Great events of a company rarely go as planned without planning in considerable amounts. There are many steps in an event planning checklist including promotion, timeline creation, budgeting and more that need to take place to ensure the success of the event. Needless to say, it can be both stressful and exciting to plan an event if you are not prepared for the challenge. Before you actually make event plans, prepare a checklist of every detail involved in the event. With this in tow, you will have a quick reference to tell you what other items you need to get done. Make a checklist and attach this on the front page of your binder or clipboard as soon as you know that you have an event to plan. Here is a course entitled Getting Started as a Wedding and Event Planner which shows you types of offered services, how to build a portfolio and what mistakes to avoid among other things!
There are a lot of projects and tasks that are involved in planning an event. These need to occur before, during and after the occasion. Since you have to manage these tasks, having a checklist for the event is necessary as this will let you know what to expect in the coming days. You can avail of computer templates that are especially made for event planning. You can customize these templates by adding details of the event that the template does not have. You might want to check out this course entitled Basics of Project Planning that shows you the approaches, techniques and terms that act as the foundation of great planning.
Develop a Budget
Your event will be driven by your budget so knowing upfront what the numbers are is always better. Prioritize the needs and wants of the client and make decisions of where to allocate the dollars. To avoid going over budget in any way, shape or form. Create a detailed plan. Be sure to leave a cushion between ten and twenty per cent for any surprises or changes that could pop up unexpectedly. Here is a course entitled Create a Budget that Works which teaches you how to make a budget in five easy steps using tools you can adapt for life.
Form a Team
Before anything else, begin by determining if your event will require a committee or if it is a job for one person. The more complex and larger the event, the more probability there is that you will do better by forming a committee for event planning. To maximize the effectiveness of every member, form a cross-functional team as this will help you get a wide range or ideas.
Create a Timeline of the Event
Begin by creating a timeline and selecting dates to make sure everything gets done by the deadline. Your event could be steered down the path of failure just by you not allocating enough lead time in your schedule. Here is an article you might be interested in entitled Wedding Planning Timeline which shows you how to structure your wedding plans by creating a timeline that works.
6-18 Months Before the Event:
- Select the Event Venue
The type of venue you will need for your event will be determined by many things. When deciding where the event is to take place, consider the time of day, the date of the event and the projected attendees’ number. Will your guests’ special needs be accommodated by the venue? Is there going to be required transportation? Will all the requirements of media such as speakers, microphones and projectors be provided?
- Choose the Event’s Theme
Themes give an event a new, fresh feel. Choosing a theme early allows you tie in the most minute of details. There are endless themes to choose from for your event. Find out why your company is going to hold the event and use this to be the focus. An event used to find new employees would be different from one designed to attract new clientele, for example. The event’s focus can also help in finding out what kind of displays and hangouts will be created.
- Book the Event’s Talent
In a great event, the audience gets engaged by great talent. Is there a keynote speaker involved? Will there be a magic act or live music? Will these folks need accommodation?
- Book the Caterer
Who is going to be catering your event? Remember that a great way to showcase the theme of your event is with food. As a matter of fact, booking your catering service as soon as you can is always a good idea. Even if you won’t be finalizing choices of food until a month or a few weeks before the event, having the caterer booked is highly recommended.
2-6 Months Before the Event
- Choose your Activities and Décor
Great décor is necessary for great themes that great events have. Be sure to make time and money allowances for decorations funding, which may include center pieces, tableware and etc. Ahead of time, find out what the décor restrictions are of your venue, or if they have any. Now is also the best time to plan any games and activities that will go with the theme of your event.
No matter who many hours you spent planning won’t guarantee a turnout that is good. You need to promote your event! As soon as you set the date, provide notice in advance by mailing a magnet or a save-the-date postcard to your guests. Later, the official invitation can come. Post details of the event to outlets of social media, in the newsletter of the company or to your website. Use email blasts to remind people to RSVP. Consider printing yard signs or flyers to display in public places. Before your audience realizes you are trying to say something, they will need to hear your message eight to fourteen times.
- Order Party Favors
Gifts are a must for every great event. Depending on the type of event you host, these may be expected or appropriate. Consider giving tasty treats such as chocolate truffles, for example, in a gift-wrapped, logo-imprinted box. You can also create an impression that everyone will remember by printing your message on a barbeque set or picnic basket cooler. Okay, these are just some ideas you might want to use, people.
The Day Of
When the day of the event finally makes its way around the corner, make sure you are ready to roll with any punch that comes your way. Even the events that had been planned with the highest degree of fastidiousness can have road bumps. Try and sit back if time permits, relax and make sure that you are enjoying your hard work.
Evaluate the Success of Your Event
Remember to evaluate your event’s success when all is said and done. Survey attendees briefly and ask what could’ve been better and what went well for them. In addition, be sure to rate the performance of your vendor. This information will be a great help when you plan the next big event of the company. Keep in mind with careful planning, attention to detail and some elbow grease; your event can be the one that everyone talks about as they gather around the water cooler for months to come.
Hope this helps! Here is a course entitled How to Throw Events and Attract Corporate Sponsors that shows you forty eight secrets of the industry to get more people to your events and make you more money.