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Event Planning Tips For Your
Big Event
Uh-oh. The boss just told you you are
in charge of the biggest shindig in company history?
Bobby and Susie have decided to take the plunge and they
want you to plan the wedding of all weddings? The
country club is having a member-guest tournament and they
want you to handle all the invitations?
No problem. You've got Big Event
Registration.
Here are some helpful event planning tips
and ideas to
help you plan and organize your big event.
1. Who, what, why and how. Make sure you understand
the purpose of your event and the expected outcome.
See our branding event
strategy page for ideas about making your event extra
special. Our
event planning form may be helpful.
2. How many people do you expect will attend?
The head count is important to every other aspect of
planning for how much room you need, logistics for
everything from parking to catering to seating.
3. What's the budget? Will the event generate income from
registrations to offset part of the cost? Are you
expecting to make a profit?
4. When and where? Will you need to make a site visit?
If so, will you need to take the boss or committee members
along with you?
When you get to the site,
use these guidelines to do your site evaluation:
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The size of the room, seating capacity
and layout.
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Lighting and lighting control,
especially important for everything from ambiance to
audio visual presentations to being able to read the
menu.
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Electricity and other utilities.
Do you have everything you need for everything you are
planning to do?
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Internet access, do they have wireless
in the room? Is there an extra charge of access?
How much bandwidth is available?
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Telephone service. Do you need it?
It is available?
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Sound system, do they have one, do you
need one?
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Proximity to bathroom facilities.
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Handicap access?
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Parking. How much space, who pays,
valet service available, how far from your location.
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Overnight accommodations.
Guaranteed space for X number of rooms? Do you
have to book a block of rooms in advance? Special
rates for attendees. If your block of rooms are
not all used, do you still have to pay if they don't
fill up from other reservations?
5. Working backward from your selected date
or dates, it's time to set up a schedule and a punch list of
what needs to be done by what date.
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When to make the first announcement
about the event.
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Do you want to make a pre-announcement
about the announcement?
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What are the sources for your invitees?
Get them compiled.
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Invitations - print, email, online,
personal call to invite
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RSVP, invitation only, open to the
public, open but must register
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Prepare print materials, brochures,
invitations, posters
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Schedule the mailing date.
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Determine the caterer and menus and book
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Select and arrange entertainment and
book
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Select decorations, florist and order
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Arrange for audio visual needs if
required
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Photographers, videographers, sound
control technician?
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Make the overnight accommodations, if
part of the requirements
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Make all the arrangements for
transportation if necessary
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Review and sign all the necessary
contracts
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Invite and confirm speakers
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Prepare, approve and finalize the agenda
or program
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Confirm the attendees
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Name badges, are they needed, who
prepares?
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Signage needed?
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Get everything packed up and delivered
or shipped to the event location
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Travel arrangements all made?
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Early arrival to set up on site
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Re-confirm all the details with the site
management
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Have a successful Big Event!
6. Public relations, press and media.
If you are planning to make news from your event what
special provisions will you make for dealing with the press
and media?
7. Will you need any special licenses or
permits to host your event.
8. Will you need security, crowd
control, traffic control, emergency medical services?
9. What staff do you need during the
event for runners, a help desk, liaison with speakers,
presenters and other participants?
Events have a life of their own once they start. Enjoy
the show!
For help with RSVP or registration and
payment services for your big event please
contact Big Event Registration.
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