Recently, I assisted in the execution of “Dog’s Night Out”…the first-ever restaurant for dogs in Boston, Mass!

Having planned over the years for several different types of events, and implementing hundreds of them, let me share some tips that could help you get started on a future event.

Start out by thinking in four different phases.

First Phase: Plan
You need to begin planning three months to a year or more in advance, and determine the event’s purpose. Decide who your intended audience is and create a marketing plan; include a budget and the number of people you need to execute the event successfully. Do your homework, and conduct research surrounding your planned event date. See if there are any partnerships you can tap into to share some of the expenses.

Second Phase: Time to Tackle
By now...the decks are clear and you’ve rolled up your sleeves. Develop checklists, determine and confirm where your event will take place. Begin thinking and creating your event flow; choose your vendors and begin developing your promotional/media materials. Depending on your event type, invites should be in the mail, all media outlets contacted with appointments secured, and if you are considering a broadcast satellite feed, make sure that’s in place. Lastly…have a back-up plan in place for those “what-if” scenarios!

Third Phase: Nearing the Finish Line…The Event
Today’s the day…All your vendor contracts are signed, purchase orders secured and you’ve checked…you’re on budget! Lastly, your briefing books are assembled and you’ve reconsidered all the “what-if” and back-up scenarios. Team has arrived and everyone is there to work and achieve great results.

Fourth Phase: Wrap-it-up
Immediately following the event, make sure you send thank-you notes to everyone, including the team. Check to make sure that all the vendors are paid, and lastly…make yourself proud of you and your team’s accomplishments…merchandise your results.

Remember, no two events are the same, and these phases are meant to be used only as a guide.

--Helene Fletcher, Account Supervisor

Comments

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March 12, 2011 8:02 AM Well this is very interesting indeed.Would love to read a little more of this. Great post. Thanks for the heads-up. This blog was very informative and knowledgeable.

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