Event Planning - Where Do You Start?

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Getting worked in the event preparing business for nearly 15 years there are not various surprises left - but occasionally I still get the "they did what" pass my lips! Why am I not surprised anymore - considering that over the years the quantity 1 rule for event planning is putting time into the pre preparing of the event, and then preparing contingencies for the exceptions that could take place?

So where do you begin? As far out from the event date as probable as receiving space is the initial step. In Orlando where we do a lot of work it is not unusual to be booking 1 year out at some of the venues, as they are booked solidly each and every week.

The initial few decisions are the easiest. What is the budget? What is the event about? A party, corporate seminar, convention, festival, wedding, anniversary the list is endless, but 1 thing remains a constant as soon as the event has a name and the kind of event is decided, the next step will be to choose exactly where to hold the event. This is exactly where the real event planners stand out from the crowd. So you have an event - okay lets book a hotel is usually the next answer but why would you miss out on an opportunity to generate a distinctive expertise for your client. Quit thinking like a newbie!

Look about the city where you are and start out looking for that space that is distinctive! We when held a red carpet fashion show appropriate outside the Lingerie store that was promoting their opening! What's unusual about that? Nothing except the two lane highway outside we had to close, get preparing permission and then create a 150ft marquee over the roadway, flooring, carpeting, stage, runway, extravagant lighting. All in 1 day. That is planning. Or the client that wanted a nautical theme, so we brought in a pirate ship complete with water cannons, pirate uniforms for everyone which includes the CEO! Ahh Captain. Get the thought, feel outside the box - everybody does hotels, make your event unusual. What about an event/launch or party on the top floor of a multistory auto park, we have even taken over parking lots for significant festivals downtown and invited 5000 people today to attend. Utilised castles for vehicle launches and produced tours for musical competitions.

So know we have an event and the location/venue. Do you need planning permission for the event? If you have tents, or are somewhere public the answer is going to be Yes. Get that permit application in swiftly, the city will have lots of questions for you to answer. Do not worry they will let the event occur they just want every single answer and t crossed, so permit time for them.

Are you helping with the marketing too? Now is the time to get all this began and the timeline built when the copy, printing, mailing emailing requirements to be done. Do you see a pattern starting, timelines, pre preparing, and so on.

Next on the list is going to be catering frequently called F&B. Is this a sit down event, stand up cocktails, dinner reception, hors-devours, alcohol, and so on. Once more one other decision and 1 that wants a spending budget figure. Hot meals catered with full service can cost upwards of $50 a plate or as low as $19. Its all about the spending budget. When you have decided on what is required your event planner will have a list of suitable caterers who can produce the meals.

If the event is themed, then the next step is to design the layout of the tables, surroundings, and make the venue develop into an encounter. I don't forget erecting a Marquee inside a tall ballroom for 1 client, as they did not want the tradition ballroom space. A local hotel has two weeks of Ice sculpture in their ballrooms and youngsters can play on the ice slides, play in the snow and experience below freezing conditions - in Central Florida

An additional location that will need addressing is entertainment, is their music, DJ what style and what purpose. Is it for dancing to or just background ambience? Once again if the event requires a headliner you will have to contact the booking agencies in a lot of time to make sure schedules are accessible - you did have a second selection ready as properly didn't you?

So now we have an event, the date(s), a theme, a venue, food and drink, entertainment and the permit has been granted by the city!

What about Sound and lights and video for the event - ordinarily known as Audio Visual or AV again the event planner will know what and exactly where to get the proper systems from and the size of equipment needed depending on the number of attendees. When we are looking at AV, we could possibly as nicely mention the videographer to film and record the event for the DVD and also the photographer to take a zillion shots for the duration of the evening creating sure to get everybody in at least one picture!

The event date is clearly receiving closer. If this is a corporate event you will want to make sure that there is all the suitable insurance and Public/General Liability insurance certification in spot. The policy ought to be for at least $1 million dollars of protection.

The fire Marshall always wants to know about events in their city and no matter how huge or smaller, a phone call to answer their concerns and get approval is normally part of the preparing stages. It is your responsibility to contact the fire Marshall not theirs to contact you.

1 region that a quantity of many people forget about is how are people today getting to the event, are folks flying in, are you booking the tickets? And if so what transportation are you delivering from the airport for them? We use specific limo services that have given us excellent service and deals over the years and we know that guests are in fantastic hands.

So far we have overcome each and every difficulty but as this is a summery of event preparing, every event will be distinct. Seminars for instance will will need registration tables, classroom style layouts, etc each and every event has its own nuance.

On the day of the event, every little thing comes together as planned, if you didn't plan for the contingency then panicking does not help. Look at just about every part of the timetable and second guess what if scenarios? Strategy around those too so that your day runs smooth.

Lastly the day isn't over until the last guest leaves..errr no! until the venue has been restored to how you identified it, until all the decorations are removed, the catering has packed up and left, the AV guys have got all their gear in the vans and the venue operations personnel have finally mentioned goodnight and thank you.

Steve A Brown
Event Planner - Resource Management Alliance
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