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20 Event Planning Tips Every Event Planner Should Know
2/8/07
Jennifer Cherock, VP, Planning Services
So you're thinking about planning an event? Whether it's a conference, party, meeting, fundraiser or some other type of special event, there are several steps you should take to make the planning experience as seamless and enjoyable as possible. Each event may be different but there are similarities in how you approach the process and how you determine the best way to organize your planning activities. Regardless of the size of the event, there are many details to consider so remember that preparation is key!
Below are some tips that every person planning an event should consider. Please note that this is just the tip of the
iceberg! There is much more involved in the planning phase for these projects - which is why it's always a good idea to
rely on an event planning professional to handle the job. The Trio Solutions staff takes great pride in creating memorable,
creative and successful events for our clients so be sure to give us a call for all of your planning needs!
- Get everything in writing! When negotiating a contract, do not rely on verbal promises. The person you are working with now, may not be there later and you do not want any confusion to occur.
- Never use third-class mail for corporate events. Third-class mail is generally associated with bulk or “junk” mail and is not appropriate for elegant and/or important events. Plus the delivery of third-class mail could be delayed as long as two weeks.
- Always ask - and answer - these first step questions:
- Do I have sufficient funds to stage an event?
- How much money can I set aside for the event?
- What is the purpose of the event?
- Who is my target audience and what is the best way to promote the event?
- Does it justify the financial outlay?
- If possible, wait approximately six months with any newly opened venue or restaurant before planning an event there. They will need time to work the kinks out of the system and to streamline their processes.
- Make sure your catering quotes include menu selection, quantity, price, taxes, delivery and the number of experienced staff they will be providing. Have them detail the number of hours they have been contracted for – including preparation, arrival time and clean up.
- Even if you hire a photographer for your event, bring a digital camera with you. You never know when you’ll need to take a picture to keep record of something or to capture a memorable moment.
- When doing a buffet, try to have a two-sided layout, each set with the same items so that you have two lines moving at once and can avoid long lines and frustrated (hungry!) guests.
- Keep approximately $10-$20 in dollar bills on you for tip money. You never know when you might need it and it can be embarrassing if you don’t have it! An experienced planner always tips when certain services have been provided. Plus, you never know when you might have to ask someone for extra help and it’s always nice to at least offer a tip.
- Always consider the insects when holding an event outside (especially in the Lowcountry). Be sure to
have citronella candles or some sort of repellent when necessary. Also, if bees become a problem, mix some Mountain
Dew with dish soap and place in a container. It attracts and then traps the bees!
- When planning and all-day event or a conference that lasts for several days, always be sure to include
the number of meals that staff and volunteers will need and give special instructions to the caterer or banquet manager
as to when and where the meals should be taken. Hidden tables can usually be set up for you if needed.
- Mail out invitations at least six weeks prior to the event to allow your guests enough time to include it in their schedules and to RSVP when applicable. Keep in mind that over the holiday seasons, school breaks and summer vacations, guests could be out of town and/or the mail could take longer so schedule accordingly.
- If media coverage will be part of your event, decide when and where they will be included. You may choose to hold a press conference beforehand or set up separate media interviews. Consider where these will be best held and if you will need a separate room to conduct interviews.
- Set up refreshments away from the registration area to avoid congestion and confusion and to draw guests into the area where you want them. For events with a large amount of attendees, make sure you have an organized method to registration in order to avoid long lines and waiting.
- When deciding when to have your event, always be sure to fully investigate the following areas and consider the impact they could have on your event:
- Major holidays
- Religious observations
- Other special events in the area
- School breaks
- Long weekends
- Sporting events
- Continuously check the restrooms. You might even consider paying someone a little extra to monitor the restrooms throughout your event. Nobody likes to use a restroom that is dirty or that is not stocked properly. It's also nice to add a floral arrangement or some decorations to the restrooms, just as an added touch. Also, consider offering hand sanitizer, lotion and perhaps bug-repellent towelettes.
- Always include a certain percentage of vegetarian selections when determining the menu. Typically, you can account for approximately five percent of meals to be vegetarian. For events that have a registration process, be sure to include a vegetarian option and ask for other special dietary needs on your registration form.
- At any stand-up reception or buffet, always try to utilize plates that have a slight lip on them. It helps to ensure that food stays on the plate and allows for a better grip by the person holding the plate.
- Make sure the staff you have assigned specific duties to knows the importance of being there on time and what their specific duties entail - especially volunteers. While volunteers can be valuable resources and assets to your project, there may be some who need to be reminded that their timeliness is crucial.
- Meet with the caterer before the event to double check everything and to discuss any last minute changes. This can also be a good time for last minute up-sales. For example, if you decide you really want to have a specific appetizer or dessert that was originally a bit too expensive, ask for it later and offer less. The caterer will more than likely to accept a discounted price.
- Always be on time, be prepared and expect the unexpected!
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