Event Planning A “How To Guide”

Planning an event can sometimes seem like an overwhelming task. Contrary to this occasional feeling, planning an event can be less overwhelming if certain precautions are taken. Consider this Guide an official Kwilliamspr “Event Planning for Dummies.”

Event Planning for Dummies
(How to escape general event planning stress)

Preface: It is safe to expect the general amount of stress one would encounter when planning an event. This is rightly so because each event has its value and its purpose. In addition to the expectation of stress, the value and purpose of the event must be established so that consistency can follow through the remainder of the planning process. An event that has value or purpose can be deemed an event worthy of planning and can be further equipped with a certain number of planners that is consistent with that value and purpose. This guide is a general guide that can work with planning groups of 4-8 members.

Bottom Line Thinking- Who is the target Audience and what are my returns?

Each event should have a promising return on

• Investment of time
• Money
• Energy expended

-The First Steps-

1.Objectives

Once event planners have established the purpose of the event, pre-planning phase, the first step is to set event objectives. Objectives are markers that planners are trying to obtain that are consistent with the purpose of the event. Objectives can be both Tangible and Intangible. One thing to also think about is objectives can be met pre-event and post event as well.

2.Budget

After objectives have been secured the next thing planners will want to ask themselves is how much money is available to spend? This question applies to all sizes of events.

Hat Trick Rule- Remember it is always a smart thing to wait on doing events if the required amount of money is not at hand. It only takes one time for an event to be bad to damage an image.

3. Elements

Now the fun part begins. Once the budget and objectives are paved in stone a brain storm of the elements needed for the event should be conducted. Consider this the creation of the  HTR- “Big Picture”

These elements are as such:

Event Vision-

How do you see the event? The day before and the day of?

What are the expectations?

Any basic wants or needs?

4. The Essentials

Event planners should take the time to plan out, after the elements are considered, a list of “Must-Haves” for the event. These are things that can make or break the event and stream from hard costs to  special guests. Some other examples are:

Permits

Special Rooms

Insurance

Event Designs

Company Participation

5. Environment/Venue

Once the above steps have all been brainstormed and considered it is safe to take on the thought of a venue. A venue can be considered as an essential depending on the event. Venues can sometimes make or break and event if they do not fit into the elements, essentials, and purpose of the event. With this said consider the Locations, date, and season in which the prospective event might be held.

Hat Trick Rule: Creativity goes a long way when considering a venue. It is also good to know that it costs to be creative at times but if you are good creativity can have a huge effect with a low cost.

Sample Venues:

Private mansions

Hotels

Convention Centers

Museums

Art Galleries

Country Clubs

Wineries

Private Tents

6. Style

In this step event style in accordance to the “Big Picture” will be planned out. Each event will need specific components to help aide in its purpose. Planners need to consider the event style in regard to its Energy and Emotion. It is smart to plan the event to have a certain mood and to exhibit a certain emotion that will be consistent with the purpose. These components can be achieved through venue, decor, music, food, activities and even guests.

7. Requirements

Before things start getting tricky, planners must continue to research requirements for all aspects of the event. Venue requirements are generally the bulk of code, law, and ethics that come with an event but others such as guest and transportation requirements might arise as additions are made to the event.

Venue-Staging, Lighting, Audio, Contracts

Guest-Guestlist, Security,Fanfare

Transportation-(Providing?)

Food- Menu and Staffing

HTR: These four are generally the biggest requirement holding elements that must be considered

8. Strategic Planning

Planning is easier if a micromanager is at hand. One person should hold onto a Critical Path and a Function sheet (A record of how the event is to go from beginning to end). These components will keep the group of planners on at tight time schedule that will ease a ton of stress.

HTR: Try creating the Critical Path on an excel spreadsheet included with the start and finishing dates and the planners names who will be carrying them out.

It is of the most extreme importance to update the critical path and function sheet as things occur during the planning process.

9.  Timing

It is a good practice to keep a sense of timing in stride with all steps of the planning process. Sticking to the critical path and accounting for potential threats or  complications will help keep the planning of the event on schedule

10. Creation of a new Critical Path

Upon the arrival of the event planners must create a new Critical Path to fit the components that need to be carried out before, during, and after the event. Also an updated copy of the function sheet needs to be re-distributed to all members of the planning committee and all staff that are participating in the implementation of the event. HTR: This will help establish a quick response to any complications

 Here are some things to write down on your note pad. This video stresses key mistakes that can influence an event. As you write be sure to include any inspiring ideas that come to mind as you are thinking about the video. After the video,  explore the  guide as you are on your way to planning a successful event.

 

Practice and recording makes perfect!

Remember that practicing the art of anticipation and recording in a micromanagement point of view will help prospective events and future events end in success. Event Planning for Dummies is a basic guide that will get any event planner started on the path to creating a successful event. In addition to the basic steps I advise all planners to anticipate and brainstorm on outside factors that can influence their event. I also want to challenge all event planners to leave a strict paper trail of all decisions and plans so that the next time you plan an event you can see where improvement can be made.

Blogging for Beginners

Blogging Advice for Noobies

The Wonders of Blogging

Let it be known that I am not a Pro but let it also be known that in my experience I have developed some advice that I would like to share.

Since a blog is a website maintained by an individual  to post comments, link to other sites, and engage in dialogue with readers there are some techniques and methods that can be followed that will help make your blog user and reader friendly.

1. Focus-When posting on your blog make sure you maintain the focus of the post by keeping consistent with your subject. If you stray away from the subject make sure you tie that “Run Away” back into the subject by explaining it relevance. When focus is kept readers will remember your consistency on your posts and if the post was well written you might have acquired a new reader in the process.

2. Media-Despite my taste for traditional writing and structure in blogs I can tell you first hand that adding media such as images, videos, and other interactive applications is a great way to keep your blog fun and entertaining. Now this is subject to change depending on your target audience and the purpose of your blog. In general it is a great idea to give some visual content to your writing in any blog.

3. Links-It is always a great idea to include links in your blogs and/or comments. The use of links can be for anything ranging from links to more information, links to images, links to the same post in a different format,  to links to your resources.

4. Creativity-When it comes to blogs creativity goes a long way. Remember that your blog is an extension of your mind, in most cases.  Show your creativity but do this in a way that keeps your blog reader friendly. You can be creative in many ways on a blog and some good examples are in the other topics located above and below.(See numbers 2,3,4)

5. About the Author-Include a page or section to give the reader a look at who you are. Studies have shown that a reader is more likely to read internet material if they have some things in common with the author of that material.

6. Grammar-This tip is a little tricky mainly because of the different purposes blogs are used for. In general you want to make sure that you are using correct grammar techniques. Things such as spelling and writing structure should be looked at when creating a post. Although some blogs are more prone to using reader friendly jargon and structure, this depends on the target audience. Slang is not exactly a “No No” if your target audience and purpose for the blog calls for it.

7. Updating- A successful blog must be kept trimmed. It is a good practice to update your blog as much as you can so that you keep with the ever so changing media, views, and opinions.

8. Truthfulness-Being truthful in your blogs is a key component to success. If you want readers to read and use your work you must maintain factual information. Opinions are one thing but for the most part no information, that is not otherwise said so, should be false or plagiarized.

9. Comments- Leave comments and reply to your readers. Communication happens when individuals send and receive information. A good practice to follow is to communication with your audience by leaving comments.

10. Explore-Exploring your readers blogs and the internet will in return better your own blogging skills. The last piece of advice I have for you is to explore the blogging universe and develop your own likes and dislikes. Ultimately, by doing this you will incorporate these into your own blog.