Event Planning 101

Having worked with, planned, organized, executed, coordinated over 200 events now – on both the programming and facility side of things – I think its important to pass along a few nuggets of wisdom I have learned over the past few years.

It doesn’t matter if you are planning a 20 person family reunion, 100 person wedding ceremony/reception, all the way up to and beyond a 2,000 person conference. Each point is pretty crucial to help making your event a great one.

1.

NEVER ASSUME ANYTHING!

The worse thing you can do is assume that what you want will happen without it being on “paper.” If its something BIG – get it in a contract. AT LEAST get it in an email and confirmation that the request was sent and received. I have no problem telling a customer who calls in with a request “Can you send that to me in an email – that we we have a record of exactly what you want so we can work towards making that happen.” Phone calls and “gentleman’s handshakes” don’t protect/cover either side and it could come back to haunt you.

2.

YOU CAN NEVER START PREPARING TOO EARLY!

If you have some free time – even if your event is 3, 6, 9, 12 months out – GET TO WORK ON IT! You never know what curve balls life might throw at you, and its better to be safe than sorry. Its ok to push others to commit and prepare early, as well. The more time, effort and thought that is put into your event – the better the outcome will be.

3.

EXPECT THE UNEXPECTED!

At some point – whether in the planning stages of the event or during the event itself – something will go wrong.
Examples:
The food truck crashes on the interstate and your steaks for your banquet won’t arrive.
The power goes out at the facility.
Its raining and all of your activities are outside.
A freak snow storm showed up on the Gulf Coast and many groups are delayed by several hours.
Its 100 degrees in northern Wisconsin and our meeting rooms have no A/C

These are just a few things that can, have and could happen. Some scenarios are out of your control and its up to an awesome event coordinator (like myself) who can think fast on their feet to help provide you with alternatives…usually requiring outside of the box thinking. This is where #2 comes into play. If you have done all of the leg work you can and prepared as best as humanly possible – then the last second curveballs, mistakes, errors, ommissions, accidents won’t seem as big. Always have an alternative. I guess if I had a point 3a – it would be:

YOU CAN NEVER OVER-PREPARE!

Having options and being over-prepared will pay off!

4.

DON’T SIGN A CONTRACT WITHOUT READING IT!

This goes back to # 1, and not assuming anything. Don’t just assume any contract with a facility, personality, etc is “standard”. Everyone uses their own language and their own rules. The only “standard” contract I know of is a marriage license. I can’t tell you how many times I’ve heard “the other places I go to don’t make us do that” or “I just assumed we could get out of our contract.” Wrong and WRONG! If I have it on paper, that you signed a contract, I can and will hold you to it. There are the rare exceptions (death/severe illness/emergency) that I will go to back to “help” you with your contract. But that is a rare occasion I would never count on my grace (when it comes to contracts).

5.

MARKET YOUR EVENT!

I am even talking about family reunions, weddings. Use the web, Texts, Facebook – SOMETHING/ANYTHING! You need to get the word. Start early and often. These days, more than ever, people have to plan and budget. And if you put on a quality event – from marketing, to registration, to the actual event – people WILL show up. But if you don’t push it until a month out – your attendance will suffer. When you begin to plan your event – whether its for profit or not – you need to include a timeline for marketing your event…and STICK TO IT!

6.

DON’T BE AFRAID TO TRY SOMETHING OUT OF THE BOX!

These days, everyone is looking to get a leg up on the competition. The worse thing you can do is do the same old thing you’ve always done…and expect people to show up like they’ve always done. People get bored easy these days…even senior citizens. They have iPhone and iPads, too. Do something with your event that is not expected and market it that way. A surprise concert, giveaways, special catered meal or snack, late night or early morning activity – SOMETHING! Most of those will cost money – but if you’re budget won’t allow it – get even more creative. Scavenger Hunts cost nothing. Neither do sunrise hikes/climbs/walks. Maybe its just changing how the event is run. If you do a large conference – change the schedule, set-up, way you do breakouts. You have to keep people on their toes. If your event has the buzz of “I wonder what they are going to do this/next year” – then you are ahead of the game and that is the kind of buzz you want.

7.

AS THE EVENT PLANNER – YOU HAVE TO ENJOY THE EVENT!

If you, yourself, are not enjoying the event – how can you be expected to put on the event you are planning. I meet too many people who plan events because they are told to or because no one else would. If you are not excited/energetic/enjoying the event you are planning – don’t be surprised if your staff, faculty or attendees don’t enjoy the event, either. Energy and excitement has to to start at the top. It is infectious like the bubonic plague and your attitude will filter down quickly.

That is all for now. EP 201 will be in the near future. Let me know if there is anything you want me to specifically talk about when it comes to Event Planning.

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