Event planning 101

You’ve made a list. You’ve checked it twice…now let the fun begin!

Whether an event has 50, 500 or 5000 attendees, its success ultimately relies on the planner’s ability to view the event both through a telescope and through a microscope. They must be able to see the big picture and at the same time focus on the most minute details. In addition, they must be able to harness the use of their right-brain creativity, often working with a “beer budget” to put on a “champagne” event, as well as their left-brain analytical skills, to ensure the event is “in the black” at the end of the day.

The perfect event organizer is both yin and yang, two halves of a whole, and the brightest crayon in the box. Even if you don’t think this sounds like you, you can still put on a fantastic event by bringing together a well-rounded committee with skills counterbalanced to your own.

Here is a general event planning timeline, gathered from a variety of sources that can be used as a framework to plan your next successful event. Please keep in mind that this timeline will change depending on the size and complexity of your project and you will need to add or remove items to this list in order to tailor it to your specific situation.

Three to four months prior to event:

– Establish a committee or assistant to help with the event

– Initial team meeting to begin planning process (including event’s central theme or purpose)

– Select a date

– Confirm this date with key participants and key guests prior to announcing the date

– Establish the budget for the event

– Create a preliminary guest list or estimate number of attendees

– Visit event facilities; select one and reserve your date

– Develop a rain plan if the event is to take place outdoors

– Contact possible speakers

– Contact possible event sponsors

Two to three months prior to event:

– Plan event publicity

– Hire a photographer and/or videographer for your event

– Host a committee meeting to establish progress

– Send invitations and/or begin selling tickets

One month prior to event:

– Continue publicizing event

– Host a budget meeting to determine budget status

– Confirm event speakers

– If required, make hotel reservations for speakers

– Select and purchase speaker recognition items and thank-you gifts

– Create and order printed materials and event signage

– Recruit volunteers to assist on the day of the event

– Read and sign all facility contracts

– Collect any biographical or other important information from speakers

– Create digital presentation material

Three weeks prior to event:

– Confirm entertainment bookings (if required)

– RSVP event speakers, hosts, special guests and volunteers

Two weeks prior to event:

– Call guests who have not RSVP’d (if required)

– Coordinate and confirm delivery times for equipment, etc.

One week prior to event:

– Prepare seating plan (if required)

– Prepare place cards

One day prior to event:

– Check venue to ensure everything is in order

– Gather presentation items

Event day:

– Brief volunteers of their responsibilities

– Assign an assistant for the day

– Set up facility, including posting all signage

– Smile and have fun at your event!

Following the event:

– Break down and clean up facility

– Ensure rental equipment is returned

– Send thank-you letters to sponsors, speakers, volunteers

– Host a meeting with your committee to discuss the event in order to prepare for next year

In-Action example

Elisabeth Linton, The Sanfilippo Children’s Research Foundation

This year I had the pleasure of attending the 12th annual Sanfilippo Children’s Research Foundation’s gala. Sanfilippo Syndrome is a rare genetic disorder where most children affected do not live until adulthood, and for which there is no cure. Elisabeth is the founder of the Sanfilippo Children’s Research Foundation (SCRF), and whose daughter, Elisa, suffers from the syndrome.

On April 7, 2011 over 700 guests enjoyed an evening of great food, over-the-top auction items and inspiring stories. The “Cookin’ Up a Cure” event raised over $200,000 for the SCRF, and I had the unique opportunity to speak with Elisabeth about hosting the annual gala.

“My most valuable tools are my volunteers. We totally rely on volunteers and [are] totally indebted to people that contribute. It’s really valuable to surround yourself with not only competent, but also creative people. They help create a unique event year after year.”

There are six people who Elisabeth says she completely relies on to make the event happen, including the volunteer coordinator, setup coordinator and director of the evening. There are literally dozens of volunteers who prepare for the event ahead of time and another 80 volunteers assist on the day of the event. Elisabeth admits that volunteers are also the most challenging aspect of organizing the annual gala because her foundation is completely reliant on volunteers and there is always uncertainty regarding level of commitment.

To host successful events year after year, Elisabeth believes that raising money is secondary to focusing on the meaning behind the event.

“For us, it’s all about consistency. Raising a steady amount of money, while creating something that people want to come back to so that there is momentum.”

Another way to maintain momentum is to show appreciation to supporters with simple hand-written thank-you cards after the event. Elisabeth believes that this little extra effort is so important because many other organizations who are also vying for the same donations don’t usually take the time to do this.

For those just starting the event planning process, Elisabeth has a word of advice: “Don’t stress out about the little details. Focus on communicating the cause and focus on creating the spirit for what the night’s all about and the event will fall into place. Connect to your guests and it will be a successful night.”

Resources: book & blog

The Business of Event Planning: Behind-the-Scenes Secrets of Successful Special Events, by Judy Allen

This reference guide is for anyone looking for information at his or her fingertips in regards to successful event planning. This book is highly practical for getting an event off the ground with many helpful tips and tricks. The Business of Event Planning will help avoid missed details and is highly recommended for new and experienced event planners.

5 of 5 stars and 4 reviews on Amazon.ca

http://www.eventmanagerblog.com/

Described as “the first blog for event planners,” Event Manager Blog has it all! From budgeting, to the impact of social media on your event, to how to invite media to your event, this resource is for professional and amateur event planners alike. Topical and relevant weekly posts make this an invaluable information hub.