Event Planning: A Process for Many Events

“Events can be crazy-making.” says De Dahlgren (12). The Event Planning process includes several guidelines that can be applied to many different types of events. According to The Vancouver Province (British Columbia), “An event may be an association meeting, a concert, a government event, a fair, a charity event, a sporting event, a grand opening, a convention, a reunion or a wedding”. Although the terminology and objectives may differ, the process is the same. Among these guidelines is Define the Goal of Objective of the event. Also important is Facility Selection and Requirements. Another critical issue is Communication. Finally, the Evaluation of the event provides information to confirm the event’s success and insight for future events.

“The event objective is a simple statement that encapsulates the reason(s) for running the event. It could be as simple as ‘to raise money to repair the church roof’, or more complicated – ‘to hold finals of the Reading and Swindon football league and declare the winning team, while raising funds for a new team minibus’”.(Conway 13) Having an objective provides the focus for the event. For example, a bride’s goal for her wedding may be marriage; however, the event’s objective would be successfully coordinating the wedding so that it happens flawlessly. It is critical that the event organizers are not side-tracked and spend budget money unwisely. By ensuring that the objective is followed, decision-making is easier, budgets are kept in check, and the event will be more successful.

Also, communication is important in planning an event, whether it is a corporate meeting, a fundraiser or a wedding. Consistent communication within the planning committee, the invitation or meeting content is vital to the success of an event. It is imperative that all parties involved are updated with any changes. An invitation informs attendees of the event date, timing, location, event type (seminar, charity fundraiser, etc.) and how to confirm attendance. The process can also include customer contact. According to Michael Vennerstrom, “At their core, most corporate events are communication events” (2). With much of today’s communication being done through email messages, corporate events can provide face-to-face opportunities to connect with clients, vendors, and supporters. The communication process covers a wide range of needs for an event and is significant part of event planning.

Finally, evaluation of an event is an essential tool in the event planning process. Events can be expensive, so it is important to review that objectives were met within budget, and that attendees enjoyed a positive experience.