| Life is a culmination of events which are either | | | | one. |
| planned or unplanned. My main focus is on events | | | | 5. Communication is important - especially with service |
| that you know about and where you have control | | | | providers - Call them every now and again to check |
| over what happens. Having attended several events | | | | on their progress. See if you cannot help them in any |
| in my life, ranging from parties, weddings, corporate | | | | way possible. Some of them may be struggling to |
| launches, dance competitions etc, I have made | | | | fuel their car in order to get their job done |
| several observations of things to look at to make | | | | excellently. They may be too shy to mention hence |
| your event excellent. I have also noted things that | | | | you take the initiative and ask "What are those |
| people focus on which end in an overall rating of | | | | things that can hinder or stop you from performing |
| below average. People generally get tired of events | | | | your duties excellently at this event?". If you are the |
| that are mediocre in their flow, when movement | | | | event coordinator and planner then you need to |
| from one stage to the next seems to be a pain or | | | | keep communication lines open with all stakeholders |
| something that was never planned at all. We are not | | | | (guests, event owner, service providers). Over |
| all event management specialists but after this you | | | | communication is usually better than assumption. |
| will be able to critique an event objectively | | | | 6. The programme - Determines the flow of events- |
| In summary | | | | Check to see if everyone has the same version of it. |
| 1. Detailed Planning - Pay close attention to detail - | | | | A programme will determine how much is spent on |
| Events do not just happen when you set a date. | | | | what. It seeks to remove boring gaps in the event |
| Things will not just begin to take place because you | | | | which could lead to people leaving before the event |
| simply desire them to. It calls for hours to be spent | | | | has even achieved its objective. Without a |
| planning, critiquing, revising, modifying etc. The failure | | | | programme you will drive invited guests into |
| of any event is usually tied closely to the lack of | | | | boredom. You programme must have a clear |
| detail in the planning. A simple pin for a wedding gown | | | | indication of the progression of events up to climax |
| has potential to delay the wedding by 2 hours. | | | | of event and wind down. General observation is that |
| Nothing must be left to chance. It must make sense | | | | guests should not have the detail but a general flow. |
| on paper first before you can actually have it | | | | The detail should be in the hands of the committee, |
| happening. If the planning team cannot visualize in | | | | service providers, master of ceremony and events |
| their minds how the event will happen then there is a | | | | manager. Work towards eliminating gaps on the |
| high likelihood of important issues being relegated or | | | | actual day. The master of ceremony is important in |
| forgotten. Follow a checklist and tick as you go. | | | | creating an atmosphere of continual enjoyment even |
| 2. Budgeting - If it is not budgeted for, why spend | | | | though certain things may go off the rail. He is the |
| on it? - This is best do you have the funds to meet | | | | cover-up person for any mishaps that may occur on |
| the overall goal? Channel you funds to critical areas | | | | equipment etc. |
| first. It is unwise to spend money on the first thing | | | | 7. Choice of venue - Make sure it is suitable - Is the |
| you think is necessary for the event. A budget must | | | | venue suitable for the kind of event you are doing? |
| be carefully crafted with a holistic picture in mind. | | | | Have you booked and paid a deposit? Do you have |
| Start with the crucial matters first. A function needs | | | | the contract of hire of this venue in writing spelling |
| the following critical pillars: A venue, Food, | | | | out what aspects of venue you have access to and |
| Entertainment, Excellent Master of Ceremony. The | | | | what you cannot? Are you bringing your own tent or |
| issue of budgeting ties well with paying attention to | | | | there are components covered in the venue cost. |
| detail. Budget even for things that seem to be silly | | | | Your venue has a way of telling the audience or |
| items. Where possible, ask for sponsors to cover | | | | invited guests about the quality and seriousness of |
| some of the items. When a sponsor brings in their | | | | the meeting. Venue is one of the most critical |
| products, discuss and agree up front in terms of | | | | elements of an event otherwise you will not have an |
| what the sponsor's expectations are. | | | | event at all. Once this is secured, you almost have a |
| 3. Human Resources - Get the correct people on the | | | | guarantee that everything else will fit in and around |
| bus - Do you have the skilled people to execute the | | | | that variable. Get the authorization in writing |
| key issues e.g. food, entertainment, master of | | | | (Contract), Get to understand the venue restrictions |
| ceremony (free, jovial, hilarious) etc. You need people | | | | e.g. you cannot hold a music festival in a residential |
| with event management experience on your planning | | | | neighborhood that has decibel restrictions. |
| team. You also need to compliment the team's | | | | 8. Food and Refreshments - Do u have enough food |
| efforts by way of excellent service providers who | | | | for the invited guests? If you know the food will not |
| have the right portfolio and experience. You cannot | | | | be enough you just have to be upfront about it in |
| expect miracles if you are not willing to hire the | | | | your invitation e.g. "please bring card in order to be |
| competent service providers. Enter a service | | | | allowed in. Strictly no children" etc. Always ensure |
| provision agreement where it is clear what each | | | | that the food is prepared on the day of the event, a |
| organization or individual is expected to do and what | | | | few hours before the event starts. I have personally |
| you are also expected to do as the owner or vision | | | | had enough experiences of food poisoning at big |
| carrier of the event. Both sides of the bargain have | | | | events such that I no have developed enough |
| to be met for excellence to really come out. If you | | | | skepticism about food. |
| can't organize an event, hire a competent event | | | | 9. Overall Purpose must be clear - Is purpose to |
| planner and organizer. Sometimes you can plan your | | | | entertain, to teach, to motivate, to bring awareness? |
| event and then call in an event organizer to execute | | | | What exactly do you want to gather people? Until |
| your plan on the day. | | | | this point is clear, you will not know what to prioritize. |
| 4. Create a Guest List - Send out the Invitation - | | | | Everything will seem to be crucial hence you may |
| Sometimes invitation of guests is left until a week | | | | major on minors. The overall goal is what every team |
| before the event which is a total disrespect for | | | | or service provider will work towards. It is this goal |
| people's time. You need to realize very quickly that | | | | that we measure how successful an event was. |
| you are dealing with people who also plan their lives, | | | | There is need to ensure every critical element of the |
| some a year in advance. Target your audience and | | | | event is fully aware of the vision and purpose lest |
| invite them. Events which are just open for all to | | | | the teams pull in different directions. |
| come usually have surprises, either you find too | | | | 10. How much publicity has been done to promote? - |
| many people coming and scrambling for few | | | | This is dependent on the number of guests needed |
| resources or you spend thousands of dollars and a | | | | or expected. You cannot use the media like radio and |
| fraction of the people come. What a waste? Your | | | | TV for a private function for invited guest. It would |
| invitation card or advertisement must spell out the | | | | be unnecessary wastage of resources. However you |
| critical detail concerning the event; date, time, venue, | | | | can mobilize people faster and quicker and across |
| cost (if any), dress code, directions (map where | | | | geographical locations spanning thousands of |
| possible) and possible RSVP details which could be by | | | | kilometers using new ways of publicity such as |
| email or calling whichever the invited guest decides to | | | | e-marketing. It is the publicity stance and steps you |
| use. Sometimes you may need to call the guests as | | | | take that will raise the much needed awareness. It is |
| some are not as organized enough to confirm their | | | | definitely a waste to have a world-class event that |
| participation without further probing. Be the organized | | | | people never get to know about. |