How to Plan an Event
What do you do first?
Set the goals and objectives for the event
A public relations event can be organized to present an idea, sell a product, or create goodwill for an organization's agenda. Generally, the more narrow the goal, the more successful and controllable the outcome. Put your goals in writing so that everyone working on the project understands what is hoped to be accomplished.
Determine an appropriate date, time, and location
Ensure that no other event that would attract a similar audience is occurring at the same time. Choose a location that can accommodate the number of people you wish to have. Always make sure the space is just a little smaller than necessary in order to make the guests feel they are part of a successful venture.
Define your audience
Remember your objectives when deciding who to include on a guest list. Create a database with all necessary contact information making sure you have current job titles and correct spellings of all names (it counts). An accurate database can be used to advance your objectives.
How to prepare a cost effective budget
Budget Considerations
- The invitation
- The facility
- Food plus tax and gratuity
- Beverage plus tax and gratuity
- Decorations
- Banners and signs
- Staging (risers, sound, podium, and lighting)
- Tables, linens, and chairs
- Coat check
- Valet parking, if appropriate
- Entertainment
- Music, guest speaker, or wandering "minstrels"
- Souvenirs
- Brochures, books, or other objective-related gifts
- Photography
- Audio-visual elements
Including experts on any technical systems that may be needed
- Personnel
- Including staff to create the database, address the invitations, provide emergency medical services, and security
- VIP fees or expenses
- Contingency
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