You are planning an event! Maybe you have all of the ideas! OR maybe you have no ideas... Let's go over a few basics of event planning that will break down the event into something a bit more manageable than just a quickly approaching date.
What
What are we doing here? This may seem obvious, but when planning an event, you must have an idea of your needs before selecting a venue. Questions to ask: Is this a networking event or an event where there will be a full-course meal? Is this a social event or a corporate meeting? Will there be speakers or a panel? Do I want guests to have accommodations AND attend the event in the same location? Will the event be held in a singular room or have a flow in multiple spaces? When answering these questions you will have an idea of what type of space you will need which brings us to one of the most important parts of planning an event: Finding a Venue aka Venue Sourcing.
Where
"Fall in Love with the Venue - Not the Date" was a sentiment the lead wedding coordinator once said to me when I was working as a wedding coordinator at a Northern Californian winery, and honestly it's the best advice for anyone planning an event.
It doesn't matter if you are planning something Social (think: weddings, anniversaries, birthdays, graduations), Corporate or a Non-profit event; once you have an idea of how many guests will be attending your event and what the needs are, the next step is looking at venues that can accommodate your group and learning what is included in their pricing/packaging. Knowing what the venue provides and what you need to source externally is one of the first steps in planning any event. Once you find a space that you LOVE, can accommodate your guest, and you have a date chosen you are ready to start planning!
Who
Next, we want to think "Who"? Questions to ask: How will they get there? Does anyone require special assistance? How will they RSVP/check-in to the event? Where will they stay? What do they like? I KNOW, lots of questions here, but before you start breathing into a brown paper bag, just acknowledge that you probably know a lot of these questions off-hand, and not all of these questions apply to all types of events. Example: Social events - you know who you want to invite to those (usually), you often don't have to organize transportation for everyone (If you do it's for a small group), and you normally don't need a robust check-in/registration once they arrive. For many corporate meetings and networking events you may need to capture attendance but are less worried about the logistics of their travel.
Why
Why are we having this event? So you know What type of event you are having. You found Where you are having this event. You have an idea of Who is coming and their needs. Now you you are left with WHY. Personally, I think the WHY is the icing on the cake of event planning. Why gives you the space to be creative! Questions to ask: Is it to celebrate love or a milestone? To bring together co-workers who live states away from each other? To treat your staff? To raise funds and communicate how an organization is changing the world?
Having a clear "why are we having this event and what do we want our attendees to walk away with" will help you to determine what special (or finishing touches) you may want to include in your event. What vendors do you want to be there, and what experiences do you want your guests to have.
Now Let's Get Real
These 4 questions you will ask yourself while planning your event often overlap at times. There are tons of details that we didn't cover like Budgeting, Contract Negotiation, Timeline Building, Registration, Staffing, and Vendor Selection. At Finishing Touch Events this is where we thrive. Helping take on the entirety of planning your event OR supporting your team with a specific piece of the planning process. Let us know how can help you with your Social, Nonprofit, and Corporate events! We are based in Chicago but help with producing events throughout the United States. We are here to help your events become less stressful and more enjoyable!
Happy Planning!