Becoming a Successful Event Planner

1. How To Become a Perfect Event Planner
By: Eden Smith

2. The First Steps of Event Planning
Plan, prepare, and then be prepared for the
unexpected.
-Judy Allen, 1st ed

3. An Event Planner is….

4. ● Project manager
● Personal Supervisor
● Art Director
● Executive
● Accountant
● Facilities Expert
● PR Practitioner
● Salesperson
● Box-Office Consultant
● Program Administrator
● Caterer
● Captain
retrieved from: www.eventplanningblueprint.com

5. What kind of Events are there?

6. ● Board Meetings
● Business Meetings
● Conventions
● Corporate shows
● Gala fundraising events
● Naming rights
● Special Events
● Trade Shows
● Webcats
● Many more…
retrieved from: eventobe.wordpress.com

7. Before creating an event, find out your
purpose

8. ● Why are you holding
the event?
● What are the goals
and intentions of the
event?
● What do you hope to
achieve for your
event?
retrieved from:
raysolution.blogspot.com

9. What about money for my event?

10. ● Project a budget first
● Create a preliminary budget based on your
event vision and the wish list of inclusions, you
will know what will be doable and what will
not be doable.
● Budget determines the final decision for an
event
○ Site
○ Food Served
○ Prizes Awarded
● NEVER MIX YOUR OWN MONEY WITH
AN EVENT! retrieved from:
http://www.webdesignerdepot.com/2012/12/9-smart-
ways-for-designers-to-save-money/

11. Design Principles for your Event

12. ● Design
○ What you need for the event?
● Essentials
○ Bathroom, Venue, food, etc.
● Environment
○ The style needed for the
environment
● Energy
○ The mood that will be at the event
● Emotions
○ The feeling at the event
retrieved from:
unitedsiteservices.com
retrieved from: mathesandco.com

13. Initial Planning

14. LOCATION, LOCATION, LOCATION
● A location site can make or break you event
o Match your site to your event
● Know your location requirements
o What is essential for the event? What can be compromised?
o What does the site provide?
o Can you drop off items the day prior to the event?
● Keep the parking in mind to location of your event
o Is the parking in walking distance of your location
KNOW ALL COSTS AHEAD OF TIME retrieved from: visit.georgetown.org

15. ● Establish type of event and timing
● Type
○ Keep objective and target audience in
mind
● Time Requirements
○ List everything you need and assign a
time frame
○ Work backwards with your calendar
○ Build in some buffer
○ Add any factors that could contribute to
no meeting deadline
● Visualization
○ Walk through the event from top to
bottom and identify potential problem
areas in advance.
○ Remember, an event is the reflection of
the company's image
retrieved from: www.inboundsales.net

16. Choosing a theme
● Date
● Site
● Names and logos
● Atmosphere
● Lighting
● Props
● Favors

17. Themes and Programs
● Centerpieces
o Make sure guests can see each other over them
o What will you do with them after the event
o Know what needs to be returned after the event
● Decor
o Set-up included, will item be dropped off, do you have to pick
it up?
o Will it be delivered?
o What if anything is broken or damaged?
o Decor companies (i.e. furniture store, nurseries, etc.)
o Will you buy or rent decor?

18. Who is my targeted audience for my event?
● When creating an event, keep in mind:
o What are the age demographics?
o Will guests be coming as singles or couples?
o Will children or teenagers be attending?
o How will guests be handling transportation?

19. Considerations when Planning an Event

20. Timing
● What’s at the venue before, during and after your event?
● Consider the day of the week and season when you are planning on having your
event
● Consider whether your event should be held during the day or at night
● Consider what time the event will start and end
● Consider whether the attendees will dress informal or formal
● Consider whether guests have to change clothes if coming to of from the event
from work
● Also, consider if volunteers would have sufficient time to leave work and have
everything ready well before your guests arrive to the event

21. Date
● Investigate seven areas when Planning an Event
o Major holidays
o Religious observations
o School breaks
o Long weekends
o Sports events
o Other special events
o Other considerations

22. Guest Arrivals and Considerations
● Weather Considerations
o Consider weather if the event is outside or inside
o If the event is outside, have a cool drink for the guests to drink
● Registration
o Make sure your staff is identifiable and your guests know where to check in at when they
arrive

23. Registration table at your event
Your registration table needs to include the following for guests so
that it is easy access:
● Security Gate
● Information Center
● Lost-and-found table
● Cash box
● Publicity for upcoming events
Also, registration begins with reservations, have handy:
● Advance registration
● Master list

24. Other Considerations
● Entertainment
o Need a detailed schedule of events
o Look for what’s fun, new, and available in the area
● Presentations and Official Business
o Master of ceremonies
o Provide time for speech from higher ups
● Performances
o Plays
o Films and slide shows
o Background music
o Entertainers
o Singing and storytelling

25. Other Considerations
● Sales and Auctions
o Collecting, pricing and labeling, displaying and handling transactions
o Pricing
o Item-specific sales
o Auctions
 Live
 Silent
● Fairs and Exhibitions
o Brochure
o Vendors and exhibitors
o Fairs, bazaars, and carnivals
o Only a booth
o Block party
o Parades
o Fireworks

26. Other Considerations
● Photographer
o Have your own photographer for your event
o Produce pictures to fit the frame

27. Final Touches for the event
● Plan ahead
● Consider atmosphere
● What will they see when they first arrive?
● What will the temperature be like?

28. While planning your event, do not forget about your
staff

29. Staffing at your next event
● Everyone that is on staff should
know the requirements while
being a staff member (dress code,
behavior, etc.)
● Breaks and meals
● Staff members should never
assume anything
retrieved from: www.zazzle.com

30. Staffing at your next event
Schedule
● Remember to rotate your staff at your event so they are not standing in the same spot for
hours
● Peak times
● One minute for every pre registered guest
Closing
● Always keep a list of no shows!
● Always, always, always keep a head count and estimate of cash flow
● Collect money box and lock

31. Don’t forget the day of the event

32. Day of event
● Unload and distribute supplies
● Post signs
● Set-up tables for registration
● Move furniture
● Deliver table and chairs

33. After the Event
● Check the entire site at the end of event
● Procedures
o Cleanup beings once last of the dishes are cleared away
o Announce if the centerpieces are being given away, award door prizes, and declare end
of meal
o Place trash receptacles in strategic locations
● Closing Site
o Clear hall of everyone one hour prior to deadline
o Make sure procedure for securing site is made clear and keys are secured
o Event manager is ALWAYS the last person to leave site

34. It’s Almost a Wrap….

35. Evaluate your Event
● When evaluating your event, make it clear that
you are looking for learning and growth
o What worked? What didn’t work?
● Record all relevant thoughts and observations
o They will be valuable to you as you prepare your
executive event review summary for your client
and your in-house post-event history.
● Remember, schedule time to send Thank You notes
o The best time to send Thank You notes is in the
days immediately after the event, when
everything is fresh on your mind.
o Be specific as your can.
o If there were people that went above and beyond,
let them know you appreciate them.
retrieved from: www.rationalsurvey.com

36. Next Event
What you learn from your event will help you with
your next event. While every event may not be the
same, what you learned and experienced may trigger
an interesting twist you can bring to your next event!
Always start fresh with each new event. Set up new
files. There will be new logistics to consider and work
your way through. Start at the beginning and begin to
fill in the detail.

37. Strengths of an Event Planner
● When you are planning your event, you are only as strong as your
organizational skills!
● The timeline and budget will help you stay organized if they are followed
and updated throughout the event process.
● Keep your target audience and the guests in mind throughout the event
planning process.

38. Weaknesses of an Event Planner
● Just as organization can be a strength, it can also be a weakness. If you do
not have good organizational skills, event planning can be hard!
o Caterers need to know when to arrive at the event, if not, there could be a chance that
there is no food at the event.
● Clear communication between event staff, client and vendors including
having a clearly written contract can help with the organization process of
the event.
o Be sure to keep the budget updated

39. The End!