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PLANNING A PERFECT PARTY!
By Pam Froman
You've been picked to shoulder and plan an event. No matter what the occasion, all events need careful preparation and thought. Every event is different, but there are certain guidelines that can help.
Define Your Event:
Is it a birthday or anniversary? Is it a career-related workshop? Perhaps it's an alumni event gathering? Ask yourself, what is the purpose of my event? What do I hope to achieve? In any case be aware of the crowd that will be attending. What will they be expecting? How you can you show everyone a good time? Make sure you are briefed on what the event is actually representing and the anticipated outcome. Different events require different agendas.
Timing is critical. Be aware that attendance may be low if your event is held late in the week (when people generally plan trips) or near the holidays. Make sure you pick a time that fits with your guests.
If You Want to Hire a Prof-essional:
If you want help, picking the right planner is vital. Determine your comfort level. Does your potential planner listen and understand what you have in mind for the event? Inquire about the planner's experience and the number of events they have coordinated.
Ask for recent references. If the planner is not willing to share them with you, move on.
Simple consulting can make the job of "doing it yourself" easier. A consultant usually takes a more passive role and may simply offer "guidance" in areas where you may not be familiar. A full service planner or coordinator will provide more "hands on" expertise and take an active role in planning and supervising your event, handling everything from working with you to establish a workable budget, to addressing and sending invitations, to selecting the best suppliers at the best price, to on-site supervision of the components of the actual event. Depending upon your budget you will have to decide which level of service is right for you.
Set Goals:
How many people are coming? If this is a repeat event are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event. Carefully match the type of event that is selected to the purpose that it serves. Do you want to reach out to new users or thank your supporters? Is it just an event to have fun? Is there a purpose to the event, such as a birthday party or Bar-Mitzvah?
Plan Ahead:
Make sure you tie up all the loose ends and plan carefully. Don't wait for the last minute to prepare. For instance, if you are planning on renting a special venue, be sure to secure it as far in advance as possible. You will end up saving money and maintaining peace of mind.
Also, maintain all of your plans, contracts and agreements in triplicate (or at least organize your emails into folders for easy access). You don't want to forget someone on your guest list, or forget a crucial detail.
Send invitations out at least 3-4 weeks in advance, and make sure to request that your guests RSVP.
If the event requires a sit down dinner, make sure you create a detailed seating chart. You may want to set it up by company, by last name, by potential networking partners, or leave it open to chance. Different situations will require different plans.
Make a Checklist:
A checklist provides a step-by-step guide to organizing and executing a special event. Set up a project timeline with specific tasks that must be accomplished by specific dates. Some of the things you may want to make sure that are on your timeline are:
When to make your first announcement of the event.
Prepare and print promotional materials (brochures, invitations, etc.
Select caterer/menu
Select entertainment
Select decorations/florist
Determine audio-visual needs
Select overnight accommodations, if needed
Secure transportation if necessary
Review and sign necessary contracts
Select and confirm speakers
Finalize your agenda/program
Confirm attendees
Prepare materials for event
Prepare name badges
Prepare any necessary signage
Prepare materials to be shipped to event location
Set up on site
Re-confirm details
Location, Location, Location:
Select your date and location. This could be as simple as planning to mow the back yard or may involve a visit to another city to view hotel and convention space. Plan accordingly. If you need to plan a site visit, will you need to take your boss or committee members along with you? When you are considering location you will want to keep in mind the following:
Room capacity. Is it too large or too small? Remember that if you're having a luncheon for 200 people you need to consider serving space, space for a dais for your honored guests and whether you will need any audiovisual equipment.
Lighting. Subtle lighting is nice for meal and social functions. But if you are planning an all day workshop on accounting methods, you will want to make sure there is adequate lighting in the room.
Parking. Is there adequate parking for your guest needs? Will they have to pay for parking? How far will they have to walk from the parking area to the event?
Electrical supply. If you're having a birthday party in your home, just make sure you paid the bill and turn to the nearest outlet. But if you are planning a large convention, you need to consider what equipment will be in use that needs electricity. For example if you have exhibits, you need to know what access your vendors will require for their displays.
Phone hook-ups. Will you need phone access during the event? Will your exhibitors need access? Are their any restrictions or limitations on wireless phone service in your event location?
Computer/Internet access. This could be important for your exhibitors.
PR:
Will you need publicity? Is your event something that would be of interest to the general public? Make sure to contact local media outlets if that's the case.
Are you going to the local card shop to get pre-printed invitations? Or do you need to develop a promotional brochure to be mailed to thousands of potential attendees? These are all questions you should answer before starting to plan your event.
Most importantly, make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event. If possible, dole out responsibilities. Delegate a crew to be in charge of refreshments, setup and cleanup, tour guides, traffic and safety, volunteer's speakers, and invitations.
Outside Help:
Will you need microphones, projectors, speakers, video cameras, etc.? Make a list of equipment needs and plan to hire a tech-savvy staff to be on hand to fix any technical glitches that may come up. Even at a small birthday party, you will need to bring in food, music and decorations. The same works on a grander scale for larger, public and private events. Determine what vendors you will need to work with. These could include:
Caterers
Entertainers
Florists
Photographers
Printers
Registration Assistants
Audio-Visual suppliers
Food and Beverages:
When preparing to make the beverage selections consider the type and theme of event, the type of people that will be there, and the type of foods served. For example, if you are having a business dress "after business" reception with appetizers your selections can be basic and light. Although you will never be able to please everyone, try to target the basic tastes. Fancy drinks may not appeal to your guests' taste buds.
From a cost and handling standpoint, it is best to keep your beer selections basic. A domestic regular and light selection along with 1 import or micro beer selection will usually be adequate.
Non alcoholic beverages are also vital offering. A selection of soft drinks, usually Coke or Pepsi, Sprite or 7up, and sparkling water with lemon and lime twists will take care of the soft drink selection. Regular and decaf coffee should also be available for most events.
Consider using a decorated "dummy" cake for display and frosted sheet cakes for actual service of your guests. Many cake decorators have beautifully decorated display cakes available for rental that cost significantly less than a real, decorated cake. The guests will never know.
Or, consider a smaller decorated cake for display while using frosted sheet cakes for service to the guests.
Entertainment:
If you are planning to have live entertainment like a band or D.J it is wise to start looking as soon as you know your event date. Since many better bands and D.J's are booked over a year in advance, if you have a particular band in mind, don't wait.
To start your search, ask friends and associates, look in local industry publications and phone directories or search the Internet. If searching the local phone book, remember that the largest or best looking ad does not equate to the best entertainment quality or value. All it means is that the supplier spent a whole bunch of money trying to promote their business.
Prices and quality vary from band to band and D.J. to D.J. so you are going to need to do a little comparison shopping to get the best quality and value. You will find that a lower price does not always mean a better value.
Make a list of bands and start calling to get a feel for what is offered and at what price.
Here are some questions you should ask your potential band:
Are they available for your event date?
Have they ever played for an event of your type?
What types of music do they play? Ask for specific song examples or a song list.
Have ever played at the facility where you are having your event?
If they haven't played the facility, explain the facility to them, i.e. size, ceiling height, etc. and then inquire about the sound system they will be using.
What is their cost and what exactly are you getting?
How many members are in the band? Price is usually based on popularity and/or number of band members.
Do they provide a lighting system?
Do they provide staging? Is it required?
When do they arrive for setup? This is important since the last thing you need is the distraction of a band setting up while your guests are present. (Ideally they should be setup before the guests arrive.)
How many sets do they play?
What are the length of the sets?
Do they provide taped background music during their breaks between sets?
Will they allow you to make announcements using their sound system?
What do they wear?
What are their electrical requirements? You should check to make sure adequate electrical outlets are available in the area where you intend to have the band.
If you haven't heard the band before ask for several play dates so you can go and listen to them. Also request a demo tape.
Maybe you've decided to forego the band option, and hire a D.J. instead. The personality of the D.J. will greatly influence the success or failure of your event. A D.J. with an engaging personality and a good play list can intuitively create the mood you want and make sure your guests are well entertained. You will want to try to speak to the person who would be servicing your event to determine whether the person has the type of personality that is going to make your event a hit.
Here are some questions to ask a potential D.J.
Are they available for your event date?
What types of music do they play? Ask for a play list.
Has he/she ever serviced an event at the facility where you are having your event?
Do they have any recent references or letters of recommendation?
If they haven't serviced the facility, explain the facility to them, i.e. size, ceiling height, etc. and then inquire about the sound system they will be using.
What is their cost and what exactly are you getting?
Do they provide a lighting system? Have them explain the lighting system.
When do they arrive for setup?
How many sets do they play?
What are the length of the sets?
Do they provide taped background music during their breaks between sets?
Will they allow you to make announcements using their sound system?
What do they wear?
What are their electrical requirements?
Contract Points:
Be sure the critical items are all included in the contract. Service date, location, setup and play start time, number and length of sets, etc. are all essential items. If you are booking the band or D.J. because of a specific entertainer or personality be sure the name(s) are included in the agreement. If there are any special songs that you would like played, be sure they are listed. If there are specific songs that you do not want played, be sure those are listed as well. Unfortunately, bands and D.J's come and go so try to avoid paying a large deposit far in advance unless you know the track record of the band or D.J.
Setting the Budget:
Now the hard stuff: Figuring out what costs are. This is a top priority. How much can you or how much are you willing to spend? Will the event produce revenue? The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, and donations. concession sales) as well as expenses printing, permits, insurance, speakers, food, supplies, security). Here are some things you will want to include in your budget:
Location: Site rental is a big expense item
Decorations and Party Supplies
Rentals: Make sure costs include delivery, set up, and tear down. Make sure items can be delivered when you need them.
Entertaining Your Guests Will you want a D.J. or a band?
Feeding Your Guests: A sit-down dinner or a buffet?
Promoting the Event Have you put your event out there?
Audio-Visual: Is everything compatible? Do you need Internet access?
Misc.Costs
Determine if you need any special licenses or permits to host your event. This could be anything from arranging fees and permission for using recorded music to arranging to have sections of a major street blocked off for traffic control.
If you are tight on money, consider reducing the number of guests, or the length of your event. The length of an event usually relates to the amount of money spent. Or, select a different day. Facilities, caterers and other services usually cost more on Saturday's and during high demand seasons. Try to avoid holidays and peak seasons to get the best prices.
Book in advance since last minute bookings are usually accomplished at a higher rate.
Pay cash for more expensive merchandise and ask for a cash discount. It costs merchants an average of 2% or more to process a credit card transaction.
Most importantly, be flexible.
And finally, have fun and relax!