Special Event Planning

Special Event Planning
 
Every organization whether large or small does special events either for their employees, vendors, volunteers or customers.   Planning events can be fun but if not planned effectively can be stressful and sometimes catastrophic.
 
Following are planning tips for planning your next event:
 
When planning any event, you must answer the following questions:
- Who
- What
- Where
- When
- How
 
If you systematically think through each of the �œW”s you will have a well thought out event.
 
Ok let�™s start with:

Who - When answering who, you need to ask the question �œwho” is the target audience for this event.   When thinking this through also ask the question does it include the families of the target audience, maybe spouses, maybe extended family members.  Figuring this out on the front end helps with planning details.

What - Answering the �œwhat” part of the question helps determine what you�™re trying to accomplish.  What is the goal of this event?  Is it a thank you to the target audience, a team building exercise or a celebration of some sort?  This is where you come up with a �œtheme” for the event and all the creative aspects of the event.  For example, you want to host a summer BBQ for your employees as a thank you for a completed project; you could have a beach theme and use a beach look for the décor of the event.

Where - Answering this question helps you determine �œwhere” the event should be held.   A summer BBQ may need to be at a park or other outdoor venue.  Think through any transportation issues, parking availability and directions to the venue.  You want to make it as easy as possible for the guests to arrive on time.

When - When planning an event, it is important to look at the business calendar and not plan an event during the busy season of your business.   Most businesses have peak seasons so you want to make sure you stay away from those times of the year.  This is important so that there is not a burden put on employees to break away from work knowing that they will have to work overtime to make up for the missed time.

How - This gets into the logistical planning side of the event.  The �œhow” covers the logistical process of getting it done and pulling it off.  Most employees love being part of planning and participating in special events so use them to your advantage.  Identify roles and specific tasks leading up to and the day of the event.   

Things to think about are:

• Event Set-up - Hauling and setting up tables, chairs, audio equipment, supplies, etc.
• Décor - Decorating the venue, including registration table, food tables and guest tables.  Putting table cloths on, adding center pieces and any theme related décor.
• Emcee - Who will be facilitating the event?  There should be someone keeping things moving, making announcements and speaking on behalf of the group.  This should include having a run-sheet laying out the plan for the day.
• Activities - If there are special activities planned (group volleyball game) someone should be in charge of making sure all needed equipment is there and coordinating the game.
• Serving - If there is food, there will need to be people assigned to putting food out and serving the food.  This can be done through a caterer but someone needs to facilitate with the caterer as to where the food goes and give direction on how it is displayed.
• Clean-up - There should be a team assigned to cleaning up the venue.  Even if the venue offers support for this, any supplies, equipment, etc that you bring in will need to be removed from the venue.
• Tear-down - This is the tearing down of any tables, chairs, equipment that was brought in and making sure everything is removed.

More Recent Articles

• 3 Tips to Internet Marketing Even If It�...
• Coaching and Psychological Styles: Adjus...
• 3 Steps to IMPLEMENTING Your 2012 Market...
• 3 Steps to Crafting Your 2012 Marketing ...
• To Grow Your Business, You Need a Market...
• Life, Business and the Pursuit of Happin...
• Self-Sabotage: How Mindset Affects Your ...
• Take Off the Blinders! Coaching Based o...
• 3 Steps to Starting the New Year on The ...
• Stop Blaming the Economy and Start Takin...
• nukfwBkiaBVzUgtyiCy
• Use Google to Grow Your Business