With the right preparation, you can pull off a memorable event that will increase your company’s profile and reel in new business.
Whether your event is a groundbreaking for a new store, an anniversary gala, an annual employee recognition program, or a glitzy holiday cocktail hour, its success boils down to planning with a detailed timeline.
Six Months Before
· After assessing what type of event you’re orchestrating and setting a budget, establish the specific location, date, and time, including associated details such as making deposits to secure the venue or signing contracts.
· Break down the event into core components, such as logistics and public relations, and assign tasks to individuals.
· Book catering or entertainment and consider your guest list and how guests will be invited.
Five Months Before
· As your event begins to gel, determine the specific program. If you need a master of ceremonies, obtain one.
· Hire a video and sound team and a photographer to record the event.
· Get public relations material to use for promoting subsequent events, particularly annual ones.
Three Months Before
· Plan your media relations campaign. This is also the time to weigh advertising options and to design collateral such as printed invitations, programs, posters, or fliers.
· Tease the event with a save-the-date postcard so invitees can put it on their calendars.
· Set a news release strategy.
· If a meal or hors d’oeuvres are involved, firm up the menu.
· If you have an MC, determine the script content.
Two Months Before
· Have your collateral and news release in hand and ready to go.
· Shop your event by preparing calendar announcements or radio spots.
· Update your Web site with information about the event, including the time, place, and cost of attending.
One Month Before
· If your event requires decorations and props, make sure you have what you need.
· This is prime time for sending out invitations so have a plan for keeping track of responses and for following up with those who have not responded.
· Target news release distribution at this time.
One Week Before
· Prepare and distribute a media reminder or media alert and consider an e-mail blast to customers to encourage attendance.
· Nail down all the outstanding applicable logistics, such as decorations, props, catering, and entertainment.
· Verify and coordinate the program with the MC or main speaker (including the script), volunteers, employees, and dignitaries.
· Check in with all service providers.
Day Before
· Organization is the key to success, so keep a checklist of tasks.
· Institute systems, such as an alphabetical guest list or a designated spot to distribute outstanding pay to service providers, for a well-run event.
· Get decorations, signs, or props onsite.
· Test the audio and visual equipment for glitches.
· Have a written timeline and agenda for how the special event will unfold and share it with participants.
Day of Event
· Set up the area early and do a dry run from start to finish, tweaking problem areas.
· Be ready to roll a full 45 minutes before the event is scheduled and have participants ready 20 minutes before they’re on.
· Designate a point person to handle any unforeseen problems.
· Follow your agenda to stay on track.
· Being flexible can help ward off surprises, so be ready to improvise.
· Ultimately, your planning pays off now, so enjoy yourself.
After the Event
· You can learn from a post mortem. Sit down with your staff and discuss what worked and what didn’t. Take notes and keep them handy for the next event.
· File press clippings, video, sound, and photos as well as information on any contractors and organize it for future reference.
· Thank those who helped work on the event and your attendees. If the event was a fund-raiser, make sure people know how much money was raised and that their help was instrumental in reaching that goal.
Monday, June 22, 2009
Event Planning
With the right preparation, you can pull off a memorable event that will increase your company’s profile and reel in new business.
Whether your event is a groundbreaking for a new store, an anniversary gala, an annual employee recognition program, or a glitzy holiday cocktail hour, its success boils down to planning with a detailed timeline.
Six Months Before
· After assessing what type of event you’re orchestrating and setting a budget, establish the specific location, date, and time, including associated details such as making deposits to secure the venue or signing contracts.
· Break down the event into core components, such as logistics and public relations, and assign tasks to individuals.
· Book catering or entertainment and consider your guest list and how guests will be invited.
Five Months Before
· As your event begins to gel, determine the specific program. If you need a master of ceremonies, obtain one.
· Hire a video and sound team and a photographer to record the event.
· Get public relations material to use for promoting subsequent events, particularly annual ones.
Three Months Before
· Plan your media relations campaign. This is also the time to weigh advertising options and to design collateral such as printed invitations, programs, posters, or fliers.
· Tease the event with a save-the-date postcard so invitees can put it on their calendars.
· Set a news release strategy.
· If a meal or hors d’oeuvres are involved, firm up the menu.
· If you have an MC, determine the script content.
Two Months Before
· Have your collateral and news release in hand and ready to go.
· Shop your event by preparing calendar announcements or radio spots.
· Update your Web site with information about the event, including the time, place, and cost of attending.
One Month Before
· If your event requires decorations and props, make sure you have what you need.
· This is prime time for sending out invitations so have a plan for keeping track of responses and for following up with those who have not responded.
· Target news release distribution at this time.
One Week Before
· Prepare and distribute a media reminder or media alert and consider an e-mail blast to customers to encourage attendance.
· Nail down all the outstanding applicable logistics, such as decorations, props, catering, and entertainment.
· Verify and coordinate the program with the MC or main speaker (including the script), volunteers, employees, and dignitaries.
· Check in with all service providers.
Day Before
· Organization is the key to success, so keep a checklist of tasks.
· Institute systems, such as an alphabetical guest list or a designated spot to distribute outstanding pay to service providers, for a well-run event.
· Get decorations, signs, or props onsite.
· Test the audio and visual equipment for glitches.
· Have a written timeline and agenda for how the special event will unfold and share it with participants.
Day of Event
· Set up the area early and do a dry run from start to finish, tweaking problem areas.
· Be ready to roll a full 45 minutes before the event is scheduled and have participants ready 20 minutes before they’re on.
· Designate a point person to handle any unforeseen problems.
· Follow your agenda to stay on track.
· Being flexible can help ward off surprises, so be ready to improvise.
· Ultimately, your planning pays off now, so enjoy yourself.
After the Event
· You can learn from a post mortem. Sit down with your staff and discuss what worked and what didn’t. Take notes and keep them handy for the next event.
· File press clippings, video, sound, and photos as well as information on any contractors and organize it for future reference.
· Thank those who helped work on the event and your attendees. If the event was a fund-raiser, make sure people know how much money was raised and that their help was instrumental in reaching that goal.
Subscribe to:
Post Comments (Atom)
Posts
No comments:
Post a Comment