On the Fine Art of Event Planning…

March 1, 2010  |   Posted in Blog, Integrated Marketing   |   0 Comments  

On the heels of a successful event last week, I thought it’s about time to share some helpful tips on the fine art of event planning. Despite the online and social media craze now dominating many marketing campaigns, special events can still be a valuable tool for host and guest to connect in person – as in real face time.

Event planning takes time and money, but the latter is less important as the current economy is encouraging planners to get creative and still pull off a great event on a limited budget.

Consider these five tips before you start planning your next benefit, bash or ball:

1) It’s Never Too Early to Start Planning

Years, months, weeks, days (OK, now we’re pushing it…) – it is never too early to plan an event. Once you have the date, budget and estimated attendance you’re ready to find a location and let the planning process in all its glory begin. Giving yourself time will allow you to think through the entire event and plan for the smallest detail. Planning early also usually gives you more and better options when choosing a venue, caterer and other third-party vendors.

2) Let Your Budget Be Your Guide

The budget is like the blueprint for the entire event. It will determine what you can do, where you can do it and how many people you can accommodate. Once you have a set budget you can narrow down your options and get to the planning. That being said, it is never a bad idea to include a cushion for those pesky last minute but oh-so-necessary expenses.

3) (Almost) Everything is Negotiable

This challenging economy has a silver lining – vendors, caterers and venues are all willing to work with you when it comes to pricing. From room rental to food, signage to giveaways, there is always room for negotiating a better price. Like I always say, “There’s no harm in asking.”

4) Social Media is Your Friend

Leverage the mighty power of social media to help promote your event, if appropriate. Make a Facebook page, Twitter your invitees, go green and make a YouTube video invitation, or track RSVPs and comments using Evite. There are limitless free opportunities for you to connect with your guests.

5) Expect the Unexpected

I’m a worst-case scenario kind of person. Meaning I plan for the worst to happen and thus prepare for unexpected emergencies during the planning and more importantly the event. Of course you run through timing and other plans with your team, but “stuff” happens. That’s why budgets are always cushioned, collateral extras are always brought and alternative plans are even crafted. Considering all event variables will help you quickly and successfully act when something unexpected pops up.

Have any other tips? Let me know. In the meantime – let the planning begin!

Author: Lindsey