Event planning can turn even the most capable person into a ball
of nerves. But if you’ve been selected to plan your company’s
next holiday party, awards banquet or open house, relax. Our
helpful tips can make the process go more smoothly and
successfully.
Initial Considerations
First, consider how you want your event to look and feel. Think
about: What kind of event are you holding? Who will attend? What
is the reason for the event or celebration? What do you hope to
accomplish? Do you have specific goals or outcomes that you
expect? Keep in mind that your event should generate goodwill,
excitement and enthusiasm about your company. You should use it
to grow your business and as an opportunity to strengthen
relationships with employees and your clients and customers.
Planning Your Event
Once you’ve defined the basic parameters, then you’re ready to
proceed with planning.
* Make a checklist – Create a checklist to provide a
step-by-step guide to organizing and executing a special
event.
* Develop a budget – This will provide you with a financial
"blueprint" for the event. The budget should be specific,
and include revenue opportunities (sponsorship, ticket sales,
donations, etc.) as well as expenses such as printing,
permits, insurance, speakers, food, supplies and security.
Maintain good records, keeping track of all income and
expenses. Also, expect the unexpected, extra expenses will
come up — so plan ahead.
* Schedule facilities - The location and site of your event is
critical for success. Selecting a site is more than just
finding out what rooms are available. There are many factors
to consider, including room capacity, whether you’re having
an in/outdoor event, if there are special needs for
ramps/elevators, if you’ll need a podium, stage or special
equipment, and how many tables and chairs will be necessary
for guests.
* Have plenty of food and drinks - What kind of food will you
serve? Lunch? Snack foods? Dinner? Buffet? Sit down? What
kind of beverages will be available? Will they be served in
a can, punch bowl, or some other way? If you intend to serve
alcohol, ensure plenty of designated drivers are available
to transport those who may be unable to drive home.
* Plan publicity/marketing - Great publicity and marketing are
the key to a successful event. There are many different
methods you can use to get the word out about your program.
Determine who you want to attend and then target your
advertising accordingly. Consider supplementing paid
advertising with inexpensive fliers, handouts, email
messages and word-of-mouth.
* Book a speaker/entertainer - Consider the following factors
if you are planning a speaker, entertainment, or facilitator
for an event: Who is the agent/manager for the
speaker/entertainment? Does the speaker/entertainment appeal
to a broad audience? How many people are expected to attend?
Does the speaker/entertainment have special technical
requirements for their presentation? Does the
artist/entertainment require hotel or transportation
arrangements?
* Arrange for parking - If you’re expecting a large number of
guests, ensure there is ample parking. The parking you select
should be easily accessible to the location of the event. If
you have delivery trucks, caterers or special equipment being
brought to the event, you will need to make sure everyone
knows the best location for unloading.
* Evaluate the event - One of the most ignored, yet important,
elements of project planning is evaluation. If you want to
determine how successful an event is, you’ll need to collect
feedback from participants. Create an evaluation form to hand
out (and, if possible, collect) at the end of the event. To
encourage participation, your evaluation form should be
anonymous and short.
* Make reflections - Once your event is over, take time to
reflect back on it. Also consider the entire planning process
and the feedback provided on the evaluation forms. Reflecting
back will help you improve the event for the next time.
Regardless of the type of event you’re planning, make sure it’s
meaningful and celebrates your company in a uniquely positive
way. This will make your event an affair that is truly a
successful business bash!
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