Are you an event planner? Maybe you have just begun working at the job. If so, you need to know some of the fundamental things required to make an event a success. The following information will clue you in on how to be of better service to your clients.
1. A Checklist
First, before you begin, you need to create a checklist – a basic template you can use whenever you are planning any type of event. The checklist will help you narrow down the days and time, the location, the type of affair, any temporary structure you will need, the purpose (fundraising, product launch, etc.), the milestones, and audience. To succeed at planning, you must know the attendees.
Okay, now that you have created a checklist to help you with planning, you are ready to employ the 6 other things that will help you with your work.
2. An Event Budget
Creating a budget may sound daunting. Even if you use an Excel spreadsheet, things may become confusing. However, by keeping things organized, you will find you can plan the budget for the primary categories, such as rentals, decor, and catering. Once you do this you can break down costs under each subject line. Excel can take care of the details for you.
Smaller details might include the costs paid for checking rental expenses, receiving quotes from vendors, negotiating vendor discounts, and paying deposits. Therefore, the budget for does not a line that you can easily mark off. Your budget represents a real document with a format that supports cost-efficiency and savings for the client.
3. A Program
This part of event planning represents its core, The program tells a story about the event to build expectation as it is written to show the event’s timeline and what will happen during each day of the gathering. To make this happen, you need to plan the program agenda, map out the timeline for the program, and hire the entertainers or speakers that will enliven the occasion. If your goal is to begin an events business, this item cannot be left out.
4. The Layout
Next, you need to know how you will use the space at the venue where the event will be held. This includes details, such as the seating arrangement. Also, keep this in mind – you need to know where you will be placing electrical cords or things, such as bussing or catering stations. This will entail visually laying out the area so you can share it with vendors or clients. A user-friendly technology tool can be used for diagramming the layout.
5. The Event Theme
Naturally, you cannot hold any event without a theme. The theme serves as a message for creating buzz and expectation. Communicate the event’s theme through social media posts and invitations. A theme will also help you connect the components of your event, such as entertainment, the decor, and catering.
When you have a theme, it makes the event memorable. For example, if you host a 60’s themed event, a client will likely recall a business, product, or brand when they see something that is 60s-related on the TV or in an ad.
A them is especially important for trade shows, as it gives businesses a chance to display their goods and services in a memorable way.
6. The Decor
The decor is critical for planning a successful occasion. The decor includes rentals, tablecloths, accent items, and flowers. Anyone who attends an event will notice the visual elements, such as the lighting or take note of the music, presenters, aromas, and textual elements of the affair.
7. The Foods and Drinks and Entertainment
Because sharing food promotes community, what you choose in foods and beverages is important. Presenting the right foods and drinks can make or break an event. To ensure the attendees remain happy, you need to determine the type of service – appetizers, seated dining, and food stations. Planning the menu around dietary restrictions helps as well.
Entertain your guests, as well, with speakers and entertainers. To do this, you may have to book hotel rooms for speakers, sign agreements, establish modes of transportation for VIPs, and include Interim entertainment, such as places to relax or photo booths.
Conclusion
Planning an event takes an organized mind and supportive technology tools. Once you develop a checklist however, you can start the planning process seamlessly. You have to begin somewhere, so make your checklist an integral part of planning an event in relation to a budget, program, theme, the decor and food and entertainment.
