Tips for Successful Event Planning
by Kate Smalley
Published on this site: September 9th, 2005 - See
more articles from this month
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!
Kate Smalley Connecticut Secretary Transcription Services
mailto:[email protected]
http://www.connecticutsecretary.com
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