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Topics & Tips
Business Tips
10 Planning Tips to Make Your Next Event Really Special
We’ve all been there – a special occasion is coming up,
and you’re suddenly put in charge of making sure that it
all comes off perfectly!
Knowing where to start and what to do to ensure that
your event is indeed “special” can be a little
overwhelming, especially if you’re new to the process.
Here are some insiders’ tips that will help you to stay
on top of all the details.
1. Start early. Whether your event is a yearly
happening such as a prom, fundraising event or special
birthday, or if it’s a one-time occasion such as a 50th
wedding anniversary, the earlier you can start means
you’ll have a better chance of booking the location,
entertainment and date that you want.
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2. Go the extra mile to make it really special.
Adding little touches like hand lettered place settings,
or designing your own program may seem like a lot of
work, but they are what help to make your event special
and unique. It doesn’t have to cost a lot of money, if
you use your imagination and get creative. Think outside
the box, and look for new or different ways to use items
that you’ve already got. See what you can “borrow.” If
you’ve got friends, volunteers or family members who
have creative talents, invite their participation and
let them come up with ideas. |
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3. Get help. Planning a special event is not a
one-person job. It’s really amazing what you can achieve
when you don’t care who gets the credit. Break the event
into specific components and then ask for help -- create
a planning committee, a fundraising committee, and an
entertainment committee -- whatever fits your needs and
your event. Then stand back and let them get to work.
Your job should be coordinating the effort, not trying
to be superwoman!
4. Expect the unexpected. You may as well get
used to the idea that no matter how well you plan, how
many contingencies you take into account, there are
always going to be things that you can’t control, and
something is always going to go wrong. Once you
understand this, you’ll find you can deal with those
little unexpected kinks in your plan. (Of course, it
never hurts to have a back-up plan for your back-up plan
just don’t get crazy!)
5. Don’t sweat the little stuff. Most event
planners, fundraisers and organizers are typical type-A
personality people. They have high energy, they’re
creative, detail-oriented, and able to leap tall
buildings…well, you know what I mean. So if that sounds
like you, remember this on the big day – as long as no
one’s life is hanging in the balance based on the
outcome of your event, relax. You’ve done everything you
could do, and gave it your best effort. What happens
now, is going to happen. Your new priority is to get out
there and have a good time! (While you keep an eye on
all the rest of the details, of course…)
6. Keep the lines of communication open. While
it’s not necessary to involve everyone in every single
little detail, it’s important that people know what’s
going on with your event, and that they have access to
the information they need to do their part. And, if
something does go wrong, the sooner you know about the
glitch, the better your chances are going to be to put
Plan “B” into action.
7. Be a cheerleader. There’s always a surge of
anticipation and excitement as the day of the special
event gets closer. But while you’re working on the
project, and the day seems very far off, it’s important
that you share your excitement with the rest of the
group. Help them to see the big picture, to feel what
you feel about this special day.
8. Don’t forget to say "Thanks". Remember when
you were younger, and your mom always made you write
your thank-you cards after every birthday or Christmas
gift? Follow her wisdom and advice now, too. Make sure
that you thank the people who helped you make your
special event so special. But instead of writing an
ordinary Thank-you card for the people who really put in
extra effort and commitment, why not get creative? It
doesn’t have to be expensive to come up with a way to
thank the people without whose help your event wouldn’t
have worked. Some ideas are: special certificates made
on your computer, handmade Thank-you cards, gift
certificates, a special book, calendar etc. Let your
imagination be your guide.
9. Reflection, Recognition and Evaluation. As
soon after the event as possible, gather everyone
together. This could be a good time to pass out those
certificates of merit, or you could just thank everyone
again verbally. Create a one-page “Event Evaluation” and
ask everyone to fill it out. Finding out what went
really well, as well as what didn’t will help you figure
out how to make your next event even better! (Remember,
this isn’t a time to place blame or point fingers. This
gives everyone a chance to pat themselves on the back
for a job well done, and start the vision process for
the next event.)
10. Begin planning for the next event now. (See
number 1.)
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