How To Become a Perfect Event Planner

By: Eden Smith

The First Steps of Event Planning

Plan, prepare, and then be prepared for the

unexpected.

-Judy Allen, 1st ed

An Event Planner is….

● Project manager

● Personal Supervisor

● Art Director

● Executive

● Accountant

● Facilities Expert

● PR Practitioner

● Salesperson

● Box-Office Consultant

● Program Administrator

● Caterer

● Captain

retrieved from: www.eventplanningblueprint.com

What kind of Events are there?

● Board Meetings

● Business Meetings

● Conventions

● Corporate shows

● Gala fundraising events

● Naming rights

● Special Events

● Trade Shows

● Webcats

● Many more…

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Before creating an event, find out your

purpose

● Why are you holding

the event?

● What are the goals

and intentions of the

event?

● What do you hope to

achieve for your

event?

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What about money for my event?

● Project a budget first

● Create a preliminary budget based on your

event vision and the wish list of inclusions, you

will know what will be doable and what will

not be doable.

● Budget determines the final decision for an

event

○ Site

○ Food Served

○ Prizes Awarded

● NEVER MIX YOUR OWN MONEY WITH

AN EVENT! retrieved from:

http://www.webdesignerdepot.com/2012/12/9-smart-

ways-for-designers-to-save-money/

Design Principles for your Event

● Design○ What you need for the event?

● Essentials○ Bathroom, Venue, food, etc.

● Environment○ The style needed for the

environment

● Energy ○ The mood that will be at the event

● Emotions○ The feeling at the event

retrieved from: unitedsiteservices.com

retrieved from: mathesandco.com

Initial Planning

LOCATION, LOCATION, LOCATION

● A location site can make or break you event

o Match your site to your event

● Know your location requirements

o What is essential for the event? What can be compromised?

o What does the site provide?

o Can you drop off items the day prior to the event?

● Keep the parking in mind to location of your event

o Is the parking in walking distance of your location

KNOW ALL COSTS AHEAD OF TIME retrieved from: visit.georgetown.org

● Establish type of event and timing

● Type○ Keep objective and target audience in

mind

● Time Requirements○ List everything you need and assign a

time frame

○ Work backwards with your calendar

○ Build in some buffer

○ Add any factors that could contribute to

no meeting deadline

● Visualization○ Walk through the event from top to

bottom and identify potential problem

areas in advance.

○ Remember, an event is the reflection of

the company's image

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Choosing a theme

● Date

● Site

● Names and logos

● Atmosphere

● Lighting

● Props

● Favors

Themes and Programs

● Centerpieces

o Make sure guests can see each other over them

o What will you do with them after the event

o Know what needs to be returned after the event

● Decor

o Set-up included, will item be dropped off, do you have to pick

it up?

o Will it be delivered?

o What if anything is broken or damaged?

o Decor companies (i.e. furniture store, nurseries, etc.)

o Will you buy or rent decor?

Who is my targeted audience for my event?

● When creating an event, keep in mind:o What are the age demographics?

o Will guests be coming as singles or couples?

o Will children or teenagers be attending?

o How will guests be handling transportation?

Considerations when Planning an Event

Timing

● What’s at the venue before, during and after your event?

● Consider the day of the week and season when you are planning on having your

event

● Consider whether your event should be held during the day or at night

● Consider what time the event will start and end

● Consider whether the attendees will dress informal or formal

● Consider whether guests have to change clothes if coming to of from the event

from work

● Also, consider if volunteers would have sufficient time to leave work and have

everything ready well before your guests arrive to the event

Date

● Investigate seven areas when Planning an Event

o Major holidays

o Religious observations

o School breaks

o Long weekends

o Sports events

o Other special events

o Other considerations

Guest Arrivals and Considerations

● Weather Considerations o Consider weather if the event is outside or inside

o If the event is outside, have a cool drink for the guests to drink

● Registrationo Make sure your staff is identifiable and your guests know where to check in at when they

arrive

Registration table at your event

Your registration table needs to include the following for guests so

that it is easy access:● Security Gate

● Information Center

● Lost-and-found table

● Cash box

● Publicity for upcoming events

Also, registration begins with reservations, have handy:● Advance registration

● Master list

Other Considerations

● Entertainment o Need a detailed schedule of events

o Look for what’s fun, new, and available in the area

● Presentations and Official Businesso Master of ceremonies

o Provide time for speech from higher ups

● Performanceso Plays

o Films and slide shows

o Background music

o Entertainers

o Singing and storytelling

Other Considerations

● Sales and Auctions o Collecting, pricing and labeling, displaying and handling transactions

o Pricing

o Item-specific sales

o Auctions Live

Silent

● Fairs and Exhibitions o Brochure

o Vendors and exhibitors

o Fairs, bazaars, and carnivals

o Only a booth

o Block party

o Parades

o Fireworks

Other Considerations

● Photographer o Have your own photographer for your event

o Produce pictures to fit the frame

Final Touches for the event

● Plan ahead

● Consider atmosphere

● What will they see when they first arrive?

● What will the temperature be like?

While planning your event, do not forget about your

staff

Staffing at your next event

● Everyone that is on staff should

know the requirements while

being a staff member (dress code,

behavior, etc.)

● Breaks and meals

● Staff members should never

assume anything

retrieved from: www.zazzle.com

Staffing at your next event

Schedule ● Remember to rotate your staff at your event so they are not standing in the same spot for

hours

● Peak times

● One minute for every pre registered guest

Closing● Always keep a list of no shows!

● Always, always, always keep a head count and estimate of cash flow

● Collect money box and lock

Don’t forget the day of the event

Day of event

● Unload and distribute supplies

● Post signs

● Set-up tables for registration

● Move furniture

● Deliver table and chairs

After the Event

● Check the entire site at the end of event

● Procedureso Cleanup beings once last of the dishes are cleared away

o Announce if the centerpieces are being given away, award door prizes, and declare end

of meal

o Place trash receptacles in strategic locations

● Closing Site o Clear hall of everyone one hour prior to deadline

o Make sure procedure for securing site is made clear and keys are secured

o Event manager is ALWAYS the last person to leave site

It’s Almost a Wrap….

Evaluate your Event

● When evaluating your event, make it clear that

you are looking for learning and growtho What worked? What didn’t work?

● Record all relevant thoughts and observationso They will be valuable to you as you prepare your

executive event review summary for your client

and your in-house post-event history.

● Remember, schedule time to send Thank You notes

o The best time to send Thank You notes is in the

days immediately after the event, when

everything is fresh on your mind.

o Be specific as your can.

o If there were people that went above and beyond,

let them know you appreciate them.

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Next Event

What you learn from your event will help you with

your next event. While every event may not be the

same, what you learned and experienced may trigger

an interesting twist you can bring to your next event!

Always start fresh with each new event. Set up new

files. There will be new logistics to consider and work

your way through. Start at the beginning and begin to

fill in the detail.

Strengths of an Event Planner

● When you are planning your event, you are only as strong as your

organizational skills!

● The timeline and budget will help you stay organized if they are followed

and updated throughout the event process.

● Keep your target audience and the guests in mind throughout the event

planning process.

Weaknesses of an Event Planner

● Just as organization can be a strength, it can also be a weakness. If you do

not have good organizational skills, event planning can be hard!o Caterers need to know when to arrive at the event, if not, there could be a chance that

there is no food at the event.

● Clear communication between event staff, client and vendors including

having a clearly written contract can help with the organization process of

the event.o Be sure to keep the budget updated

The End!