This document provides tips for planning an event in 3 stages: initial planning, budgeting and organization, and venue details. In the initial planning stage, it recommends defining the event goals and purpose. For budgeting and organization, it advises creating a detailed budget spreadsheet and function sheet to coordinate all event details. Finally, the venue section discusses requirements for guest attendance, space, menus, equipment needs, and creating a backup plan. The overall document offers guidance on the key considerations and steps for organizing a successful event.
2. First Things First!
ďľ Here are a few essential questions to ask yourself or
your client before the planning begins:
- Should I hold an event?
- Do I have the money to hold the event I envision?
- What is the purpose of the event?
ďľ Initial Planning Tips:
- Think in terms of âsenseâ not just dollars and cents
- Bring event planners and consultants in at the
appropriate time and you can save money in the end!
- Define the goals youâd like to achieve through the event
and be sure that all steps you take lead to the end result.
3. Budget
ďľ During initial planning, lay
out your proposed budget
on a cost sheet in Excel
ďľ Keep budget accurate
and up to date at all times
to prevent over spending
ďľ Your event should be
reconciled as you go
forwardâ each time you
get new costs or make
adjustments/changes, you
r budget needs to be
updated so that there are
no surprises.
4. Organization and Timing is
Everything
ďľ Function Sheet: the information guide that tells you how
you want your event to be handled
- It makes sure everything is in place⌠no surprises!
- One person needs to be in charge of preparing the
sheets, to control all the information coming in, and that
person must be the only one dealing with suppliers and
finalizing plans.
ďľ Contact Sheets: list of all names, titles, company
names, addresses, telephone, fax and cell numbers, e-mail
addresses, and emergency information
- Used so that the creative director has all the numbers
in one central area and so that thank-you letters can be
written after the event is completed
5. Organization and Timing Cont.
ď¨ Decide on an appropriate
date:
- Whatâs going on around the
proposed time of your event?
Consider major
holidays, religious
observations, school
breaks, sporting events, ect.
- Consider the seasons
(November and December are
packed with holiday festivitiesâŚ)
- Discuss climate!
6. Location and Site
ďľ Site Selection: you are not limited to
hotels, convention centers, or restaurantsâ
think outside the box!
ďľ You are limited only by your imagination and
your budget
ďľ Location Requirements: investigate
availability and be specific!
- It is easier to release space and scale
down than to try and work with inadequate
space once you have signed the contract
7. Location and Site Cont.
ď¨ - Map out your location
requirements on a grid/chartâ
Include:
- Move In
- Setup
- Rehearsal
- Teardown
- Move Out
8. Planes, Trains, and
Automobiles
ďľ Transportation
Checklist:
- Access all event
transportation requirements
- Look at where
conventional and creative
transportation options are
appropriate
- Choose the
appropriate route
- Decide how group
departure and drop-off can be
made more convenient
9. Be Our Guest!
ď¨ Guest Arrival:
- Assess all guest
arrival transportation and
parking requirements
- Determine how many
entrances will need to be
covered
- Design arrival that is
welcoming and sets the
tone for the event ahead
10. Be Our Guest Cont.
ďľ Guests: Keep and track all guest information organized
on one Excel spreadsheet -
(incl. full name, address, RSVP status, guest names, dietary
restrictions, etc.)
ďľ Registration questions to consider:
Will guests be receivingâŚ
- Programs?
- Floor/seating Plans?
- Information kits?
Will you needâŚ
- Display easels for signs?
- Electrical outlets and/or extension chords?
- Extra tables and/or chairs?
11. Venue & Menu
ďľ Venue/Room considerations:
- Width of the doors
- Ceiling height
- Sight lines
- What is on the floors, walls, and ceilings
ďľ Space requirements:
- Cocktail Reception: 8 sq ft per person
- Cocktails w/ Food Stations: 12-15 sq ft per
person
- Seated Dinner: 20 sq ft per person
- Dance Floor: 20 sq ft per instrument for the
band
12. Venue & Menu Cont.
ď¨ Work with the caterers to come
up with a creative menu!
ď¨ Cardinal rule⌠do NOT run out
of food!
ď¨ Appetizers
⢠Array of choices, but limit to 8-
10 items
ď¨ Dinner
⢠If follows, 6-8 hors dâoevres
per person
⢠NO dinner, 18-30 pieces per
person
13. Extra Tips
ď¨ Always have a back-up plan for everything, especially
being able to communicate quickly with your invited
guests in case something goes really wrong.
ď¨ Stay in communication with your guests throughout
the process. Call them 2-3 days prior to the event to
confirm their attendance. After the event, send a note
or letter thanking them for coming. Bonus points if you
can include a picture of them at the event!
ď¨ Donât be afraid to negotiate prices or get additional
quotes from other caterers, cor companies, florists
etc. Competition means savings!
14. Extra Tips
ď¨ Will you need microphones,
projectors, speakers, video
cameras, etc.? Make a list of
equipment needs and plan to
hire a professional AV tech to
set up all equipment.
ď¨ Last but not leastâŚevaluate
your event! What worked?
What didnât work? This will
help you plan and execute
future events
