"How To" Guide for Event Management - Lauryn Williams*
- 1. The “how to” guide to event planningLauryn Williams
- 2. What you will need to stay organizedFunction Sheet Documents what how things will be carried out at the event and who is responsible for whatBudget Sheet Tentative list of what the expenses will beMust be converted when expenses are finalCritical Path Timeline of what is to be done by a certain time prior to the event
- 3. Strengths of event planningProvides an organized layout to help contribute to a successful eventHelps secure that the objective of the event is being reached and targets a particular audienceBrings to light certain details that would not be considered when constructing a last minute event
- 4. Weaknesses of event planningPaying attention to the smallest details is essential.The event planner must be prepared to manage any event ranging from a variety of styles.
- 5. The event planner is…The liaison between every person or group involved with the eventThe bandThe catererThose holding the eventAny equipment suppliersThe venue… etc.
- 6. Groups of event plannersWorking with a group of event planners may be effective because committees can be assigned.The struggle with this lies with control.One person is not controlling every aspect of the event.Everything on the critical path and function sheet must get done.
- 7. Ideal Number of event planning groupA group of 5 people Provides enough support to get the job doneIs small enough so that each person’s role can be monitored
- 8. Working aloneThis increases responsibility.The individual event planner is in total control of planning the event.He or she must be extremely organized and dedicated.
- 9. Planning the eventThere are many steps to planning an event.Never skip or leave steps out.Allow yourself at least one year to plan an event.
- 10. Why is the event being held?Make sure this is understood before beginning to plan.Determine…The event objectivesThe returns to be received on the day of and in the long runWho the target audience is
- 11. VisualizationDo this prior to finalizing the date or venue.Think of how the event should be laid out.Picture the guests walking up and what they will see.Things to consider:TransportationLocation of bathrooms and how many are neededLocation of venueShipping of itemsLayout
- 12. Venue and themeWhat location will best accommodate the guests?What venue and theme will support in getting the objective across to the target audience?What would be memorable to guests?What atmosphere and environment must be created to provoke a certain feel and attitude of the guests?
- 13. Know what is taking place before and after your event and the time allotted for set up and clean up.Consider the time of day, season and date on which the event will be held.For example ask…Is it hurricane season?Is it a national holiday or religious holiday?
- 14. If the event is being held outside make sure to have a back up plan incase weather provides an issue.For outdoor events consider what you will need.TentGeneratorExtension CordsAccess to RestroomsTemporary Floor or Wallsetc.
- 15. CostsWhat costs are going to be involved?Do the venue, decorations, equipment and all other items fit within your budget?Find out if your client wants to break even or make a profit from the event!
- 16. The day of the EventFollow the Function Sheet.Have a copy of any signed agreements, contracts or land leasing documents.Again, make sure you have secured the venue for enough time to set up and clean up.Distribute evaluation sheets to guests.
- 17. After The eventCreate a chart to show a visible example of what the results to the evaluations mean.This helps the event planner see what can be improved upon, and what was successful.Determine from these results if the event was a success or failure.Take criticism as an effective learning tool for future events.
- 18. Send thank you cards to those who provided donations or contributions.Do this as soon as possible.
- 19. Failed EventLearn from mistakesThe actions to take after a failed event depend on the extent to the failure.Apologize to the client if necessary.
- 20. References“Event Planning – The Ultimate Guide to Successful Meetings, Corporate Events, Fund-Raising Galas, Conferences, Conventions, Incentives and Other Special Events”2nd EditionBy Judy AllenProfessor Curtis Woody Event Management ClassLauryn Williams Event Management Student