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Nuts & Bolts of Event Planning

This guide covers the essentials of event planning, including audience and purpose assessment, theme selection, budgeting, logistics, marketing, and more.

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Nuts & Bolts of Event Planning

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  1. Nuts & Bolts of Event Planning Cassandra M. Belton

  2. Overview • Apply these principals to various type of events: • Know your Audience • Know your Purpose • Selecting a Theme • Budget • Logistics • date, time, location, menu, room, hosting, entertainment, time lines • Marketing • Conclusion

  3. Know your Audience • Who will you be inviting to the event? • Spouses, Couples • Child Friendly Event • Distinguished Guests • Guest Speakers • How many people will attend?

  4. Know your Purpose • Why are you hosting this event? • Remember your over-all Goals • Focus on the big picture and do not get side tracked • Don’t sweat the small stuff! • Is the event for BUSINESS, FUN or BOTH • Monthly gatherings • New Group? • Special Events: • Deploying Spouses, Holiday party, Baby Showers, Book clubs, Playgroups, etc.

  5. Themes • Select an overall THEME (general or specific) • Carry your theme throughout your • Décor • Invites • Menu • SURVEYS! They work!

  6. Choosing a Theme Party Ideas: Potlucks: (May effect location) Coffee & Dessert Spaghetti Night Chili Cook-Off Holiday Cookie Swap Wine Tastings Chocolate Breakfasts Recipe Exchanges • Bunco / Bingo • Spa Night / Diva Night • Movie Night: Grease / Twilight / ”Girl” Movies • Mardi Gras / Halloween / Other Major Holidays • Luau or Pool Party • Retro Party / Fashion Show • Ornament Exchanges • Tea Party • Fashion Show • Slumber Party / Camp Out • Minute To Win It / Let’s Make a Deal / Family Feud / Price Is Right • Scavenger Hunts / Mystery Night • Craft Night/Scrapbook Party Check On-Line for more ideas!

  7. Budget • What is your Event Budget? • How much money do you have to spend? • Funds available through Spouses Groups, Booster Clubs, Private Organizations, Units, Bake Sales, Car Washes, Fundraisers, etc. • Solicit Private Donations! • No money in the Budget? • Consider hosting a gathering at an already established event. • Bowling Party, Brunch at the Club, Movie Release, Base Bingo, etc.

  8. Budget • Create a realistic Budget: • Include Costs for: • Food • Décor • Entertainment • Prizes/Gifts/Favors • Child care costs? • Room fees? • Hidden Costs: (Printing from Home Computer) • Consider charging a fee (if applicable) • “Raffles” can generate Income!

  9. Logistics: Choosing a Date • Selecting a DATE for your event? • Cross reference / de-conflict for American & local holidays, school events, major military & base events, etc. • “Day of the Week” matters • Is this a re-occurring event? • Consider the same date or time every month (The 2nd Tuesday, or always the 15th of the month)

  10. Logistics: Choosing a Time • It’s Party TIME • What time of day will your party be held? • Lunch and Dinner times? • Child Friendly: Nap Times, school, etc. • Consider working parents/children activities

  11. Logistics: Location • Location, Location, Location • Knowing your audience, will help you decide on the perfect location. • Can all of your guests needs be accommodated? • How many guests? • Child friendly or separate room for childcare • Driving distances matter • Consider cost of space • Access to space for set up, clean up, etc. • Can room fees be waived? • Free Locations: • Individual’s home, community centers, Work centers, parks (weather permitting)

  12. Logistics: Food/Drink • Let’s Eat! • Timing of day can determine menu • Seasonal Food • Consider quantities of food/drinks • Types of food • Hot vs. cold, buffets, dietary restrictions • Budget restrictions • Consider light refreshments, snacks, appetizers, just desserts, potlucks

  13. Logistics: Room Set Up • Create a layout map of your room • Welcome Area • Speaker Area • Food • Seating • Gift tables • Entertainment area • Create individual table maps • This will help you so you don’t forget things!

  14. Logistics: Room Set Up • Make a list of everything that you need! • Table cloths, table décor, candles, • Plates/cups/napkins/silverware, serving utensils • Food Platters • Ice/Coolers/Drink Dispensers • Pens, paper, agendas • Gifts/Favors/ Gifts for Guest Speakers & Honored Guests • Microphones, speakers, music • Directional signs, food labels • Name Tags, Welcome gifts for newcomers • Trash Bags, Tape, Scissors, Lighters, etc.

  15. Logistics: Hosting • The Hostess sets the tone • ATTITUDES and ENERGY is everything • The Hostess will control the tempo and mood of the party; ALL EYES ARE ON YOU! • Are you comfortable talking in front of groups? • Need to appoint an Emcee? • Dress to impress • Create an order of events or agenda

  16. Logistics: Entertainment • Let’s Have some FUN! • Consider your BUDGET! • On-line resources for game ideas or convert popular games to suit your event • Photographers, DJs, Palm readers, Magicians, Comedians, etc. • Guest Speakers: • Utilize Community Resources • Members of your group

  17. Logistics: Time Line • Creating Time Lines • 1 Month Prior • 2-3 Weeks Prior • 1 week prior to event • Day Before • Event Day • After Action / Follow Up

  18. Invitations & Marketing • Invitations should be sent out 2-4 weeks prior to event. • Type of Invitations: • Hand Delivered/Mail –Military Postal Service! • Fliers • E-Vites/Facebook • Follow up invitations/confirmations should happen 10-7 days prior • Remember the 10% Rule • RSVPS

  19. Invitations gone WRONG Too busy Too many graphics Crazy fonts Nothing matches Blank Space No Contact Info Not many details

  20. Marketing Include: Who What Where: Location When: Date & Time RSVP or Contact Person Childcare Available? Costs (if any) Dress (if appropriate) General Marketing: Facebook/Websites

  21. On-Line Resources • www.party411.com Excellent party planning resource • www.evite.com On-Line invitations • Pinterest! Tons of décor themes/menu ideas • Sureveymonkey.com Great for online surveys • Microsoft Office Invitation Templates/Graphics • Orientaltrading.com Good For Potluck Sign Ups (MPS orders can be slow)

  22. Conclusion • Have FUN!!! Life is short! • Remember, you are making a difference! • 3 Rules of Success • Feed ‘em! • Give ‘em Free Stuff • Provide Childcare! • Contact Information: • CassandraMBelton@gmail.com

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