best practices in event planning
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The document outlines the key areas to consider when planning an event. It discusses developing an event proposal and idea, creating a detailed plan and timeline, and addressing important areas like budget, venue, catering, guests and publicity. It also provides guidance on delivering the event, including setting up, day-of coordination, and managing any issues. Finally, it stresses the importance of evaluating the event to improve future planning. The document provides a comprehensive overview of best practices for successful event planning from start to finish.
best practices in event planning
- 1. N O R H A S I M A H H A M I M 2 0 1 3 8 3 8 9 7 2 N U R U L F A R A H I Z Z A H Z A I L A N I 2 0 1 3 8 7 5 0 6 4 A L F I A N T H O M A S 2 0 1 3 8 3 4 1 3 2 N U R A I N M O H D J A I S 2 0 1 3 2 6 9 3 1 2 N O R F A D I L A H A M I M 2 0 1 3 6 8 2 6 2 8 S H A R I F A H A M I R A H S Y E D S U L A I M A N 2 0 1 3 6 7 5 4 8 6 HTT 751: Event Planning and Analysis
- 2. Contents 1. Getting started 1.1 Your event proposal 1.2 Developing your event idea 2. Planning Your Event 2.1 Developing an event plan and timeline 2.2 Key areas in your event plan 3. Event Planning Checklist 4. Delivering Your Event 4.1 The run-up to the event 4.2 Setting up for the event 4.3 Managing the event of the day 5. Evaluating Your Event 5.1 Why evaluate? 5.2 How to evaluate your event 5.3 Using your evaluation information
- 3. Getting Started Definition: A document which outlines the reason for the event and what you are planning to do, which in turn will provide a focus for everyone involved and a guide for planning and delivery decisions. Some of the key questions: What is the event? Why are you having an event? What will happen at the event? Who is the event for? Who will plan and run the event? Your Event Proposal
- 4. Getting Started Discussion and consultation: Key elements in the proposal to be discussed in more detail and developed with others involved in the planning and delivery Agreeing the aim, objectives and format of the event early on Research: To give some inspiration for developing your event in terms of style, duration or activities that might work well Agreeing your event idea: Should discuss with the appropriate people/department Developing Your Event Idea
- 5. Planning Your Event Give Yourself TIME Get ORGANIZED Remember to COMMUNICATE Developing an Event Plan and Timeline Agreed and approved proposal: Put together a detailed event plan in which you breakdown all the tasks Create a timeline, linked to your event plan but less detailed Check against your event proposal to ensure all the key elements of the event have been touched
- 6. Planning Your Event 1. Agreeing the budget 2. Setting the date 3. Timings for the event 4. Working with VIPs 5. Choosing a venue 6. Compiling and managing the guest list 7. Organizing the invitations 8. Catering 9. Audio/visual 10. Event staff 11. Transport 12. Publicity 13. Insurance 14. Table plans, place cards, badges Key Areas in Your Event Plan
- 7. Budget can be a very simple outline of projected costs – monitoring your expenditure Some costs may immediately spring to mind when planning an event: Key Areas in Your Event Plan Agreeing the Budget
- 8. Deciding on the date Avoiding competition with other events Getting into a VIP‟s busy diary Key Areas in Your Event Plan Setting the Date
- 9. Key Areas in Your Event Plan Timings for the Event Successful Event Planning Checklist Gantt Chart Flow of an event• Matrix of horizontal and vertical axes. • Keep on track-avoid delay • Monitor completion dates • Design from the beginning of an event • Sequence of activities for the day • Design to plan (itinerary in detail) • Organize all the details for each tasks • Moving steadily by written down into checklist
- 10. Key Areas in Your Event Plan Working with VIPs Make sure they get attention and information Thanking the VIP Check with VIP on their availability to attend Introducing VIP
- 11. Key Areas in Your Event Plan Choosing a Venue Starting Venue Search Capacity, location and special facilities Finding the right venue Location, facilities, capacity and cost Visiting potential venues – effective (accessibility) Considering special requirements Depend on the type of event Audio/visual tech, changing room, additional furniture Getting the space you need Booking all space required Planning the Layout Depend on size, format and activities
- 12. Key Areas in Your Event Plan Compiling and Managing the Guest List Compiling the guest list (guest information ) A number of different people - one person holding master guest list To record and monitor guest list information Invitation to the event
- 13. • Send in advance, to give guest much notice as possible • Priority - Guest may have busy diaries/limited seats for the eventSending a „hold the date‟ • Ideally – 8 weeks in advance of the event • Designing, proofing, printing, addressing invitation & approval • Standardize – logo, text, colors Sending the invitation • Date, time, location (with map), dress code • Organizer, nature of the event, RSVP date • Details of PIC for any queries • Limit of seats per invitation What to include on or with the invitation • Logging RSVP information • Following up with guests who have not reply • Larger/Public event – sign-up process/online registration Managing Replies Key Areas in Your Event Plan Organizing the Invitations
- 14. Key Areas in Your Event Plan Dress Code •Very formal - commemorative •Men: black tail coat, black trouser & white dress shirt •Women: full length evening gowns •Formal - dinner/evening gathering •Men: black dinner jacket, black trouser, white dress shirt, & black bowtie •Women: conservative cocktail dress - full length evening gowns •Lounge Suite – drink parties •Men: black dinner jacket, black trouser, any colour dress shirt, & black bowtie •Women: any cocktail dress - full length evening gowns •Smart Casual •More informal event – garden party •Tie optional •No jeans, shorts, t-shirt •Business function – networking events •Men: Suit with shirt and tie •Women: smart office wear, preferably a suit •National Dress •For International Events
- 15. Caterers • Provide a list of caterer • Canapes to buffet • Select according to event concept & budget • Ideally – select the best 3 caterers with sample menus • Able to produce extra portion Venue Requirement • Discuss with venue manager • Ensure the venue has appropriate license to serve food and drinks Agreeing Menus • Review sample menu • Consider common dietary requirements • Vegetarianism • Religious dietary requirements • Ensure the dishes are label clearly Key Areas in Your Event Plan Catering
- 16. Key Areas in Your Event Plan Audio/visual Audio/Visual • Identify requirement • Discuss with venue manager Photographer • Advise guest in advance • Brief photographer on particular shots • Provide “Media Badge” for official/invite photographer
- 17. Key Areas in Your Event Plan Event Staff Event Staff Who will you need to help plan the event? Agree on roles & responsibilities as early on in the planning stages. Who will you need on the day? Usually depends on the number of guests & complexity of the event. Security / Stewarding Security Risk Management
- 18. Key Areas in Your Event Plan Transport Transportation Transport Requirement (s) When the event requires guests to travel from one venue to another. Transport Provider (s) Select the good or appropriate companies for that particular event and budget.
- 19. Key Areas in Your Event Plan Publicity & Insurance Publicity How best to advertise to your target audience. To include some information about a speaker or host in publicity material. Insurance In-house insurance by the venue providers & group insurance for traveler.
- 20. Key Areas in Your Event Plan Table Plans, Place Cards, Badges Table Plans, Place Cards & Badges / Tags Table Plans Draft copy of the table plan to be sent to the guests speaker, especially for VVIP‟s at-least one week in advance. Display the actual seating during the event . Badges / Tags Depending on size of event, not usually done for smaller events Place Cards To provide place cards with name on the table or respective area (s)
- 22. Delivering Your Event Re-confirm the date, location and timings ,VIP, offices, technicians and people who involved in the event Confirmed emergency exit procedures Make sure any procedure or standard text for VIPs Prepare table plans, place cards and badges where necessary. The Run-up to the Event
- 23. Delivering Your Event Important to considered : Stewards/security/first aid Signposting Registration desk Branding for the event – table cloths, posters, displays A cloakroom/ coat rail – rack for your coat Additional lighting Presentation plaques/awards/certificates Reserved setting Staging and stage furniture On-stage refreshments for speakers/panelists Announcements Setting up for the Event
- 24. Delivering Your Event Day Plan • Outlines the running order for the event and helps you co-ordinate activities, guests and staff • It clarifies the roles of everyone involved – who in charge on that time Briefing Staff • Make sure that event staff know what they are doing • Run through the process together and highlight any potential difficulties or factors that had not yet been considered in the planning Be prepared • Take spare copies of the guest list - who come and likely to come • Take spare copies of the table plan, speeches and menus • Give mobile phone number to everyone who is involved – fully charged Managing the Event on the Day
- 25. Don‟t Panic! • Your VIP/host/speaker is running late Providing traffic information, clear maps and ample time for travel Rearrange the order • A dinner guest has a specific dietary requirement that was not taken into account in planning the menu Consult with the caterers to find out what they would be able to provide Delivering Your Event Managing the Event on the Day (cont..)
- 26. • A VIP guest or dinner guest turns up who is not on the table plan or the list of those who have accepted, but is on the original list Make sure that you have a full copy of the guest list – easy to refer to Introduce them to the host • A guest arrives who is not on the original guest list Accompanied someone who is invited If not appropriate to join –Limited seating or security protocols - “ Invitation Only” Delivering Your Event Managing the Event on the Day (cont..)
- 27. Evaluating Your Event To learn how the event went and to be able to improve on it for future event To measure how successful your event was against your aims and proposed outcomes Sources: Sponsors – views or feedback from public Staff and volunteers – comments, views and logbooks Visitor – questionnaires or interviews Security team – crowds, traffic and incidents Why and How to Evaluate Your Event?
- 28. Evaluating Your Event What are you trying to find our through evaluation? Did everything go as planned? If not, why not? What could be done to change this? Were your objectives achieved? Were your team, participants and audience satisfied? What could you have done differently or better? What worked well? What lessons did you learn for next time? Using Your Evaluation Information
- 29. Evaluating Your Event What should you do with the information from your evaluation? Keep it for the next event Feed back to your managers Share it with the events office Using Your Evaluation Information
- 30. Conclusion Remember to look at all elements of planning and delivering the event such as consultation processes and working relationships, in addition to logistical successes and difficulties.