Event Planning Interior Design 11

Event Planning As a derivative of Interior Design, event planning can be a lucrative and rewarding career for those interested in organization & presentation Event planners are key players in the wedding industry, promotional/marketing arena and for non-profit organizations

Do you have what it takes? To plan an event that runs smoothly, successful planners have three key traits: 1. Organizational Ability 2. An Eye for Detail 3. Problem Solving Skills

Why those 3 Traits? Organizational Skills Beginning to end, there are endless checklists to be made and double-checked so that nothing is missed—from food to parking, décor and invitations, there is nothing that can be missed to have an event be a complete success!

Why those 3 Traits? An Eye for Detail The attention to detail is where the interior design skills come into play—flowers to themed table settings, food that corresponds with mood lighting, having an eye for what compliments and adds to the overall event is essential to it’s success!

Why those 3 Traits? Problem Solving Skills What if something does go wrong? A problem solving event planner not only has a back up or alternate plan, but can make it happen without the event guests even knowing that it wasn’t suppose to happen in the first place. A back up plan should never look like a back up plan!

Steps to Planning: Brainstorming Client Profile Who are you planning for? Event Date (Preliminary) When are you planning for? Guest List How many are you planning for?

Steps to Planning: Brainstorming Theme What is the overall concept of the event? Budget What is the budget? How will it be spent?

Steps to Planning: Brainstorming Venue Where is the event going to be? Catering What will be served for food/beverages? Entertainment What will the guests be doing at the event?

Steps to Planning: Action Client Approval of theme, finalize guest list, confirm date Venue/Catering Book venue/catering, finalize menus Guests Create and send invitations, confirm parking, set RSVP date Theme/Entertainment Book rentals for décor, plan floor plan, book florist/other décor, development event agenda

Steps to Planning: Action Budget With all action items, always have your budget in mind as you book and purchase items for the event—nothing should be booked/bought without double checking costs as a whole

Event Countdown: 1-2 Weeks Confirm final guest list with venue/catering Confirm entertainment/MC/parking/other Call guests who have not RSVP’d Seating Plans Back up plan: If it’s outdoor, what is rainy day scenario? What happens if catering doesn’t happen?

Event Countdown: 1-2 Days Create and complete décor, pick up rentals, set up major displays at venue, call volunteers/other persons helping with event

Event Countdown: Day before/of Keys/Parking passes in needed from venue Bring emergency kit for YOU! (clothes, etc.) Set up décor Check facility over (remove garbage, etc.) Signage to direct guests to venue Checklist for major contributors: Did the caterer show up? Is the entertainment here and ready? Is there a microphone ready?

Event! Check in with client when they arrive: Never ask if they “like it,” just if there is anything you can get them. Smile! If there is ANYTHING wrong, DO NOT TELL YOUR CLIENT! (unless it’s life or death)

Event! Clean as you go: Tidy up displays often to keep the event fresh for those who may arrive late Continue to monitor key contributors for issues: Food/Beverages Entertainment Venue Staff

Done! Always stay to clean up: Keep track of rentals, owned and other items used for décor or entertainment Work with venue staff to clean up major displays Load vehicles with items not staying at the venue (leaving items for the morning team is a VERY BAD IDEA)

Assignment You will hypothetically plan a party for a client draw at random with a budget draw at random!