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How to plan a successful event
 This is a “how to” guide for aspiring event
planners. It provides a list of tactics that can
assist you in planning and executing a
successful event. Each event is unique,
however this guide specifically targets
events such as parties, award banquets,
and receptions.
 This guide also provides personal quotes
from successful event planners.
 Hope you find this guide helpful and enjoy
your event!
 “The word event means an occasion, a
gathering of people at a certain place
at a certain time for a specific reason,” –
Shannon Kilkenny
 One of the most
important things that
should be
determined before
planning an event is
the budget.
 Knowing your
budget will allow
you to know which
items are necessities
for your event &
which items are
luxuries.
 Also, having a set
budget will narrow
your choices for
entertainment,
catering etc.
 One of the first steps to event planning is
creating a timeline.
 Create a schedule of deadlines,
including meetings, invitation send outs,
deliveries and all other important dates.
 Follow your timeline! It will ensure that
you don’t miss deadlines and allow you
to stay organized.
 Another crucial step
in planning an event
is determining your
target audience.
 Knowing the age
group and
likes/dislikes of the
audience that will
attend your event
can assist you in
deciding what type
of food to serve,
which type of
entertainment to
have, and even the
venue.
 Another important step in planning and
executing an event, is choosing a venue.
 After determining your target audience
and the type of event that you are
planning, you can begin looking at different
venues.
 You want to choose a venue that is neither
too large or too small for the number of
people that will attend.
 You also want to choose a venue that fits
your theme and also fits into your budget.
 When planning an event, it is a good
idea to assign different roles to your staff.
 I have found that having a staff of 5-8
people provides the most effective work
environment when it comes to planning
an event.
 There are numerous roles to
be held including, but not
limited to:
› A treasurer who will keep
track of the budget, all
money spent, receipts,
money earned, and
contracts.
› A contact person who will
contact all vendors, such as
caterers and entertainment.
› A marketing person who will
distribute advertising, contact
media, and promotions.
 When planning an event, whether it is a
small party or a large event, such as a
wedding- organization is key.
 If you follow your schedule and update
your budget each week, it will allow you
to stay on track and to stay organized.
 Always keep the target audience in
mind, a successful event is an event that
is enjoyed by all in attendance.
 As mentioned earlier,
knowing your target
audience will allow you
to create an event that
will be enjoyed by
everyone.
 The decorations, music,
food, venue,
entertainment, and even
the invitations should
always be made to suit
the target audience.
› At an awards banquet, we
chose to use pom-poms in
the centerpieces,
because the theme of the
event was “Celebrating
the fields of
communication” and
pom-poms relate to sports
fields. & many of the
attendees were college
students.
 One issue that is often encountered in
event planning is lack of communication.
 Clear communication with vendors, as well
as being specific in your contracts can
decrease your chance of encountering
problems during the event.
 Also, clear communication with your staff
and client will allow everyone to stay on the
same page.
 Providing your staff and client with a
detailed report each week will keep
everyone on track.
 Another issue that can be encountered
is not updating the budget.
 Updating the budget after each
purchase will ensure that you do not go
over the set amount of money.
 Going over a client’s budget will most
likely ensure that you are not hired again
or recommended to future clients.
 Providing an evaluation
form at your event is a
great way to gain
feedback.
 Evaluation forms allow
the guests to tell you
what they liked and
disliked about your
event.
 A great way to give
each guest an
evaluation sheet is to
place a sheet inside of a
program and place the
programs on each seat.
 Always remember, you cannot please everyone.
 There are always going to be unhappy guests, but as
long as your client and most of the guests are happy,
you’ve done your job.
 When reading the evaluation sheets, focus on the
criticisms. They can help you improve at your next
event.
 The compliments will let you know which areas of the
event were successful and should be repeated.
 Jennifer Mancuso, an event planner for
more than seventeen years gives the
following advice:
› “Tailor events to each client-from a corporate
dinner to an intimate wedding.”
› “Market and network to keep your business
coming.”
› “Hire vendors that your client will love.”
› “Build a great reputation in your area and
beyond.”
 Shannon Kilkenny has over 25 years of
event planning experience. She says,
› “Assign roles and responsibilities early in the
process. There are many areas to cover,
details to attend to, decisions to be made,
and someone needs to do them.”
 Whether planning a wedding, awards
banquet, birthday party, or grand opening
there a few key aspects to keep in mind:
› Tailor your event to suit your audience. Knowing your
guests will allow to choose the best venue, caterer,
entertainment, and decorations.
› Stay on track. Create a schedule with important
dates and make sure you and your staff stick to the
schedule.
› Update your budget. After each purchase, update
your budget to ensure that you do not go over.
› Communicate clearly. Be specific in your contracts
and be clear with your staff, client, and vendors.
› Lastly, ENJOY! This is your event so don’t forget to
have fun!
 The Everything Guide to Being an Event
Planner by Jennifer Mancuso
 The Complete Guide to Successful Event
Planning by Shannon Kilkenny

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How to plan a successful event

  • 2.  This is a “how to” guide for aspiring event planners. It provides a list of tactics that can assist you in planning and executing a successful event. Each event is unique, however this guide specifically targets events such as parties, award banquets, and receptions.  This guide also provides personal quotes from successful event planners.  Hope you find this guide helpful and enjoy your event!
  • 3.  “The word event means an occasion, a gathering of people at a certain place at a certain time for a specific reason,” – Shannon Kilkenny
  • 4.  One of the most important things that should be determined before planning an event is the budget.  Knowing your budget will allow you to know which items are necessities for your event & which items are luxuries.  Also, having a set budget will narrow your choices for entertainment, catering etc.
  • 5.  One of the first steps to event planning is creating a timeline.  Create a schedule of deadlines, including meetings, invitation send outs, deliveries and all other important dates.  Follow your timeline! It will ensure that you don’t miss deadlines and allow you to stay organized.
  • 6.  Another crucial step in planning an event is determining your target audience.  Knowing the age group and likes/dislikes of the audience that will attend your event can assist you in deciding what type of food to serve, which type of entertainment to have, and even the venue.
  • 7.  Another important step in planning and executing an event, is choosing a venue.  After determining your target audience and the type of event that you are planning, you can begin looking at different venues.  You want to choose a venue that is neither too large or too small for the number of people that will attend.  You also want to choose a venue that fits your theme and also fits into your budget.
  • 8.  When planning an event, it is a good idea to assign different roles to your staff.  I have found that having a staff of 5-8 people provides the most effective work environment when it comes to planning an event.
  • 9.  There are numerous roles to be held including, but not limited to: › A treasurer who will keep track of the budget, all money spent, receipts, money earned, and contracts. › A contact person who will contact all vendors, such as caterers and entertainment. › A marketing person who will distribute advertising, contact media, and promotions.
  • 10.  When planning an event, whether it is a small party or a large event, such as a wedding- organization is key.  If you follow your schedule and update your budget each week, it will allow you to stay on track and to stay organized.  Always keep the target audience in mind, a successful event is an event that is enjoyed by all in attendance.
  • 11.  As mentioned earlier, knowing your target audience will allow you to create an event that will be enjoyed by everyone.  The decorations, music, food, venue, entertainment, and even the invitations should always be made to suit the target audience. › At an awards banquet, we chose to use pom-poms in the centerpieces, because the theme of the event was “Celebrating the fields of communication” and pom-poms relate to sports fields. & many of the attendees were college students.
  • 12.  One issue that is often encountered in event planning is lack of communication.  Clear communication with vendors, as well as being specific in your contracts can decrease your chance of encountering problems during the event.  Also, clear communication with your staff and client will allow everyone to stay on the same page.  Providing your staff and client with a detailed report each week will keep everyone on track.
  • 13.  Another issue that can be encountered is not updating the budget.  Updating the budget after each purchase will ensure that you do not go over the set amount of money.  Going over a client’s budget will most likely ensure that you are not hired again or recommended to future clients.
  • 14.  Providing an evaluation form at your event is a great way to gain feedback.  Evaluation forms allow the guests to tell you what they liked and disliked about your event.  A great way to give each guest an evaluation sheet is to place a sheet inside of a program and place the programs on each seat.
  • 15.  Always remember, you cannot please everyone.  There are always going to be unhappy guests, but as long as your client and most of the guests are happy, you’ve done your job.  When reading the evaluation sheets, focus on the criticisms. They can help you improve at your next event.  The compliments will let you know which areas of the event were successful and should be repeated.
  • 16.  Jennifer Mancuso, an event planner for more than seventeen years gives the following advice: › “Tailor events to each client-from a corporate dinner to an intimate wedding.” › “Market and network to keep your business coming.” › “Hire vendors that your client will love.” › “Build a great reputation in your area and beyond.”
  • 17.  Shannon Kilkenny has over 25 years of event planning experience. She says, › “Assign roles and responsibilities early in the process. There are many areas to cover, details to attend to, decisions to be made, and someone needs to do them.”
  • 18.  Whether planning a wedding, awards banquet, birthday party, or grand opening there a few key aspects to keep in mind: › Tailor your event to suit your audience. Knowing your guests will allow to choose the best venue, caterer, entertainment, and decorations. › Stay on track. Create a schedule with important dates and make sure you and your staff stick to the schedule. › Update your budget. After each purchase, update your budget to ensure that you do not go over. › Communicate clearly. Be specific in your contracts and be clear with your staff, client, and vendors. › Lastly, ENJOY! This is your event so don’t forget to have fun!
  • 19.  The Everything Guide to Being an Event Planner by Jennifer Mancuso  The Complete Guide to Successful Event Planning by Shannon Kilkenny