| So you've been asked to do the company event, | | | | need them. |
| and here you arewithout a degree in Event Planning. | | | | How so? Because this can be the original "Little Red |
| There is one, BTW, with | | | | Hen"thing. Everyone has an idea, and wants this and |
| Internet courses even: | | | | that, and noone wants to do the work. I remember |
| Anyway, it happens, and even if you thought it | | | | the CEO who called mein a week before an event to |
| would be fun,when faced with the task, it can be | | | | announce there had to be one ofthose big cakes |
| daunting. You are about tobecome the conductor of | | | | with all the candles brought in. Hmmm. |
| a large orchestra. Here are some ideasfrom my years | | | | ASSIGN & DELEGATE |
| as an event planner. | | | | Delegate any task you can. For an idea of how to |
| FIRST THINGS FIRST | | | | organizethis, take a look at a program from a big |
| Find out your budget. If they didn't think about that - | | | | event, or those ballflyers. They'll list all the committee |
| themoney, you know - you'll have to jump ahead and | | | | chairs. |
| make your planso you can provide a realistic request | | | | SAVING MONEY |
| for money. | | | | There are many ways you can get things for little or |
| With or without a large budget, you can do a great | | | | no money. |
| event. Moreon this later. | | | | Entertainment, for instance. If you look around town, |
| If there's a history, get your predecessor's file. | | | | you'llfind groups who perform for the love of it, and |
| THE NETWORK | | | | they can bequite good. |
| If you're in a loop, in other words if you get out, go | | | | Remember that children always "work." They can be |
| to parties,trade shows, luncheons, anniversary | | | | as bad asbad, and that much more adorable. I had a |
| banquets, and charity balls,you have enough | | | | group of kids performfree) when I did a New Orleans |
| information. It's just a matter of connecting | | | | Jazz Brunch. I had a professionaljazz band lead in with |
| thenames, and your gut instincts will tell you where | | | | "When the Saints Go Marching In" and thechildren, |
| the yentas arethat can provide this. | | | | dressed in Mardi Gras costumes, ran around |
| Failing that, book your event in a reputable hotel and | | | | throwingcoins, confetti, and streamers. |
| get withtheir Catering Coordinator. She'll have a full | | | | Throwing confetti? I had a hotel Event Coordinator |
| rolodex of greatleads for you! | | | | agree tolet us bring in men on motorcycles if we |
| Other sources for information are any good PR firm, | | | | agreed to clean upany oil spills. |
| or the | | | | You truly never know! |
| 'designer' florist or stationer in your town. These | | | | There's also a serious Boys' Choir in S.A. I've used, |
| people areoften event-planners in disguise. | | | | andthey were worth what they charged. |
| THE ELEMENTS | | | | Stay away from amateur comedians. Bad humor is |
| These are the basic elements to an event: | | | | irretrievableand so is your reputation. |
| ·Food | | | | EXPECT THE WORST |
| ·Liquor | | | | Because it will happen. I've had every volunteer fail |
| ·Master of ceremonies | | | | atsome point - no decorations, no program ... You |
| ·Speaker | | | | just have tolearn how to cope. If decorations person |
| ·Entertainment | | | | f ails, buy a prettyfloral arrangement for each table. |
| ·Program | | | | If there's no money, buythat crepey paper and |
| ·Photography | | | | "wrap" each table like a gift. |
| ·Invitations | | | | HAVE A TRANQUIL FRIEND |
| ·Decorations | | | | Your nerves may be a bit on edge. I remember the |
| ·Door prizes | | | | maitre d'who saw me about to decompensate at |
| And you may need seating chart and table markers, | | | | set-up time, who took mein his arms and said, "Let's |
| and in some casesinsurance and a Health Dept. | | | | dance," and waltzed me aroundthe mess in the |
| permit. | | | | ballroom that was bad and getting worse. |
| PRELIMS | | | | I remember the chef who told me at set-up time |
| In the meantime, get out and look around. Do a quick | | | | that he couldn'tpossibly serve this in less than 3 |
| Internetsearch and check out websites like: and | | | | hours, "Surely you jest." |
| EXPERIENCE? VOLUNTEER | | | | Lucha was there. She went into the kitchen with him |
| Churches and non-profits offer a plethora of | | | | and cameback 30 minutes later saying brunch would |
| opportunities forpractice. That's how I got started - | | | | be served in 50minutes. |
| working with the pros. | | | | KNOW YOUR CEO |
| They weren't being paid, but if you're putting on a | | | | Some need to be briefed on how to run the show; |
| Charity | | | | some don't. |
| Ball for 1,000 people that brings in $100,000, you're a | | | | SPEAKERS? |
| PRO. | | | | Ready sources for speakers are ministers, |
| I went and hung out. Got on a committee, then | | | | community leaders,university professors, and |
| headed acommittee and worked my way up. The | | | | professional speakers. And hey,ask the mayor. You |
| Mavens were grateful forhelp, and, like anyone else | | | | never know! |
| with serious responsibility, theyparceled out projects | | | | DONATIONS |
| to me as my abilities warranted. A trueapprenticeship. | | | | Getting door prizes is easy. Send out form letters or |
| Keep your eyes and ears open, and you'll learn the | | | | makephone calls to business owners telling them |
| politicalside of it, which is tricky. | | | | they'll getpromotion in the program. Restaurants will |
| You'll also learn the things you really need to know, | | | | kick in dinners,airlines will give tickets, hotels will give |
| like forheaven's sake don't ever be the one who | | | | golf packages. |
| manages the seatingchart the night of the event. It's | | | | These places have budgets for this kind of thing. |
| hideous! Assign someonewho's firm but pleasant, or | | | | They'llalso foot printing costs. |
| just naïve enough to agree. | | | | PROCESS |
| TACT | | | | Process after the event and keep things in a file. |
| Of course everything you do, you do with tact, and | | | | You'llwant to remember what worked and what |
| you'veworked to develop your emotional intelligence | | | | didn't. |
| competencies,which is good, because you're going to | | | | |