Clearly State Your Aims and Objective
This is will be your guide line, a destination you have to reach. By building the various "mini-events" of your main event around these objectives you will have a guide you to keep you focused and track your level of preparedness. For example, if you are planning a child's birthday party, one of your objectives could be:
EXAMPLE 1: Make sure the entertainer arrives 20 minutes before the show.
With this you can focus your planning efforts to make sure the logistics are in place to meet this objective.Your first duty as an event planner is to know the aims and objectives of the event whether it is a message to be communicated, a commerative event or simply to have fun.
You need to understand what your client or you yourself wishes to achieve through that event. Be sure to ask a lot of questions about what they want and how they want it and what kind of people they hope this message goes across to, is it for kids, adults only, or across all age groups. This would help you know how you can reach people and what you want to achieve through it all.
Summarize the main objectives of the event into a word or short phrase that can be easily remembered. This will help you visualize and create concepts you can build your event on. This picture will feed into your creative mindset thereby helping you also to understand what you fully need to complete this event. You can chose to broadcast this theme if you wish but primrarily it is meant for your consumption.
Another factor to note that is crucial in this area is the design and logos of the program . Basically from the theme to the design of the event and how you want it to be like, to the logo and tagline, should send a message. How it looks, feels, should connect to the theme, and the theme in turn should correspond to what the event is all about.
For example, when planning a costume party for friends, your theme could be "All White Party". With this in mind, you can choose decorations in various shades of white. Your guests can come in white attire. Food such as deserts can be given a dusting of fine white sugar and so on just to fit with te central theme.
Research a fitting theme for the program, keeping your resources in mind. This will you see what others have done before you to give you a point to start from, but try not to copy other ideas exactly. Do not be afraid to make bold informed choices.
After having an idea of how the theme should be look and feel like, then you need a team to make the image in your head come true. You cannot run everything especially for big events. Whether you are going to call friends or professionals to handle the music, electronic equipment, decoration, food or whatever the people you chose should be able to match up to the task.
To be able to differentiate how an event planner's team is to look like, you need to first put into consideration the scale of the event. If it is a small simple events , then only team is necessary with you as team lead.
For bigger events, one needs a major team and each member of that core team should have a group under them that is working together to ensure the same goal.
You need to find a perfect venue at an affordable price for the event to be hosted in. You might need help scouting ideal venues, that is venues that have good flooring, space, or stage depending on what the aims of events are. And if the venue has its own staff( like waiters ) and refreshment vendor to help in food and all, then better. As long as it fits the purpose of the occasion.
If your event requires publicity, then you will have to throw your attention here also. This means finding an appropriate meduim(s) that can carry your message whether its social sites, paper publications or just informal means. It is basically causing “good noise” for people to come and to become aware of what ever plans they intend to announce. Publicity may differ depending on the occasion.
The publicity you want for a concert will differ from that of a wedding. To understand the various strategies of publicity for various programs, it is important to research and follow up on programs that are linked to the types you are involved in for better understanding and excellent results.
Depending on the various types of programs, entertainment may differ, some would call up for musicians, DJ's or dancers to come perform at their show, other forms would be a fun interaction between invitees. To know more about entertaining for various guests depending on occasion, research for more information.
This area is one of the key areas to the success of an events. Every event needs one, except where all the funds are readily available to finances the events. Other than that, it is a very important part of the events planner to garner for sponsors as they would help facilitate the needs of the program. It could be cash or kind. For example; if a sponsor cannot donate cash then they can help in other ways to ease the burden of logistics.
It is important to note that whilst looking for sponsors for an event., it is needful to make sure the proposal you intend to show them is presentable, neat and that the program is an event that the sponsors would want to associate themselves with, it is something that can help them as well ( in the area of exposure) especially if they have organizations or companies and also an event that the see as worthy. The proposal should indicate all the things you want the sponsors to help with, be it making t-shirts for the events, water bottles, pens etc. It would be upto the choice of the sponsors to choose which they intend to assist in or if they can do all, some give in cash instead.
Most times it is not easy to convince these people, so the people who intend to speak on behalf of the program should be able to speak eloquently and convincingly why these program is one of the best they should get In and lay their support for the cause.
To note a factor that helps in the success of this, is to go to as many sponsors as possible, the more the better, just don’t forget to mention all their names to show appreciation. Very important.
If you are blessed with extra hand remember these hands are there to support you. You still need to provide guidance and think about how to orgainse these people so they become assets and a distracting liabilities. This bunch are especially useful for “last minute” errands.
The planning of the events should be done months from the set date of the events. This should give you all, ample time to arrange, plan and organize and close every loop hole before the D-DAY to ensure success and that there are no mistakes.
Create A Master Plan
This plan has all the minute details broken down in sequential order of how the program should go, whose teams is to do what and which guest should sit where. Every detail should not be missed, every team leader should have a summarize copy of what they should be doing and a detailed copy of what their team should be doing. But the event’s planner holds the master copy of all, and this list or book should be referred to all the time and looked over for no mistakes and to ensure that nothing has being over looked.
Events can differ in so many ways, it is important to do as much research as possible depending on what you intend to do and where your area of focus is. Other than that, these are the basic concerts of planning events. The rest is up to you.