Event Planning Tips for the Faint at Heart

Posted on July 15th, 2009 by timgrable in Event Planning, FAQ, Tips

Event Planning Tips for the Faint at Heart

It seems as if every week I talk with someone who has been given the task of planning an event for the first time.  Regardless if it is a fundraiser, Holiday party, sales conference or something your new boss forgot to do, the thought of planning an event can be overwhelming for a rookie.

Over the years our staff has put together an outline for successful  events.    Here are are some quick tips that I’ve put together for you.

One Year:

  • Select a date and site for your event
  • Develop goals and objectives for the event
  • Develop the theme for event

Six Months:

  • Negotiate facilities, services, and contracts
  • Prepare Event time table

Three Months:

  • Prepare checklist for items & people you need at event
  • Finalize design for invitation, program & materials

Two Months:

  • Event invitations mailed
  • Fine tune event program timeline

One Month:

  • Order necessary signage
  • Arrange for last minute reproduction of papers, handouts, if needed
  • Confirm all agreements in writing with speakers, suppliers, etc.

One Week:

  • Prepare name badges
  • Order any VIP amenities

Two days:

  • Review plans with Leadership
  • Check handout materials

One Day:

  • Check weather report for possible effect on event
  • Review plans with electrician and other facilities staff

Two hours:

  • Check room/venue setup
  • Check mikes and PA equipment

One Hour:

  • Introduce invited speakers to other participants

After the event:

  • Pay the bills
Tags: name badges, electrician, facilities staff, invitation program, check weather report
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timgrable: Tim Grable has content marketing with Arkayne Socialize.

4 Comments on “Event Planning Tips for the Faint at Heart”

  1. Shawn Denny
    Commented on July 15, 2009 at 8:53 pm |

    Tim,

    Boy could I use you for the Brotherhood 40th Anniversary this fall. Nice list. I’m already behind, but it should help me out.

    Thanks!

    Shawn

  2. gry planszowe
    Commented on April 10, 2010 at 2:37 pm |

    I’ve shared you post on digg, well written

  3. Local Builder Harpenden
    Commented on April 19, 2010 at 2:25 am |

    Amazing, thanks for sharing it. This specific issue is one that fascinates me. Love your blog, an ideal resource. I will visit again. Dan

  4. admin
    Commented on April 22, 2010 at 5:09 pm |

    Thank you

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