Planning an Event
What did I forget?
"Well,
maybe the flowers are edible."
Printer friendly version (includes all three planning guides)
Throughout the Commodores quarter century of performing, the band has had the pleasure of working with people and organizations at an amazing variety of events and we'd like to share with you some of what we have learned. This is by no means a comprehensive event planning guide but we do hope that it will "get you started" on your way to organizing an exciting and memorable event!
Special thanks to Bruce Ham for compiling these planning pages!
12 Steps to a successful event
1. ADVANCE PLANNING: Start your planning 6 months to a year in advance to ensure your event's success and your own peace of mind!
2. CREATE A BUDGET: This is one of the first steps as you will need to know what your limitations are. Budget for items such as: hall rental, entertainment, catering/bar, decorating, party favors, ticket/poster printing, advertising, misc. rentals/expenses. What will the ticket price be (individual, couple, large group pricing, etc.) and how many tickets do you expect to sell? Be realistic!
3. CHOOSE A THEME: A theme gives your event a focus and adds to the excitement. Some ideas are: black & white ball, costume, 50's, disco, cruise ship casino, roast, etc.
4. SELECT A DATE: Keep in mind that with anniversaries and reunions, you will need lots of time to track down all the people you want to invite.
5. BOOK THE HALL: Do this as early as possible! The more popular locations and dates (ie: New Years, Valentines Day) are booked a year in advance. Pick a hall that allows all the guests to mingle, interact & get involved. Select a location that reflects the theme of your event.
6. BOOK THE ENTERTAINMENT: Again, the more popular entertainers are booked 6 to 18 months in advance.
7. BOOK THE CATERER/BAR SERVICE: Some caterers also provide decorations for themed events. Check with local liquor "reps" or brewers for help and/or sponsorship.
8. ADVERTISE: If your event is open to the general public, plan your advertising and ticket sales. In most cases, the majority of your ticket sales will come in the last 2 weeks prior to the event, but people do need to know of the event well ahead of time to put it on their social calendar.
9. DECORATIONS: Do you require special decorations, tables, chairs? There are many party supply companies that can help. Make sure that if you require unique or special decorations they are ordered well in advance.
10. GUEST ACCOMMODATIONS: For large events check hotels for group rates. Also due to today's emphasis on drinking & driving, a shuttle service may be arranged between the hotel & the hall.
11. DESIGNATE A MASTER OF CEREMONIES: Arrange for an MC for your event. A good MC can eliminate dead time, keeping your guests entertained and involved. This is specially important during the "band breaks". There is nothing that can spoil the mood of a party as to have 'random' guests taking charge of the mike!
12. SCHEDULE OF EVENTS: Map out the event's schedule.Successful event planning will ensure that the guests feel that they are involved with the action. Keep the momentum of the evening going. Give careful thought to the timing and flow of program elements. 5 minutes of "dead time" can seem like an hour for your guests!
- Plan mixers, games, contests, draws, prizes, slide shows, movies, video presentations, etc.
- Ask yourself about the type of meal to be served (sit down vs. buffet). How do you get the food to the guests in the quickest time possible? The number of guests invited effects the planning.
- What is the shape of the room? Do the guests have to move from one area to another? Where is the bar located? This can be a gathering location for guests so try to keep it in the event area so guests don't have to leave the main room.
- For weddings, keep in mind the various events of the day (bouquet toss, garter toss, cake cutting, first dance, toasts, etc.). A head table for the bride and groom and wedding party will also help to provide a focal point for the festivities.
General Considerations
- Keep accurate and comprehensive records of your event. They are not only valuable in planning & preparation but also will provide a valuable guide in organizing future events (you will not have to reinvent the wheel).
- Get written receipts of all of your transactions. This will be proof of your order and down-payment, if any. Keep all receipts, confirmation letters, etc., together in the same place so that nothing will be lost or misplaced.
- Carefully read all contracts before you sign them. Make sure you understand all the fees mentioned.
- Make a master list of phone numbers of the people and businesses involved in your event.
Deposits
In the course of your planning you may be asked to provide various deposits. These deposits confirm a gesture of good-will between the vendor and the client, and may be a non-refundable purchases of product or labor and time involved in preparing for an event. Should you decide to cancel your event, do not expect your deposits back. Some provincial laws state that a deposit given to secure time, service, or product is not refundable. A deposit will only returned when the vendor providing the service/product is unableto deliver as promised; the terms of refund may be defined in the contract and limited to certain circumstances.
Printer friendly version (includes all three planning guides)