The Five C’s Of Event Planning
Putting on an event that is memorable and meaningful takes careful attention to detail, adaptability, effective delegating, and a lot of work. The process of planning an event from start to finish involves five basic concepts, which we have called the 5 C’s. These are Concept, Communication, Capacity, Commitments and Checklists. Just for fun we threw in a bonus C, read on to find out what it is!
It is important to determe the following as you begin to plan any event:
- WHY is the event happening
- WHO the major stakeholders, decision makers and intended audience for the event
- WHEN is the event
- WHERE will the event take place
- WHAT are the needs, wants, desires and expectations of the event attendees
Maintainaing open lines of communication between all involved parties through out the entire planning process is vital to the success of any event. This means knowing exactly what the venue, vendors, and decision makers are responsible for, and making sure everyone else is on the same page. It’s not enough to know the logistics and event details; you need to ensure that everyone else does, too.
You should be completely clear in terms of the capacity of the audience. It is important in order to plan further for format, content, budget, location etc. This will also help you determine how you allocate the budget (i.e., venue, catering, entertainment, and miscellaneous fees).
Make sure you understand what you have signed up to do, and what the expectations for the event are. Consolidate all your key details and confirmations, vendor contact info, invite lists, etc. in one place will make life so much easier for you. Having a centralized document shared with the entire event team will help keep everyone involved on the same page.
In the weeks leading up to your event, you should be running through the logistics of the event and making notes on your event planning checklist to ensure that you and all those involved are ready to go. Drafting a timeline based on the flow of events and particulars will allow for seamless communication between you and your core vendors.
Bonus: Clean up!
We know we said the 5 C’s, but this one is important enough that we didn’t want to overlook or forget about it. Your event doesn’t begin and end when your guests arrive and leave. Consider every little detail from setup and strike to trash removal, though these services are sometimes included in venue fees. Always remember to leave the venue in the same condition you found it unless cleanup fees are specified and included in your contract.
It doesn’t matter whether you are organizing an event for the first time or you have years of experience and many events under your belt, keep these tips in mind as you begin the journey of planning your next event. Always strive to be transparent and honest with your clients. By doing this, you will built trust and rapport, which will help you gain additional opportunities for future.