HOW TO GUIDE Event Planning By: Emily Roper

PLAN FOR SUCCESS Meet clientMake a time line and projected

budgetMake a to do list..and then another

oneThere should be a contract for

everythingIf working in a group delegate tasksDo’s and Don'tsStay Positive

MEETING WITH THE CLIENT When you meet with your client make sure

you write down everything. Be considerate of their ideas. They are not

the event planner but you should still take their ideas into consideration. Use your creativity to make their idea work

Keep client up to date on the progress of the event. This will prevent any problems on event day.

Come up with a contract so you both are on the same page You do not want your client to be unhappy

because one of you forgot about something.

TIMELINE AND PROJECTED BUDGET

Timelines keep you on track so when you become busy you know exactly what you are supposed to do.

Make a timeline all the way up to two or three days after the event Include thank you letters

The timeline should be a day-by-day progress report. This will avoid any

surprises.

Do not go over the budget without consulting the client.

If an idea that the client has presented to you puts you over budget. Let them know and give them some alternative ideas to stay within the budget.

Be creative..there are plenty of ways to plan an event on a small budget.

Write down all of the cost. You will be surprised how

much of a hassle missing or forgetting one small item really is.

Timeline Projected budget

TO DO LIST..AND MORE TO DO LISTS

When making a TO DO LIST, look at your timeline and check off what has been done and what needs to be done. This way you can keep up with everything and you don’t forget anything.

**Never throw an old TO DO LIST away. You will wonder if you have completed something and need to look back to check.** TO DO LISTS help eliminate surprises on Event Day

CONTRACTS

These are helpful guidelines to go by so everyone involved in the event is on the same page.

Have a contract for everything.

Read the contracts If you think

something should be added to the contract..Add it!

GR

OU

P W

OR

K

“Coming together is a beginning. Keeping together is progress. Working together is success.”

Working in a group can be hard. You have to learn how to delegate different tasks.

Make sure people are doing what they enjoy in the group so they are motivated to do a good job.

Remember that you are a team and the final product is a reflection on all of you. Work together and be kind and willing to help others.

DO’S AND DON'TS

Make many To Do and check lists.

Cater your event towards the correct audience.

Choose your venue before coming up with a theme.

Stick to your timeline Keep your client involved in

the planning process Complete everything a week

before event. So all that you have to do is show up and set up.

Don’t EVER run out of food.

Do not break a contract.

Do not disappoint your client.

Do not have a negative attitude.

Do Don't

STAY POSITIVEEvent planning can be stressful. Make

sure you are prepared ahead of time. If something goes wrong in the process or on event day..carpe diem..because you should already have a crisis management

plan. Also, remember that any event that you plan is a reflection on you so make it the most enjoyable experience for everyone and have fun.