. He or she must be extremely organized and dedicated.

9. Planning the event There are many steps to planning an event. Never skip or leave steps out. Allow yourself at least one year to plan an event.

10. Why is the event being held? Make sure this is understood before beginning to plan. Determine… The event objectives The returns to be received on the day of and in the long run Who the target audience is

11. Visualization Do this prior to finalizing the date or venue. Think of how the event should be laid out. Picture the guests walking up and what they will see. Things to consider: Transportation Location of bathrooms and how many are needed Location of venue Shipping of items Layout

12. Venue and theme What location will best accommodate the guests? What venue and theme will support in getting the objective across to the target audience? What would be memorable to guests? What atmosphere and environment must be created to provoke a certain feel and attitude of the guests?

13. Know what is taking place before and after your event and the time allotted for set up and clean up. Consider the time of day, season and date on which the event will be held. For example ask… Is it hurricane season? Is it a national holiday or religious holiday?

14. If the event is being held outside make sure to have a back up plan incase weather provides an issue. For outdoor events consider what you will need. Tent Generator Extension Cords Access to Restrooms Temporary Floor or Walls etc.

15. Costs What costs are going to be involved? Do the venue, decorations, equipment and all other items fit within your budget? Find out if your client wants to break even or make a profit from the event!

16. The day of the Event Follow the Function Sheet. Have a copy of any signed agreements, contracts or land leasing documents. Again, make sure you have secured the venue for enough time to set up and clean up. Distribute evaluation sheets to guests.

17. After The event Create a chart to show a visible example of what the results to the evaluations mean. This helps the event planner see what can be improved upon, and what was successful. Determine from these results if the event was a success or failure. Take criticism as an effective learning tool for future events.

18. Send thank you cards to those who provided donations or contributions. Do this as soon as possible.

19. Failed Event Learn from mistakes The actions to take after a failed event depend on the extent to the failure. Apologize to the client if necessary.

20. References “Event Planning – The Ultimate Guide to Successful Meetings, Corporate Events, Fund-Raising Galas, Conferences, Conventions, Incentives and Other Special Events” 2nd Edition By Judy Allen Professor Curtis Woody Event Management Class Lauryn Williams Event Management Student