How to Plan a Large Event
Planning a large event takes good organizational and communication skills. Being able to delegate is important, as trying to do everything yourself will not work. Good support is vital. Having suppliers you can rely on is also crucial. Have backup for all eventualities. Create a spreadsheet or folder to document everything. Have all the phone numbers you need in your cellphone and in your folder. Does this Spark an idea?
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Instructions
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Visit prospective venues to check on size, atmosphere and whether they offer catering and car parking. If the event is in the evening, either holding it at a hotel or having one nearby for people to walk to would be helpful. If it is an outdoor event, you may need to organize a marquee. You may be organizing a sports event such as a golf day or racing day with a party afterward, so you will be liaising with the golf club or racing venue.
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Choose what catering is required, whether it is going to be a buffet, sit-down meal or even a barbecue. Then get quotes from the venue and also two or three caterers for comparison. Some guests might be vegetarians and vegans, and you might need to establish how many. If children are going to be at the event, then make provisions for them with the food.
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Select decorations, who is going to be decorating the room and when it will be done. If you have balloons, find people to blow them up or get a machine. Banners and bunting need to be put up. Tables may need name cards on them and be decorated with streamers, balloons and merchandise (if it is a business event).
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Organize the entertainment. Audition and book any singers, bands or DJs. You may want a master of ceremonies to announce the guests or the entertainment. Book famous people well in advance and double check to ensure they are attending. If you show videos, ensure the equipment is working and set up. Set up a screen and projector for a presentation.
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Write the invitations. Give a response date well in advance of the event. On the invitations, detail the type of event, dress code and timings, and also hotel information if people are likely to be staying over. A map is useful for the back of the invitation. If you have organized transport, note this this on the invitation or on an additional sheet of paper giving details of pick-ups.
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Arrange transport if your event has alcohol, to prevent guests from drinking and driving. Transport may be a mini bus, taxis or limousines, depending on the level of the event. These all need to be coordinated to collect, deliver and pick up the right people at the right time.
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Organize staff for the evening, some to help you and some to wait on guests. Someone has to clear up after the event; ensure cleaners are included in the fee or arranged with your own staff.
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Tips & Warnings
Have a plan B for everything including the venue (floods, fires and tornadoes happen) hotel, catering, speakers and entertainment.
References
Resources
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