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Top 10 Event Planning Tips
The following list of 10 items is to act as a Quick Guide to planning an event. These questions will prompt responses which will act as your guide to becoming the planner for your. Most professional event planners take these thoughts into account each and every time they start preparation of functions. Although it is just a short list made available, we hope it may raises questions or concerns within your group before you make your commitments. We hope these are of some benefit to successful planning.
1. PERSONAL OR WORK TIME AVAILABLE? Firstly, Ask yourself how much is my personal time worth and place a dollar value on it. A quick rule of thumb is to take your current hourly wage, take half and multiple it by the number of hours you anticipate the event will take, from pre event to post event. This will give you a clearer picture of what it will take and if all your effort will be worth the final expected outcome. Secondly, How much time do you actually have available to devote to this event from your current job. Will your desk pile up to the level of Mount Everest or put you so far behind in your day to day role, that even your vacation time will not seem to be enough to melt away your stress? Take a quick look at your work and personal calendars and see what other distractions may get in the way based on family, volunteer, work commitments, schooling etc. Be very realistic and true to yourself by reminding yourself someone has to keep all those commitments and sometimes there just is not enough hours in a day, week, month or year.
2. ORGANIZED? Are you a list maker and do you have experience in this area surrounding this event function? If not you should really start right now otherwise disappointment and stress will plague you in remaining on task. Keeping track of all those tiny but extremely important details will be gone as quickly as you thought about them, unless of course you keep a day timer, pen and notebook handy at all times.
3. WHO’S VOLUNTEERING? Do you have committed genuine volunteers or an army of twisted arms that constantly say, “I have to because I was told to do this” or possibly those looking for Free Entry to the event and maybe a complimentary T-shirt! You need to be able to find out which type they are as quickly as possible, otherwise plan on doing the higher percentage event work yourself. Have you taken the time to investigate receiving a quote to have someone else do all the work or a percentage of it? You would probably be very surprised at the pricing available and that quotes are normally free. In our experience there is nothing better then to watch you our client, mingle and relax and enjoy the entire event and become the hero. If you’re the host take time to do just that and be with your guests. Nothing worse then a stressed out host/hostess who is rushing around and not completing sentences while in conversation only to be focused on whether the cake has arrived.
4. WHAT IS THE EVENT? How will others know about your event if you don’t promote it? Which method will you broadcast this information through; telephone, newspaper, television, radio, posters on poles, word of mouth, handouts, direct mailer, tattoos, billboards, vehicle vinyl or websites. You need to identify which media will have the best impact and serve the direct needs of the event. Did you budget for these items?
5. WHEN IS THE EVENT? Conflict dates are something to think about. Questions to ask yourself could be, what happens if it rains or is someone else running a similar event that date and will people still come to yours. Know the market do some research and save yourself some stress headaches and let downs of potential failure. By doing your homework you will give your event all the potential success by knowing what else is going on or around that date. Be sure you have all the details in your invites and promotional literature. Although this may sound crazy, the biggest single item left out of most promotional literature is the date, time and correct contact information. Be patient, double check all your information before you post and send out information, not only is it costly it is a true reflection of your overall capabilities.
6. WHERE IS YOUR EVENT? Does your venue have everything you feel is needed and that you are looking for? Create a list of the ” Must haves” Disabled parking, indoor plumbing, photo spaces, suitable parking, shuttle bus service, anything you feel is a must. If not available factor in what the additional costs are associated with having these services available.
7. WHAT IS YOUR BUDGET? How much can you spend and whose money is it anyways? If it is yours you will probably be more frugal in most instances. If you have to make the business decision make sure to watch your budget numbers carefully and make sure you shopped around to know what a reasonable price is on what you want and be sure to match apples to apples not apples to oranges. Everything starts with the initial phone call and how the phone is answered and make sure you deal with reputable companies who are willing to supply quotes in writing are legally registered and have proven them selves over time. Fly by nights may be cheaper but the headaches will last a lifetime.
8. WHO’S COMING? Have you made a list of who exactly you would like to come to your event? Have you given them enough notice to attend and plan in their calendars? If you’re inviting a CEO, political or media dignitaries, their personal calendars fill quickly. Some book 6 months in advance so make sure you leave room to do proper invites. Be sure to identify why they should be coming to this event rather then go somewhere else for something similar. Be sure to include R.S.V.P. or register deadlines and information for this function.
9. WHY ARE THEY COMING? It may sound easy to do, but capturing your event in just a few words is the key to grabbing their attention. So take some time to ensure your potential guests know and can easily identify if it is a personal celebration, family party, corporate function, sport event or charitable event? Be sure to identify “What’s in it for them to meet their company or personal needs and passions”,
10. WHAT HAVE I FORGOTTEN? Keeping track of an event can be an arduous task for most. Being prepared and looking for problems through brainstorming with others is the most useful way to keep things on track and in motion. It sure helps make sure the “Cart is behind the horse”. With any and all third party involvement, be sure they have suitable insurance and get everything in a written contract.
Every event and function deserves to be the best it can be. There is very rarely a perfect event. Usually those in the front are not aware of it but something always seems to find its way into your great plans to rustle up the stress level. You can only plan to the best of your ability and even hiring event planners can still leave you unprepared for those last minute changes that were not factored in. The biggest difference is professionals remain calm and cool when things don’t go as planned. The professionals get paid to remove all your stress and headaches associated with all the planning details that go on behind the scenes. We create a unique and exciting ambience as our tagline indicates, “Feel the Thrill of a Sportacular Event” with each and every event we host. Feel free to call Sportacular Event today for a Free Event Quote.
We are professionals who take your event as seriously as if it were our own personal function taking place. Your guests are our guests… we guarantee it. Good luck on your event!