ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

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.

Comments

    0 of 8192 characters used
    Post Comment

    • temahd profile image

      Vitalii Buza 

      5 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.

      Thanks

    • eventsyoudesign profile image

      eventsyoudesign 

      8 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.

      Thanks!

      Teresa

    working

    This website uses cookies

    As a user in the EEA, your approval is needed on a few things. To provide a better website experience, hubpages.com uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

    For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at: https://hubpages.com/privacy-policy#gdpr

    Show Details
    Necessary
    HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
    LoginThis is necessary to sign in to the HubPages Service.
    Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
    AkismetThis is used to detect comment spam. (Privacy Policy)
    HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
    HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
    Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
    CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
    Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the googleapis.com or gstatic.com domains, for performance and efficiency reasons. (Privacy Policy)
    Features
    Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
    Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
    Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
    Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
    Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
    VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
    PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
    Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
    MavenThis supports the Maven widget and search functionality. (Privacy Policy)
    Marketing
    Google AdSenseThis is an ad network. (Privacy Policy)
    Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
    Index ExchangeThis is an ad network. (Privacy Policy)
    SovrnThis is an ad network. (Privacy Policy)
    Facebook AdsThis is an ad network. (Privacy Policy)
    Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
    AppNexusThis is an ad network. (Privacy Policy)
    OpenxThis is an ad network. (Privacy Policy)
    Rubicon ProjectThis is an ad network. (Privacy Policy)
    TripleLiftThis is an ad network. (Privacy Policy)
    Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
    Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
    Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
    Statistics
    Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
    ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
    Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)