Tips for Successful EVENT Planning

Each event is different, but there are some similarities in the way you can approach the planning process. Follow these tips to help you plan and organize that special day. 

1. GET A CLEAR UNDERSTANDING OF THE PURPOSE OF YOUR EVENT. For birthdays and anniversaries the purpose is fairly obvious. But events for work or social organizations probably need a little more definition. Make sure you know why there will be an event and the anticipated outcome.

2. SET GOALS. How many people do you expect? If this is a repeat event are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event.  Goals must be measurable and achievable.  

3. SET YOUR BUDGET. This should be a top priority. How much can you or how much are you willing to spend? Will the event produce revenue? Or are you paying for the event by yourself or will you be getting sponsorship?

4. SELECT YOUR DATE AND LOCATION. It could be your house or your neighbour’s house. It may involve a visit to another city to view hotel and convention space. Plan accordingly. If you need to plan a site visit, will you need to take your boss or committee members along with you?

When you are considering location you will want to keep in mind the following:

1.       Is it an indoor or outdoor event?

2.       Indoor – Room Capacity, Lighting, facilities e.g. bathroom – can it accommodate the numbers?

3.       Outdoor – type of covering to consider e.g. tents or open air, number of portaloos required to service the ‘crowd’

In selecting your date, you also want to look at other events happening during that period and how it could take away from your event.  Are you targeting the same audience as the other event planners?

PARKING – This is an Event Planner’s major issue. If not carefully, planned Patrons may end up getting their cars towed.  Additional parking arrangements must be made and if needs be set-up a shuttle service.

-          Electrical supply

-          Access to phone lines

-          Computer/Internet access

5. PREPARE A CHECKLIST

-          When to make your first announcement of the event.

-          Prepare and print promotional materials (brochures, invitations, etc.)

-          Select caterer/menu

-          Select entertainment

-          Select decorator

-          Determine audio-visual needs

-          Select overnight accommodations, if needed

-          Secure transportation if necessary

-          Review and sign necessary contracts

-          Select and confirm speakers

-          Finalize your agenda/program

-          Confirm attendees

-          Prepare materials for event

-          Prepare name badges

-          Prepare any necessary signage

-          Prepare materials to be shipped to event location

-          Set up on site

-          Re-confirm details

-          Enjoy the event

6. DETERMINE WHAT VENDORS YOU WILL NEED TO WORK WITH. These could include, but are certainly not limited to:

a) Caterers

b) Entertainers

c) Decorator

d) Photographers

7. DETERMINE IF YOU NEED ANY SPECIAL LICENSES OR PERMITS TO HOST YOUR EVENT. This includes amusement and advertising licenses and any other permission required.

8. PUBLIC RELATIONS. How do you plan to publicize your event? Is it an event to be publicized or are personal invitations required? Do you need to develop a promotional brochure to be mailed to thousands of potential attendees?

Not all of these suggestions will apply to your event. Some will. Some will not. But by using these tips you can develop a check list of your own.

Most importantly, be flexible. Realize from the start that not everything will go as planned. But in many cases, you will be the only one to know that.

At almost every event, there comes a time when you can no longer control what happens. You’ve done all the planning, made all the preparations. The event will happen, one way or another.