Event Planning

For

DUMMIES

SO YOU THINK YOU CAN PLAN???

I HOPE YOU ARE READY BECAUSE YOU GOT A LONG WAY TO GO...

Before We Start Here Can You…You might want brush up on a few things

• Project Management• Human Resources• Art• Festivities Expert• Accounting • Box Office

• Salesman

• Public Relations Practioner• Graphic Designer • Caterer • Program Administrator• Stylist

You are DEFINITELY going to need to be knowledgeable in ALL these areas

LESSON #1

Know Your

AUDIENCE

Know Your Target Audience

• In order for you to have a successful you have to know what kind of people you are dealing with. – An perfect event for one group may not be the

same for another one.

To Help With Your Audience Satisfaction

• Try these tips:– Research and Develop Client External Relationships– Pay attention to the smallest details. (People Notice)– Choose a direction to your event and attack with passion

• The event could be:– Educational, Energizing, Enlightening, or Engaging

– Look for different things to make your audience standout• E.I. Personalize and Customize as much as possible

Lesson #2

LOCATION

LOCATION

LOCATION

Location, Location, Location

1 of the MOST IMPORTANT THINGS to consider when planning an event!!!

Other Things to consider when look at Location

• 4 main criteria:– Proximity• Where the location of the event in relation to its

environment.

– Cost • How much will the location cost $$$ (site cost included)

– Size• How much room do you need per person?

– Facilities• What else are we working with?

Little Things Have a Big Effect• Make sure the event location matches the event

theme. • Outline everything you have and need before

hand (Contracts)– Helps with organization

• Indoor or Outdoor decision• Type of safety hazards– One way in one way out exits, etc.

• Will there be signs available to identify your event

Lesson #3

• So you’ve got your location down so…what’s next…

KNOW YOUR VENUE

Venue

• Make sure Staging, Audio, and Lightening is accessible at your venue. – Having no power is no fun

• Be weary of Space and Time guidelines in the contract.• Keep in mind the feeling you want to convey in relation

to your venue. • Know the smallest details

– Carpeted or Not– Number of Columns in the room– Possible isle paths for entrance and exits– Event Design Angles

Transportation and Parking

• The event begins and ends with parking and transportation. – Transportation

• Make sure you take care of any special vehicles needed to transport participants.

– Parking• Get parking passes IN ADVANCE (if needed) • Is there going to VIP parking• Is the parking area will lit• Will media have special parking• Will sectional parking be avaliable.

Lesson #4

THEME

MAKE YOUR EVENT REMEMBERABLE

THEME

• Things to consider– Time of year – Site – Name & Logos – Atmosphere – Lighting – Props – Party Favors

Invitations/Promotional Materials

• Save the date cards– Themed reminders about the event

• Make sure your invitation set the mode for the event– It’s the first time your audience see’s or hears

about your event• Determine whether the event be– Invite only – General Admission

Lesson #5

•DECIDE IF THERE WILL BE FOOD AND BEVERAGES AT YOUR EVENT.

Food And Beverages

• Most venues will work with you when it comes to food in their venue.

• Make sure the food matches or adds to your event.

• If alcohol is being served make guidelines to ensure order.

• Make sure you are there for every step of the food and beverage process.

Things to consider

• Budget – How much are you going to spend.

• Kitchen space and location • Number of guest• Type of Event• Will there be Appetizer/Courses served • How will your food be served – Self-service– Catering help

#1 CARDINAL RULE

NEVER RUN OUT OF FOODWARNING: This may cause a riot

LESSON #6

SO HOW MUCH IS THIS GOING TO

COST YOU

Money

• Project a budget first– Preliminary budget frame your event vision

• NEVER MIX EVENT MONEY WITH YOUR MONEY. – If you don’t have the money make it work with

what you have.

Event Budget

• Things to consider when creating your budget– Expenses • Focus of the Event• Site Cost • Refreshments/Food• Programs• Promotion materials

– Income• Pre-sold/Day of tickets• Vendor spaces• Raffle tickets etc.

NOW THE MAIN EVENT

HELPFUL HINT: Show about one hour before the first person or group is suppose to be there

just in cause

Day of the Event Checklisto Supplies Pick upo Venue Set-up o Prop pick-upo Furniture Placement/Removal (if neeeded)o Food Delivery (if needed)o Place any outside and/or outside Promotional Materialso Copies of any contracts or written correspondenceo Be prepared to handle any last minute adjustments

o Back up plans, surplus items, etc.

Now That Your Event Is Over

WHAT NEXT???

CLEAN UP

• Clean up begins once the last dish is cleared.• At this time, you want to re-announce prize winners

to come pick up their prizes. • Also announce the ending of the meal.• Make sure to check every inch of the venue and

location while cleaning• Generally you want your venue and location to look

like it did when you first arrived. (at least)• Make sure all trash is taken to the negotiated areas

Closing the Event

• Make sure procedures for securing any types of keys are made clear and followed.

• The event manager should be the last one to leave.

THE END

Now you know the BASICS of event planning.

Special Thanks To

• Professor AndrewsI really enjoyed your class this year you’ve actually turned to my career plans around

with this class and I just want THANK YOU FOR BEING AWESOME.