Tips for Successful Event
Planning
Event planning can turn even the most capable person into a ball of nerves.
But if you’ve been selected to plan your company’s next holiday party, awards
banquet or open house, relax. Our helpful tips can make the process go more
smoothly and successfully.
Initial Considerations
First, consider how you want your event to look and feel. Think about: What kind
of event are you holding? Who will attend? What is the reason for the event or
celebration? What do you hope to accomplish? Do you have specific goals or
outcomes that you expect? Keep in mind that your event should generate goodwill,
excitement and enthusiasm about your company. You should use it to grow your
business and as an opportunity to strengthen relationships with employees and
your clients and customers.
Planning Your Event
Once you’ve defined the basic parameters, then you’re ready to proceed with
planning.
- Make a checklist – Create a checklist to provide a step-by-step guide to
organizing and executing a special event.
- Develop a budget – This will provide you with a financial "blueprint" for
the event. The budget should be specific, and include revenue opportunities
(sponsorship, ticket sales, donations, etc.) as well as expenses such as
printing, permits, insurance, speakers, food, supplies and security.
Maintain good records, keeping track of all income and expenses. Also, expect
the unexpected, extra expenses will come up — so plan ahead.
- Schedule facilities - The location and site of your event is critical for
success. Selecting a site is more than just finding out what rooms are
available. There are many factors to consider, including room capacity,
whether you’re having an in/outdoor event, if there are special needs for
ramps/elevators, if you’ll need a podium, stage or special equipment, and how
many tables and chairs will be necessary for guests.
- Have plenty of food and drinks - What kind of food will you serve? Lunch?
Snack foods? Dinner? Buffet? Sit down? What kind of beverages will be
available? Will they be served in a can, punch bowl, or some other way? If you
intend to serve alcohol, ensure plenty of designated drivers are available to
transport those who may be unable to drive home.
- Plan publicity/marketing - Great publicity and marketing are the key to a
successful event. There are many different methods you can use to get the word
out about your program. Determine who you want to attend and then target your
advertising accordingly. Consider supplementing paid advertising with
inexpensive fliers, handouts, email messages and word-of-mouth.
- Book a speaker/entertainer - Consider the following factors if you are
planning a speaker, entertainment, or facilitator for an event: Who is the
agent/manager for the speaker/entertainment? Does the speaker/entertainment
appeal to a broad audience? How many people are expected to attend? Does the
speaker/entertainment have special technical requirements for their
presentation? Does the
artist/entertainment require hotel or transportation arrangements?
- Arrange for parking - If you’re expecting a large number of guests, ensure
there is ample parking. The parking you select should be easily accessible to
the location of the event. If you have delivery trucks, caterers or special
equipment being brought to the event, you will need to make sure everyone
knows the best location for unloading.
- Evaluate the event - One of the most ignored, yet important, elements of
project planning is evaluation. If you want to determine how successful an
event is, you’ll need to collect feedback from participants. Create an
evaluation form to hand out (and, if possible, collect) at the end of the
event. To encourage participation, your evaluation form should be anonymous
and short.
- Make reflections - Once your event is over, take time to reflect back on
it. Also consider the entire planning process and the feedback provided on the
evaluation forms. Reflecting back will help you improve the event for the next
time.
Regardless of the type of event you’re planning, make sure it’s meaningful
and celebrates your company in a uniquely positive way. This will make your
event an affair that is truly a successful business bash!
Copyright 2005, Kate Smalley
Connecticut Secretary
mailto:kms@connecticutsecretary.com
http://www.ConnecticutSecretary.com
Freelance Administrative and Transcription Services
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