Event Planning Process- Detailed Notes

Throwing a party or hosting an event may sound like an easy job but careful planning is required to ensure that your event is a success. Business owners especially need to maximize their dollars when hosting an event. It is advised that you consider hiring the professional services of an event planner. An event planner has expertise and knowledge in event planning and management and often can negotiate on your behalf with vendors such as caterers, photographers and florists to obtain a less expensive price since they have established relationships with the vendors. click for more info

You may think that hiring an event planner is an added expense but consider this: an event planner can relieve the stress of event planning by handling everything from the event conception to the execution. Imagine what you could do with the time you save in making phone calls, freeing up your staff, researching prices, picking up items, faxing information, setting up tables, greeting guests, etc.

Since your company’s reputation may be at stake, it is critical that you select an event planner you can trust. Ask for references or ask to see photos from their event portfolio. If you decide to take on this heavy task yourself, first identify the purpose of the event and align it with a specific marketing objective. You should have a “crystal clear” vision of the event in your head. The next step is to define your target audience. Consider what their interests are when selecting music, food, themes and invitations and be mindful of special dietary requirements or seating accommodations.

Take full advantage of your event by utilizing signage, press releases, photos, guest books or advertising to promote your event. Be sure and invite as many customers as possible and be prepared for extra guests who failed to RSVP. If you have a limited budget, you may want to partner with another business or ask for donations from area businesses.

Remember, your image should be conveyed at each step in the event planning process. Special events offer potential for future business, contracts and publicity. Understanding what you want to gain and how your event can help your objective will help determine the frequency of your events and the budget you should allot to such events. Events can double as a marketing tool if executed correctly.