THE “HOW TO” GUIDE TO

EVENT PLANNING

Lauryn Williams

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 beMust be converted when expenses are final

Critical Path Timeline of what is to be done by a certain

time prior to the event

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

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.

THE EVENT PLANNER IS…

The liaison between every person or group involved with the eventThe bandThe catererThose holding the eventAny equipment suppliersThe venue… etc.

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.

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

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.

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.

WHY IS THE EVENT BEING HELD?

Make sure this is understood before beginning to plan.

Determine…The event objectivesThe returns to be received on the day of

and in the long runWho the target audience is

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

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?

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?

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.TentGeneratorExtension CordsAccess to RestroomsTemporary Floor or Wallsetc.

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!

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.

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.

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

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.

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