Tips for planning an event

Important things you should not forget when planning an event

You’ve been selected to plan an event. Whether it’s your parents 50th Wedding Anniversary, the company picnic, an Annual Meeting for 2,000 people or a child’s birthday party you have work to do.

Each event is different, but there are some similarities in the way you can approach the planning process. Follow these tips to help you plan and organize that special day.

1. Get a clear understanding of the purpose of your event. For birthdays and anniversaries the purpose is fairly obvious. But events for work or social organizations probably need a little more definition. Make sure you know why there will be an event and the anticipated outcome.

2. Set the goals for your event. How many people do you expect? If this is a repeat event are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event.

3. Set your event budget. This should be a top priority. How much can you or how much are you willing to spend? Will the event produce revenue from registrations? Or are you paying for the event by yourself?

4. Select your date and location. This could be as simple as planning to mow the back yard or may involve a visit to another city to view hotel and convention space. Plan accordingly. If you need to plan a site visit, will you need to take your boss or committee members along with you?

When you are considering location you will want to keep in mind the following:

a) Room capacity. Is it too large or too small? Remember that if you’re having a luncheon for 200 people you need to consider serving space, space for a dais for your honored guests and whether you will need any audiovisual equipment.

b) Lighting. Subtle lighting is nice for meal and social functions. But if you are planning an all day workshop on accounting methods, you will want to make sure there is adequate lighting in the room.

c) Parking. Is there adequate parking for your guest needs? Will they have to pay for parking? How far will they have to walk from the parking area to the event?

d) Electrical supply. If you’re having a birthday party in your home, just make sure you paid the bill and turn to the nearest outlet. But if you are planning a large convention, you need to consider what equipment will be in use that needs electricity. For example if you have exhibits, you need to know what access your vendors will require for their displays.

e) Phone hook-ups. Will you need phone access during the event? Will your exhibitors need access? Are their any restrictions or limitations on wireless phone service in your event location?

f) Computer/Internet access. This could be important for your exhibitors.

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Some of the corporate executives who attended the Networking After Dinner Talk 2007 held at the Movenpick Hotel, Dar es Salaam. The event was organised by East Africa Speakers Bureau in partnership with the Confederation of Tanzania Industries (CTI)