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After working in the event planning industry for almost 15 years there isn’t much wonder left – but sometimes I still find “what the hell did they do” leave my lips! Why doesn’t it surprise me anymore – because for years the number one rule for event planning has been taking the time to pre-plan the event, and then planning for contingencies for exceptions?
So where do you start? The first step is to get a location as far outside the date of the event as possible. In Orlando where we do a lot of work, it’s not unusual for some places to be booked out for a year as they are booked solid every week.
The first few decisions are the easiest. What is budget? What is the event about? A party, corporate seminar, conference, festival, wedding, anniversary. The list is endless but one thing remains constant. When the event is named and the type of event is decided, the next step would be to decide where the event will be held. Go This is where real event planners stand out from the crowd. So you have an event – well, book a hotel is usually the next answer but why would you miss out on the opportunity to create a unique experience for your customer. Stop thinking like a newbie!
Look around the city you are in and start looking for a place that is different! We once held a red carpet fashion show right outside the lingerie store promoting their opening! What is unusual in this? We had to close nothing but a two-lane highway outside, get planning permission and then build a 150ft marquee on the road, flooring, carpet, stage, runway, extravagant lighting. All in one day. He is planning. Or the client who wanted a nautical theme, so we brought in a pirate ship with water cannons, pirate uniforms for everyone including the CEO! Ah Captain. Get ideas, think outside the box – everyone does hotel, make your event unusual. What about an event/launch or party on the top floor of a multistorey car park, we have even taken over parking lots for major city festivals and invited up to 5000 people to participate. The palace used for car launches and built tours for music competitions.
So know that we have an event and a place/venue. Do you need planning permission for the event? If you have a tent, or are somewhere public, the answer is yes. Get that permit application in quick, the city will have a lot of questions for you to answer. Don’t worry they’ll let it happen, they just want every answer and don’t cross the T, so give them time.
Are you helping with marketing as well? Now is the time to start it all and create a timeline for when copying, printing, mailing and emailing are needed. Do you see a pattern beginning, timelines, pre-planning etc.?
Next on the list is Catering which is commonly referred to as F&B. Be it a sit down event, stand up cocktail, dinner reception, hors-devours, alcohol etc. Again another decision and a budget figure is needed. Hot meals can cost as little as $50 per plate or $19 with full service. It’s all about the budget. Once you have decided what is required your event planner will have a list of suitable caterers who can produce the food.
If the event is themed, the next step is to design the layout of the tables, surroundings and make the venue an experience. I remember building a marquee inside a long ballroom for a client because they didn’t want a traditional ballroom space. A local hotel ballroom has a two-week ice sculpture and kids can slide down the ice slide, play in the snow and experience freezing conditions – all in central Florida
Another area that will need to be addressed is entertainment, their music, what style and for what purpose the DJ is. Is it for dancing or just for background ambience? Again if the event required a headliner, you would need to contact the booking agencies plenty of time before the schedule was available – you had the other option ready as well didn’t you?
So now we have an event, date(s), a theme, a location, food and drink, entertainment and permits provided by the city!
What about the sound and lights and video for the event – commonly called audio visual or AV, again the event planner will know what and where to find the appropriate systems based on the number of attendees and the size of equipment needed have to receive. While we are looking at AV, we can also refer to the videographer to film and record the event for DVD and the photographer to take a zillion shots during the evening to make sure everyone at least Get it in a snap!
The date of the event is clearly drawing near. If this is a corporate event you will want to ensure that all appropriate insurance and public/general liability insurance certification is in place. The policy must cover at least $1 million dollars.
The fire marshal always wants to know about events in his city and no matter how big or small, a phone call is always part of the planning stages to answer their questions and get approval. It is your responsibility to contact the fire marshal, not theirs to contact you.
One area that a lot of people forget about is how are people getting to the event, are people flying in, are you booking tickets? And if so what transportation are you providing for them from the airport? We use a few limo services that have given us great service and deals over the years and we know that our guests are in good hands.
So far we have covered every problem but as this is a summary of event planning every event will be different. For example seminars will require registration tables, classroom style layout etc. Each event has its own specifics.
On the day of the event, everything comes together according to plan, panicking doesn’t help if you haven’t planned for a contingency. Look at each part of the timetable and take a second guess what if scenario? Plan around them as well so that your day runs smoothly.
Finally the day didn’t end until the last guest had left..oh no! until the venue is made as you found it, until all decorations are removed, until all decorations are removed, then the catering is packed and discarded, av The guys get all their stuff in the van and the grounds operations personnel say good night and thank you at the end.
steve a brown
Event Planner – Resource Management Alliance
http://resourcema.com,
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