Event Planning 101 - Part 2
June 29, 2010

In the first part of Event Planning 101, we discussed the importance of a checklist, background research, budgeting, and bringing media into the picture. But it doesn’t stop there. In this entry, we’ll walk you through the execution of your plan, and post-event considerations.

Put your plan into motion. Now that you have your checklist assembled and tasks delegated, get started on the execution of your plan. Wrap up most of your research and finalize major decisions about the entertainment, venue, food, decorations and guest list by the end of the first week. In the following weeks, put these decisions to action and book, arrange, rent or make down payments on them—remember the longer you wait, the less likely you’ll be able to nail down your first choices. Also, starting early enables you to react to the unanticipated—problem AND opportunity—so give yourself plenty of reaction time.

A key planning element many people neglect is sending out a hold-the-date postcard or Email several weeks before sending the formal invitation. We’ve found that this step significantly increases the amount of people who attend your event. If you require guests to RSVP, contact VIPs that you want at the event to make sure they received the invitation and encourage them to commit to attending—if they’re VIPs to you and your business, they’re worth the time of a phone call. Closer to the event, follow up with the others who did not RSVP to get a final head count.

Day of Event Schedule: everything’s planned and arranged, all that needs to happen now is a great event, right? Don’t leave the magic day to chance. Check and double-check every arrangement and develop a Plan B if one of the major vendors fails or other events (weather?) happen. In special event planning one thing is certain: nothing is certain. So plan for the unexpected. Then create a comprehensive schedule of roles, responsibilities and times for you and your staff to follow on the day of event. Again, plan for the unexpected and assign back-ups if someone doesn’t come through.

The event may be over but your job isn’t finished. Take a moment while details are still fresh in your mind to evaluate the event. Consider what vendors worked for you, what goals were met, what unexpected incidents occurred, the attendance, and the feedback you received. Thank-you notes or follow up letters should be sent to all attendees, including media who covered the event. If you did not get media coverage at the event, pitch a final news release with key photos, captions and information to local and industry-journal media.

Once these final arrangements are attended to, the only thing that’s left to do is take a sigh of relief, congratulate yourself, and enjoy your success. You’ll reap the benefits of a successful special event for months to come.

If you have any questions or need help planning a professional business event, give us a call at (904) 388-7447.