Planning Your Event

Goal setting is one of the first things that an event planner must do. An event planner must be able to identify who the guests will be, and what type of experience they will have at the event. Defining this goal early in the process is very important because this will set the direction of the event, as well as establish its scope and scale. Establishing the goals early on will also aid in developing promotion strategies for the event.

The time frame for planning an event will vary according to the size and complexity of the event. Larger events involving many vendors may require a full year to plan properly, while smaller events might take only 30 days. A full month is the least amount of time that should be set aside for planning any event however. This will at least give time to prepare the venue, and to notify guests so they can mark up schedules accordingly.

Planning an event may also involve coordinating and managing people that will assist in the process. Very large events may have several different coordinators in charge of specific aspects of the event planning process. It will be of great benefit to develop a list of duties that need to be carried out, and then evaluate whether each item can be handled on your own or if that should be delegated either to an event volunteer/employee, or a specific vendor.

Developing a budget is one of the most important tasks, as it will ensure that the event will happen as planned. The cost of a venue, audio/visual equipment, tables and chairs, and possibly advertising will need to be calculated. There are a myriad of other expenses that may crop up during the planning process as well such as permits, lighting, security, entertainment and the list goes on. When the cost exceeds your budget it is time to downscale the event.

There are two components that relate to the perceived size of an event. The first component is the number of guests and the second component is the size of the venue. It is important to remember that a large venue does not necessarily mean a large event. If the venue is very large compared to the number of people that show up, the event will look like it was small, insignificant, or worse, a failure. Always opt for as small a venue as can reasonably contain your number of guests.

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