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 meant 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 a little smaller than necessary, but not too small, in order to make the guests feel they are part of a really successful venture.
Define your audience
Remember your objectives in deciding who should be included on the guest list. Create a database with all the information at the beginning: make 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
- Include any special identification such as a backdrop or banner
- Staging including risers, sound, podium and lighting
- Tables with tablecloths and/or skirting and chairs
- Coat check
- Valet parking if appropriate
- Entertainment
- Music, guest speaker or wandering "minstrels"
- Souvenirs
- Brochures, books, or other gifts relating to the objective of the event
- Photography
- Personnel
- Include people to create the database, address the invitations, provide emergency medical services, security, and experts on any technical systems that may be needed
- VIP fees or expenses
- Contingency
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