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1. Establish a Vision:
Ask the "who" and "what" questions. Special events are all about expectations. Who is being entertained and what is the purpose of the event? What impression or memory do I want my guests to leave with?
2. Form a Strategy for Reaching your Vision:
This is the "how" question. Form a list of priorities for your event and rank them in order of importance. Develop any number of committees, find volunteers, and begin the planning and coordinating process. Or, hire an event coordinating company that provides this complete service for you.
3. Establish the event Date, Site and Timeframe:
These are the "when" and "where" questions. The date, site, and time frame are vital to achieving your vision and event goals. The biggest challenge will be finding the appropriate site that is available on the date and time desired.
4. Establish an Event Budget:
Plan your budget around the four major event areas: Site, Activities, Entertainment and Catering. If you are using a professional event planner, budget this in as a fifth area. Add at least 10% to your overall budget to cover unexpected or incidental costs.
5. Determine Steps 1 - 4 as Early as Possible:
Planning and coordinating the event as early as possible will not only help in getting what's needed for your event from the subcontractors, but will also help keep costs down.
6. Determine the Event Menu:
Depending on event themes, time of year, and event demographics, the food selection and presentation will make or break the success of your event. Make sure you take into account the various ages and potential menu preferences of your guests.
7. Determine Entertainment, Activities and Event Structures:
How are you going to keep everyone, of all ages, entertained throughout the event? Have you thought of something unexpected that will thrill and entertain? Is the entertainment different from "last year"? Don't forget about spectators! Not everyone will want to get involved but some people will have just as much fun watching others.
Make sure that everyone has a place to sit down and eat and a place to stay dry in
case of rain. Make sure that ample restrooms are available, that the event is handicapped friendly, there is adequate parking and that all the subcontractors have their needs meet, i.e. water, power, payment and accessibility requirements.
8. Put an Event Site Layout Together:
Plan and place all event activities in a way that is participant friendly, i.e. make sure kids have a safe place to enjoy the event. Make sure there are several lines for food.
9. Promote the event:
Create and post or send information to possible attendees. Use processes that will facilitate confirmation of the number of attendees so that you can plan appropriately. Using PowerPoint templates for your presentations can be very convenient and efficient. PowerPoint provides a number of choices for working with templates. You can choose from the wide array of design templates available at PoweredTemplates.com. Once you choose an existing template, you can customize it to meet your needs or completely change it.
10. Hire a Professional Event Planner:
If possible, hire a professional event planner. This way, you'll be able to enjoy the picnic, take credit for putting together a great event, all without having to undergo the stress of planning it!
"Top Ten Symptoms of Event Planning Exhaustion"
10. Tired of "The Last Minute" event planning.
9. Tired of the risk of putting an event together for everybody else.
8. Tired of problem solving during the event.
7. Tired of falling behind in every-day work due to planning of event.
6. Tired of dealing with all the event administration.
5. Tired of planning events that are not well attended.
4. Tired of working within event budgets.
3. Tired about worrying what to do for the next event.
2. Tired of working while others are enjoying the event.
**** The #1 symptom of being tired of event planning---------- So tired,
you leave your job to work somewhere else.
Let the professionals at Party Outfitters plan your next event. Give us a call at 800-853-5867 today!
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