Event Planning : Tips For Getting Started

If you are thinking about becoming an Event Planner, you will need to be able to prioritise and work efficiently. This article outlines some of the main ways of planning and organisation you can use to plan an event.





Three-Part Timeline



One simple way to begin managing your information is to break your timeline into three parts:



1. PRE-EVENT or MEETING

2. ON-SITE

3. POST-EVENT or MEETING



You can then add the functional sub-categories under each part such as event design, speaker recruitment, marketing and promotion, registration, site selection, etc. Determine what needs to be accomplished during each phase.





Management Timeline



The following is a sample only as the timescale may not be as far ahead and the context you have to work to may be different. However, you should still take account of the principal aspects of the following even when working to a shortened deadline as these are generic issues to be considered.



SAMPLE TIMELINE



12–18 months before the event

• Determine the objectives with the client

• Define audience

• Determine the needs

• Draft theme/title

• Determine pricing

• Establish programme budget

• Select dates

• Conduct site inspections

• Book meeting, banquet, and sleeping room space



9–12 months before the event

• Determine speakers (where appropriate)

• Determine agenda: business and social

• Contract transport

• Coordinate facility needs

• Send "save the date" mailings to audiences

• Solicit exhibits and sponsors



6–9 months before the event

• Review programme needs

• Review audiovisual needs

• Review and refine budget

• Select catering and event menus and themes

• Communicate with vendors

• Establish registration procedure

• Design registration materials





Using a workplan



Once you have determined the tasks, give them a deadline and delegate. Responsibilities may be assigned to individuals, groups, committees, or suppliers such as hotels, caterers, etc. Even if you are the ONLY person working on your event, suppliers or vendors do have a place in your delegation timeline. They need to get back to you in a way that works for you. You need to get signed contracts and guarantees back to them. Through the work plan, you can manage the details.





Planning and Programming



Careful planning is vital to make the event that you are organising a success. You may find some of the following points worth considering when planning your event:



• Agree on the type of event and the date 9-12 months ahead if you are able to.

• Establish a working group or committee if necessary. If you are looking for sponsors, begin to approach local businesses and companies 9-12 months ahead.

• Complete an Event Notification form and return it to the Council within the time limits mentioned earlier. If you need any special permission e.g. Entertainment Licence or Temporary Road Closure Order, contact the Council at least three months before the event takes place.

• Book your venue/site 9-12 months ahead and confirm it in writing.

• Arrange local publicity.

• Check the availability of sound equipment, marquees etc.

• Send out first press release, if relevant, as soon as dates are confirmed.

• Book first aid, caterers, judges, dignitaries and any other services 6-9 months ahead.

• If holding competitions, send out schedules and rules 2-4 months ahead.

• Start looking for any volunteers 2-4 months ahead.

• Talk about finances as early as possible as well as any other funding opportunities. There will be cut off dates for various funding applications so be aware of the time scales involved.

• Order posters and publicity material 3 months ahead and send out 6-8 weeks prior to the event.

• Choose a time and date for your event that will suit the audience it is intended for. Also check that no similar public events are taking place at the same time.





This article has been put together by the distance learning organisation Start Learning who are experts in home study. If you want to find out more about Event Planning or many other distance learning courses please browse their website: Start Learning



A good way to start a new career in Event Planning is to sign up for a distance learning course on the subject. By studying in your free time and pace, you can gain the necessary knowledge while tailoring it to suit your schedule.



Kerrana McAvoy

Academic Director – Start Learning

Start Learning