ANTICIPATING NEEDS: THE ART OF EVENT PLANNING PART II

In this series of blogs, we are exploring the various phases of event planning to offer helpful tips to keep you organized throughout the entire process and ensure that your event runs smoothly. The last blog explored the planning phase and the importance of defining your role, determining the events purpose, and creating a plan. In part 2, we'll be focusing on the pre-event phase, where you'll be putting the finishing touches on your event and preparing for the big day.

PART II: The Pre-Event Phase

As things start coming together and the date of event approaches, you will want to continue to work on a number of things.

Creating a Detailed Itinerary

Creating a detailed itinerary is the cornerstone of the pre-event phase. It will help you stay organized and ensure that everything runs smoothly on the day of the event. When creating your itinerary, be sure to:

• Consider the purpose and goal of the event

• Determine the order of events

• Include time for breaks, meals, and other activities

Be sure to share the itinerary with all relevant parties, including vendors, attendees, and other staff who will be working the event. This will help everyone stay on the same page and ensure that everything runs smoothly.

Confirming Vendors and Attendees

A few days before the event, confirm that all vendors and attendees are still able to come. This will help you avoid any last-minute surprises. Make sure to reach out to everyone who is involved in the event, including:

• Caterers

• Set up / tear down crew

• Florists

• Speakers

• Attendees

If anyone is unable to attend, make sure to have a backup plan in place to fill their role. This could mean finding a replacement vendor or speaker, or rearranging the event schedule to accommodate changes.

Preparing Event Materials

Preparing event materials is another important part of the pre-event phase. This includes things like name tags, signage, and handouts. Make sure to create a checklist of all the materials you will need, and start preparing them well in advance of the event.

When creating event materials, be sure to consider the purpose and goal of the event. For example, if you're planning a conference, you might want to create handouts that summarize the content of each presentation. If you're planning a networking event, you might want to create name tags for all attendees to help facilitate introductions.

Anticipating Potential Issues and Creating Contingency Plans

Finally, it's important to think ahead about any potential issues that could arise during the event, and create contingency plans to address them. This could include things like:

• Weather-related issues

• Technical difficulties

• Unexpected cancellations

When creating contingency plans, make sure to involve all relevant parties, including vendors and other staff members. This will help ensure that everyone is on the same page and knows what to do in the event of an emergency.

| Credits: Author and Photography: Jacintha Payne