A Brief Introduction to Event Planning

Event Planners Event planning is a general term that refers to a career path in the growing field of special events It is a complex term that encompasses many different jobs and responsibilities The title event planner was first introduced at hotels and convention centers- this refers to someone in charge of organizing an event

Event Planners Person responsible for planning the event from start to finish Setting the date and location Advertising the event Providing refreshments Arranging catering, speakers, or entertainment There is variety of skills needed to be an effective planner

Event Management Requires vision and leader-manager skills Key result areas: Marketing Financial Operational Legal Sponsorships To gain business, event managers prepare a proposal for the client’s approval and contract signature

Event Management Events can be costly In addition to advertising, there is a location charge, security costs, labor costs, and production costs Usually, the event manager has a good estimate of the number of ticket sales expected The contract requires careful preparation because it is a legal document and will guarantee certain provisions

The Event Planning Process

Event Planning The first stage of event planning is the research stage and should answer the following questions: Why should a special event be held? Who should hold it? Where should it be held? What should be the focus of the event? What outcomes are expected? Second stage: Design: Allows freedom in creativity and the implementation of new ideas that support the objectives of the special event

Event Planning Third Stage: Planning: Determine budget Selection of event site Selection of accommodations Travel arrangements Negotiate contracts Arrange catering Arrange entertainment, speaker, music Audiovisual needs Create marketing plan Prepare invitations and event packets

Event Planning Coordination: This may be a stressful time due to unforeseen problems occurring, or it may be a truly rewarding time with a flawless execution Involves decision-making skills and abilities as the event progresses Evaluation: Should take place during each of the stages of the event planning process, and is a final step that can measure the success of the event in meeting the goals and objectives

Challenges Time management Financial management Technology Effective human resource management

Classifications of Special Events Corporate events: Annual meetings, sales meetings, new product launches, training meetings and workshops, management meetings, press meetings, incentive meetings, and awards ceremonies Continues to lead the event business industry Association Events: Range from a monthly luncheon to a yearly convention Planned 2–5 years in advance Destination is the determining factor

Classifications of Special Events Charity balls and fundraising events: Unique opportunity for the event manager to work with the particular group or charity Normally, a theme is chosen for the event

Classifications of Special Events Social Functions: Weddings, engagement parties, and holiday functions Planners or managers work on a broad variety of events SMERF (social, military, educational, religious, and fraternal organizations) is a category of organizations that fall into the social events category

Classifications of Special Events Fairs and Festivals: Purpose of most fairs in Canada is usually related to the agriculture industry Festivals are planned events that are often themed to the celebration’s purpose

Classifications of Special Events Concerts and sporting events: Many concerts are planned as fund-raisers Opening ceremonies, halftime, and post-game shows for sporting events provide another “arena” for an event manager to select as a career path

Classifications of Special Events Mega Events: Mostly sporting events The Olympics The World Cup The Super Bowl The World Series The Masters The U.S. Open The British Open US PGA Championship