Four Phases of Successful Event Planning

(Planning, Preparation, Promotion/Execution, Post Event Evaluation)

At Personal Touches by Jeanetta, we understand that the best events are the ones with the best plans and preparations. Event planning is only stressful if you fail to stay ahead of the game. We've outlined the following steps for your event planning consideration. If you have any questions about the items below, please feel welcome to contact us.

Planning

Step 1: Organization

• Set up folders, calendars and spreadsheets.
• Prepare your budget and set up a detailed budget list.
• Begin to inquire about vendors.
• Personal Touches by Jeanetta is available to assist you in developing an appropriate timeline and checklist.

Step 2: Concept Committees

Assemble a team of partners who will help you develop ideas and even concepts. Decide who should be involved in planning and schedule sessions to ensure everything is covered. Personal Touches by Jeanetta is happy to join brainstorm sessions and help you consider items you may have overlooked.

In your sessions, be sure to evaluate past events and consider those things that worked or did not. Learn from past experiences. Consider the following items during your brainstorm session.

• Themes
• Venues
• Dates
• Accommodation
• Entertainment
• Time of day (breakfast function or cocktail event)
• Speakers
• Catering
• Decorations
• Audio Visual
• Transport
• Giveaways

Preparation

Step 1: Submit Request For Proposal

After determining your goals and outlining your event you are ready to write a request for proposal (RFP). It should be as detailed as possible and cover everything you need from the venue or supplier. Take special care to hire reputable services providers such as Personal Touches by Jeanetta and venues that you can trust. Conduct site inspections if necessary.

Step 2: Confirm Dates, Rates and Details with Suppliers

Double-check all dates, pricing and details with suppliers ahead of your event. Sign contracts and place downpayments. Confirm everything in writing to avoid surprises or disappointments.

Promotion/Execution

Step 1: Promote the Event

Advanced publicity is a must to ensure that your audience has ample time to reply and plan to attend your event. You'll also want to create buzz and excitement. Consider all available media including newsletters, bulletins and flyers. Make announcements at meetings of the organizations you want to involve or at related events.

During this phase think about attention-grabbing invitations. Incorporate your event's theme and, if possible, design. Send a follow-up invitation or consider some telemarketing if RSVPs are low.

Step 2: Assign Tasks

Put your team in motion. Assign tasks to one or more people. Be sure those individuals are capable of performing their duties and that they know their responsibilities and decision making capabilities. When you've assigned several people to a task, select a supervisor.

Step 3: Reconfirm Everything

As the even draws closer, confirm everything. Consult your planning and preparation materials; dot all 'i's' cross all 't's.' Contact the most important people for your event first. Leave time to come up with “Plan B” should something have changed dramatically.

Step 4: Event Day

Keep a cool head. Remember, that it's not uncommon for things to go wrong occasionally. Your planning will help you overcome last minute nuisances. Keep a running sheet handy and stay one or two steps ahead of the schedule.

Post Event Evaluation

Step 1: Evaluate, Debrief and Follow Up

Seek out feedback. Ask your attendees what they thought of your event. Prepare a short survey for participants. You may have a form available on your company's website for example. Schedule a meeting with your meeting committee for the week after the event. Discuss what went well and where there was room for improvement. During this phase, you can also include the publication of press bulletins and all kinds of other documentation on the event. Thorough evaluation sets the foundation for a great event the following year.

Step 2: Thank You Notes

Of course, thank you notes show your participants that you appreciate their attendance. This also extends the event in your attendees minds and maintains the connection that you have made during the event.