Pre - Planning an Event

sunandaC

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CATERING

Now the importance of catering really depends on the kind of event. If it were a wedding or a party then a major chunk of the entire plan would go for catering itself. While selecting a caterer check out his/her credibility from various sources. After you have him on, sort out details regarding payment, mode of payment, payment dates and other useful information.

Get all these details in writing and get it signed from him so as to avoid any problems in future.


VENUE

The choice of the venue naturally depends on the kind of event. If it is a fashion show or a product launch, then chances are high that it would be held in a 5 star hotel.

Before deciding on the venue you should first decide on your target audience.

Defining the target audience:

You should have a very clear picture of who is going to come for the event. Whether the event is for entertainment, information or some other purpose. You can't have a very trendy look for a wedding, there you go for the traditional look.

And again you keep in mind the number of guests, their status and style, their tastes, likes and dislikes. Similarly you can't have a traditional Indian look for a pop music concert. In this way you have to first identify the target audience to get started with your event.

After you have decided on the venue, decide on the following things also:

• Decorations

• Boarding/ Lodging- depending on the nature of the event

• Lighting

• Stage designing

• Outside hiring and rentals for specific purposes

• Security

SECURITY

Whenever you are arranging an event you ensure that it is safe and secure in all ways. Especially if it is an event which is bound to attract a lot of attention like a musical concert or a film based award ceremony or such other events. For this you need to ensure that your event is fireproof and free from any obnoxious incidents.

You can't prevent them entirely but it helps to be prepared for any eventuality. For this you may need to approach security service centres in the city. You should be informing the police in case there are any important or famous people coming.


HIRINGS AND RENTALS

By hiring and rentals one refers to the other professionals who will be working along with you like a photographer, decorator, videographer and a host of other people who will be helping you out with the event.
You would be working with a variety of people during each event. It could be a choreographer for a fashion show or a stage designer.

These are the experts who will understand what you are wanting from them and accordingly co-ordinate with you.

You need not be an expert in everything but you should know how to co-ordinate with all these people and bring out the best in each one of them.

PUBLICITY AND PROMOTION

If you know how to plan and organise your event, you should also know how to market it. If there is something very peculiar or special about your event then that has to be the main thing to be highlighted.
Effort is taken to ensure that people sit up and take notice of the event.

Sometimes it could be an event like an award ceremony, which is to be shown on television. You then have different companies making a beeline for sponsoring their respective products in due course of the programme. This is the way publicity and promotions work.

Why Do People Hire Event Planners?

This question has a simple answer: Individuals often find they lack the expertise and time to plan events themselves. Independent planners can step in and give these special events the attention they deserve.
Who Becomes An Event Planner?

Business owner Martin V.K. had a successful catering company before he decided to plan entire events. Many other planners have similar stories.

This explains why planners often not only coordinate entire events but may, in addition, provide one or more services for those events.Event planners may also have started out planning events for other companies before deciding to go into business for themselves. Joyce B.W. planned in-house events for a retail chain for 11 years and then worked for another event planning company before striking out on her own.
Work to be done 24 hours to 36 hours before the event

1. Check whether all invitations have been sent and responded to. Create a list of invitees.

2. Remind VIPs about the events.

3. Check whether all activities are going on schedule.

4. Re-check with the hotels that accommodation is in order for team leaders, volunteers, and VIP.

5. See the traveling schedule of outstation participants.

6. Go to the venue and check whether all things are ready.

7. Check whether participants kit is ready. This kit might include a bottle of water, snack bar, note paper,
pen, brochure and any information they may need.

8. Prepare minute to minute agenda for important programs.

9. Make a checklist of the things to be taken to the venue.

10. Check whether enough people are there for the event, otherwise make sure you get some more people

to help you.
 
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