Event planning is the tactical driving force behind the success of media, customer appreciation and other business-related events.
A common mistake is underestimating the process behind pulling off a successful event. For instance, an evening gathering that only lasts a few hours requires months and/or weeks of coordination.
Better prepare and make your events more successful by utilizing the “Anatomy of Events” in your planning process:
Think of the event makeup as if it were the creation of a living body.
You have the bones, which are the permanent facts of the event itself—who, what, where, when and why.
Then there is the muscle, which is composed of the price, advertisements, the quantity of products being used and any other components needed in order to keep the body of the event moving.
Lastly, you have the skin. It is comprised of the theme, decorations, color scheme and all of the cosmetics that go into making the event a lasting memory for the client. Once you have these materials melded together, the event is a full functioning, living, work of art.
Step 1: the Bones
The bones, or skeleton, create the foundation for the event. During this initial process, you will need to get to know the client and assess their wants and needs. Ask them as many questions as possible and conduct lengthy research so that you are capable of offering the best options to your client. Do not leave any stone unturned. Work with them on the budget and every detail of the occasion – especially the event timeline.
Step 2: the Muscles
Once you have the framework in place it is time to strengthen the muscles.
This is the time for you to meet with vendors, suppliers and any other organizations that will be working with you and the clients. Your research from step one should act as a guide through this process. When you are conducting work through this phase, be mindful of the budget. Never go beyond the financial means of a client. Also, there should be a set time frame for when everything needs to be completed but allow room for any obstacles that may arise.
Step 3: the Skin
Lastly, we have the skin. This is the most exciting step of the event planning process.
The cosmetic phase is an exciting one but it also means that the event will happen within the next few months or weeks. Use this time to fully work with the event space. Remember that people come first and decorations second. There should be a flow to the space that allows guests to move easily and with comfort. You are creating an experience. The overall theme should stay true to the wants of the client but it should still maintain a touch of your personal magic.
When planning an event, you have to think about every possible outcome—just as a doctor does when he is diagnosing a patient.
The process, in its entirety, should be a healthy one with a strong foundation, lean muscle and flawless skin.