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Planning a Fabulous Event

Updated on April 19, 2013

An event planner is responsible for planning an event which includes coordinating all the details that must be taken care in order to have successful event. For example, if a classroom is visiting the zoo or a museum for the day then there has to be some event planning done on the part of the teachers and perhaps the parents of the students. On the other hand, there are some events that many people choose to designate to an event planner, such as a wedding ceremony, reception, or even an art tour!

Planning events and making sure that everything goes according to schedule doesn't have to be difficult. It only takes a little bit of organization to get things into motion.

Calling All Caterers

Probably the first thing that you will want to check off of your event planning list is making calls to different individuals who will be responsible for the different aspects of the event. For example, if transportation is needed then someone needs to coordinate rides for everyone going on the trip. In addition, there will also need to be calls placed to hire speakers, if there are any, entertainers, as well as food caterers in order to have food for the event. Make sure you have enough time before the event to get everything handled. You don't want to be doing all of this the week, or even two weeks before the event as there won't be nearly enough time to have everything coordinated.

Securing Reservations

No matter what type of event you are planning chances are you'll need to make some sort of reservation in order to accommodate all of the participants that are planning to attend the event. A wedding rehearsal dinner is a perfect example where reservations need to be made, but there are plenty of other occasions where it might be necessary to book a venue. Family reunions or other large gatherings usually require some sort of reservation.

All in all, securing reservations for the venue and making sure all of the plans are in place for activities at the event are two very crucial items to take care of in order have a successful event.One other important item to take care of is making sure you have the right amount of food and that the caterers have the right instructions regarding the time to serve the food. The key to any successful planning is the organization that goes into all the work before the date of the event arrives.

Event Planning a Conference

When planning a conference it is always a good idea to pick several possible dates before you check on the availability of venues. One thing to remember is not to plan your conference over a bank holiday or long weekend because your potential attendees probably won’t attend as they more than likely to have family commitments.

Before you go much further with the planning of the conference you will need to put together a budget. The budget needs to include such items as printing, location, food and supplies. You may also need to include security into your budget. If you are charging the attendees you will also need to take into consideration revenue as well as expenses.

Once you have your budget in place you will need to reserve your location. Most hotels have conference rooms that are often a good choice as out of town attendees can stay in the hotel while they attend the conference.

The agenda for conference will need to be sorted out fairly early in order to book speakers or entertainers for the event. Having the agenda will also help to presell tickets as well as for advertising the event. If you are planning to have a well-known speaker for the conference you will want to make sure you book them early as many of speakers have a full calendars.

It is important to have registrations done online. This can be done through an event management system or your own conference website.

A good way to get early registrations for your event is to offer discounts. There are many ways you can offer incentives from offering a discount for each additional person from the same company to people who attended the conference the year before.

There are many other small but important matters that you might want to take into consideration including having badges for your attendees to making sure you have all the audio/visual equipment for speakers and workshops.

One special way to remind the attendees of the conference is to upload photos from the conference to the conference website.


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    • temahd profile image

      Vitalii Buza 4 years ago from 2715 Eagle Canyon Drive South, Kissimmee, FL 34746

      Hi, i read your article its great and also i like your videos its useful. I am also starting hub page related to this topics. but you did a great job.


    • eventsyoudesign profile image

      eventsyoudesign 7 years ago from Nashville, Tennessee

      Hey! I like this article. Well written and very easy to follow. I do event planning. I just started writing on hub pages. I don't know if my articles are very well written, but it is fun. I am working on writing a book on event planning. Well, thanks for sharing. I hope you will check out my articles and I will definitely read more of yours.