10 Planning Tips to Make Your Next Event Really Special
We’ve all been there – a special occasion is coming up, and
you’re suddenly put in charge of making sure that it all comes
off perfectly!
Knowing where to start and what to do to ensure that your event
is indeed “special” can be a little overwhelming, especially if
you’re new to the process. Here are some insiders’ tips that
will help you to stay on top of all the details.
1. Start early. Whether your event is a yearly happening such as
a prom, fundraising event or special birthday, or if it’s a
one-time occasion such as a 50th wedding anniversary, the earlier
you can start means you’ll have a better chance of booking the
location, entertainment and date that you want.
2. Go the extra mile to make it really special. Adding little
touches like hand lettered place settings, or designing your own
program may seem like a lot of work, but they are what help to
make your event special and unique. It doesn’t have to cost a
lot of money, if you use your imagination and get creative.
Think outside the box, and look for new or different ways to use
items that you’ve already got. See what you can “borrow.” If
you’ve got friends, volunteers or family members who have
creative talents, invite their participation and let them come up
with ideas.
3. Get help. Planning a special event is not a one-person job.
It’s really amazing what you can achieve when you don’t care who
gets the credit. Break the event into specific components and
then ask for help -- create a planning committee, a fundraising
committee, and an entertainment committee -- whatever fits your
needs and your event. Then stand back and let them get to work.
Your job should be coordinating the effort, not trying to be
superwoman!
4. Expect the unexpected. You may as well get used to the idea
that no matter how well you plan, how many contingencies you take
into account, there are always going to be things that you can’t
control, and something is always going to go wrong. Once you
understand this, you’ll find you can deal with those little
unexpected kinks in your plan. (Of course, it never hurts to
have a back-up plan for your back-up plan just don’t get crazy!)
5. Don’t sweat the little stuff. Most event planners,
fundraisers and organizers are typical type-A personality people.
They have high energy, they’re creative, detail-oriented, and
able to leap tall buildings…well, you know what I mean. So if
that sounds like you, remember this on the big day – as long as
no one’s life is hanging in the balance based on the outcome of
your event, relax. You’ve done everything you could do, and gave
it your best effort. What happens now, is going to happen. Your
new priority is to get out there and have a good time! (While you
keep an eye on all the rest of the details, of course…)
6. Keep the lines of communication open. While it’s not
necessary to involve everyone in every single little detail, it’s
important that people know what’s going on with your event, and
that they have access to the information they need to do their
part. And, if something does go wrong, the sooner you know about
the glitch, the better your chances are going to be to put Plan
“B” into action.
7. Be a cheerleader. There’s always a surge of anticipation and
excitement as the day of the special event gets closer. But
while you’re working on the project, and the day seems very far
off, it’s important that you share your excitement with the rest
of the group. Help them to see the big picture, to feel what you
feel about this special day.
8. Don’t forget to say “Thanks.” Remember when you were younger,
and your mom always made you write your thank-you cards after
every birthday or Christmas gift? Follow her wisdom and advice
now, too. Make sure that you thank the people who helped you
make your special event so special. But instead of writing an
ordinary Thank-you card for the people who really put in extra
effort and commitment, why not get creative? It doesn’t have to
be expensive to come up with a way to thank the people without
whose help your event wouldn’t have worked. Some ideas are:
special certificates made on your computer, handmade Thank-you
cards, gift certificates, a special book, calendar etc. Let your
imagination be your guide.
9. Reflection, Recognition and Evaluation. As soon after the
event as possible, gather everyone together. This could be a
good time to pass out those certificates of merit, or you could
just thank everyone again verbally. Create a one-page “Event
Evaluation” and ask everyone to fill it out. Finding out what
went really well, as well as what didn’t will help you figure out
how to make your next event even better! (Remember, this isn’t a
time to place blame or point fingers. This gives everyone a
chance to pat themselves on the back for a job well done, and
start the vision process for the next event.)
10. Begin planning for the next event now. (See number 1.)
Author
George Whitecraft
http://whitecraftshoppingmarketing.biz/tbp/The_Business_Professional.html
http://whitecraftshoppingmarketing.biz/pba/index.htm
posted by George @ 6:31 PM
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