How to Plan Successful Events
Author: Anders Abadie
January, 2013 Issue
Planning successful events is something that’s learned over time. It takes effort, knowledge and learning from your past mistakes (as well as the past mistakes of others).
Events require strategic planning and a specific budget, whether it’s a regular activity that happens often or an occasional activity. These affairs can be large or small, free for anyone to attend or by invitation only. In short, they can be whatever you want to make them.
Showing a movie and inviting individuals to come and see it is one example of a function, as is hosting a public lecture with an expert speaker. It could be a public debate, an extravagant night of entertainment or a promotional activity that gets information out to the public. There’s no limit to the scope and scale you can reach when planning and hosting functions. But with help, a little effort can create very successful events . You need to know what the purpose and vision for the event is, and you must think about how to accomplish the goals you have for it.
When is the best time to hold the function? How many individuals do you expect to attend? Is there an auditorium in your community that can accommodate the number of people you wish to host? These are just some of the initial questions you need to ask yourself. Events cost money to execute, so you’ll need to figure out how much the affair will cost and where the money will come from to pay for it.
Answer these questions carefully. Take the process of planning a celebration or ceremony one step at a time. Don’t try to do everything all at once, and don’t try to do it all yourself. If you’re in charge of a team, delegate jobs as you see fit. Determine what you need to do to implement the vision you have for the activity in mind. From there, devise a budget and get started with the arrangements.
Contact the necessary people or organizations to discuss possible venues for the event. At the same time, talk about available dates and times. Make the reservations at the facility when you find a place that meets your needs. Once that’s done, identify potential funding sources and request money for your cause. Communicate what’s most important to you and listen carefully to the answers. Open up the lines of communication and get to work on turning your vision into a reality.
What to look for in an event venue
When you’re in charge of planning, the right event venue can make your job that much easier to manage. From weddings to formal corporate gatherings, the right venue has to provide for everyone’s needs during the hours they’re present. Some facilities can really help you to shine while others will leave you wondering what went wrong. To pick the right option, be sure you invest the time in the features that really make such a facility worthwhile.
The space itself. One of the first things to consider is the event venue and its actual space. You want to be sure the facility is large enough to fit your specific guest count. If it’s too small, people will feel overwhelmed in the space. If it’s too large, it can make the facility seem less than stellar. Rather, work with the venue’s staff to determine what the ideal seating arrangement is for the guests to make the space feel the right size.
Additionally, the space should be elegant enough for the type of activity you’re planning . When elegance is important, you need to be sure the decor, table linens and even the centerpieces can fill the need and create the right ambiance. Some facilities will provide you with exactly what you need in this way.
The available features. When it comes to creating your event, you’ll want to consider all of the features the facility has to offer. For example, does it offer onsite catering? That’s always worthwhile. Does it offer an event planner who can help you to organize the activities, the look and even the vendors for the day? Does the facility offer bar service? Find out what’s available before you make the decision to invest. You need to know you’re getting the most for your money and that the features you need are going to be available.
Event venues are able to make or break the experience you and your guests have. As you take into consideration all of the options available to you in your area, walk into them and ask yourself a simple question: Does this facility have everything I need to host a memorable evening that people will talk about for years? If so, then you know you have the right location.
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