One of my Public Relations courses for this semester is Event Planning, a large component affiliated with Public Relations. We recently learned about the main components of Event Planning, and I thought I would reference my notes to share this beneficial information. I credit these notes to my professor, Carly Root, and Niagara College.
Event purpose: The first and most important thing to establish is the purpose and why you are involved with it.
Venue: Venue needs to connect event theme and logistical requirements, is a vital component of a successful event.
Theme: Opportunity to create a certain atmosphere/mood, helps to remind guests how an experience has been created, involves décor, marketing creative, etc.
Décor: Allows an event planner to bring a vision to life, decorating allows a venue to be transformed with a theme, makes the first impression.
Logistics: A detailed look at layout and event operations, key questions: 1) What materials are needed to set up event? 2) What will layout of said materials be? 3) How much time will it take to set up?
Food and Beverage: The idea of hospitality has been a part of event experiences for years, the basic idea of breaking bread and shared fellowship, often the largest of event expenses, can be used as a motivator to generate event attendance, memorable event component, can double as a décor feature. Top questions to consider when creating a catering plan: 1) Dietary restrictions, 2) What is the meal, appetizers, family-style, buffet, individual portions, etc. 3) Beverages, for example, alcohol or not, 3) Who is managing the food/catering, 4) How do theme and décor tie into theme, 5) How much food, 6) How to store food, 6) Who is your audience, 7) What is the budget?
Entertainment: The part of an event that holds the attention and interest of guests, leaves a lasting impression/memorable experience, offers the opportunity to express the personality of the event and tie in a theme, allows for creativity.
Budget: First step in creating an event budget is to figure out each part of the event that could incur a cost. Each event budget should have a minimum of four columns:
- Item: When listing items in an event budget, be as specific as possible. Break down every single item that will be an expense. Do not lump items together.
- Description: A description you can provide clarity on why it is needed and what is a must-have
- Projected Cost: Get the estimated cost as close as possible to the actual cost. This may require some research.
- Actual Cost: Track the actual cost of the item to keep track of funds and make adjustments as needed