Planning Notes Final

Planning
Is a process that involves setting the objectives and the mean to achieve them.
 Planning helps us decide how best to use our resources (people, time, money,
information, equipment) so that they make the most significant contribution to
achieving our goal. Planning lays the basis for us to assess and evaluate our
achievements effectively.
 Everyone wants their events to run smoothly
Event Planning objectives

 Help keep you on target throughout the event planning process.
 They also help you avoid wasting resources
 key to achieving your overall purpose.
Concept Create an event concept
 For an event to be successful it requires a clear and robust (strong) concept, which is
aligned with the event aims, the needs of the target market and other relevant
stakeholders. (Have an interest on a particular event)
 As part of the event design process you should ask and answer the 5 W's – what, why,
who, where and when?
 Is it for publicity or for charity?
Feasibilty test the ideas by doing the feasibility study

 These factors may include similar past events, competing events, profile of target
audience, available venues and suppliers, potential supporters and sponsors,
timelines/schedule, and rules.
 It provides support evidence for recommendations and demonstrates the strengths and
weakness of the event concept.
Tasking
 Create a to do list. List all necessary tasks and group them together
A. Approval processes are used to ensure that all documents, files, and other
items are reviewed at appropriate times. Approval processes also help to
identify areas where changes need to be made when necessary.
B. Select a venue that fits well with your number of participants. An area that is
too small will feel claustrophobic and uncomfortable. At the same time,
rooms that are too big will make any event look empty and lack ambience.
- For a local event, you may be looking for venue within a reasonable distance
from most attendees’ homes pr place of work. If many attendees will be
travelling from out of town, a venue near the airport or their hotels will be
beneficial.
 Make sure that the venue has a parking lot for attendees. But if it's not, see if
there are parking lots nearby that attendees can access and use.
 Need to know the room capacity of the venues. Know the estimated attendees that
can comfortably fit into a room. There must a fire safety codes that the venue must
abide by.
 Does the venue have a kitchen, and can it provide catering to your event? Does it
have tables, chairs and linen you can use? Does it have a setup/clean-up crew?
 Even though you’ll be finding your venue early in the event planning process, you’ll
still want have a rough idea of what types of activities you’ll be including, the
amenities you’ll require, and the needs of your team and the attendees.
 Pay special attention to the existing décor inside the venue. Possibility that everyone,
especially those with special needs, can access the building and its amenities.
 Being flexible on the event date can be a great way to negotiate with venues. They
may have open dates on their calendar that they want to fill. By providing 2-3 date
options, you are more likely to get pricing discounts.
C.
 Resource persons add knowledge to the course

 Saves some preparation time.
D.
 An event sponsorship is a strategic partnership between the event organizer and brands
interested in showcasing their products and services at the event.
 But not every event needs a sponsorship to be successful.
G.
Scheduling
 Create a timetable. Determine the sequence and relationship of tasks. Set deadlines.
 They give your attendees, speakers, and staff plenty of time to prepare
for the meeting.
Budgeting
 Make a conservative estimate for the revenues and expenses
Approval
 They ensure the safety and enjoyment of all those involved in the planning and
participation process. Permitting should be at the very top of an event planner's list
right from the get-go.
Site Selection
 In selecting an event, finalize the them, date, and venue
Marketing
 Be creative in planning your revenues sources.
 Prepare your promotional materials and campaign for sponsorship and attendance.
Risk Assessment
 Expect the worst. Identify all the threats and possible impediments to the event, note
how each can be mitigated, and if they do happen, what each member should do.
Write a risk management plan and disseminate it to the members of the team.
Monitoring and evaluation

 Evaluation can tell you whether an event was successful according to your goals, and
can help you decide if it's appropriate to hold the same event again, make some
tweaks, or decline to offer it again and free up time for other, more effective
initiatives.

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Planning

Event Planning objectives

 Is it for publicity or for charity?

Feasibilty test the ideas by doing the feasibility study

 Resource persons add knowledge to the course

Monitoring and evaluation

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