The Class Act
Band
The Class Act
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Entertainment
Considerations
· Lighting (rentals & purchase) · Staging (rentals & purchase) · Electrical services (rental) · Audio (rentals & purchase)
· Event services & considerations
(Tips & Considerations)
· Attitudes, mindsets, behaviors · Most important considerations
Event Services Links
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· Beverage stations & machines · Ice Carvings, Sculptures, Designs · Security
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Albert Einstein
Event Planning
Planning any event, large or small, takes time and dedication. For an event to be highly successful takes even a lot more. For one to have a highly successful event it will require one or several persons planning the event to have experience and a clear understanding and knowledge of how to produce a truly special event. Some of us at one time or another have been at events and have taken some part in the planning process. However many of us know only a little and have experienced even less in the actual planning or the creating of an event. Getting some basic understanding and assistance from professional experienced planners and professionals in the special event field is what the majority of us do who seek to finalize and complete our event plans to produce a highly successful event.
Understanding the process of event planning gives us the big picture of what we need to do to have a successful event. Here is a simple understanding of the overall process for most events.
1. Determining to have a special event 2. Conception & vision as to the type of an event 3. Search for Services and Products 4. Interviewing services and itemizing fees 5. Reviewing agreements, services & fees 6. Contracting services and purchasing products 7. Itinerary & detail planning & follow up 8. Set up and pre-function activities 9. The actual event or function begins 10. Post-function, Clean up, Payments, follow up
Event Services and Considerations
· Entertainment choices (Atmosphere) · Event Decor & Design (Ambiance) · Proper site/venue selection (Suitability) · Audio-Visual, Electrical Services (Technical) · Proper room or site set up (Functionality) · Staging & Lighting (Production) · Event resources, budget concerns (Affordability) · Catering & menu choices (Food Services) · Liabilities and legal issues (Legalities) · Traffic & Parking (Transportation) · Handicap access & special needs (Special needs) · Linens & Rentals (Decor & Function) · Beverages (Bar Services) · Hidden costs & Surprises (Discloser)
Event Emergencies (How to reduce event emergencies)
Event emergencies are those things that inevitable go wrong. Murphy's Law is always in effect when planning an event. Some things you can plan for, while others you can't. One must be aware that many things can go wrong prior to and on the day of the event itself, but one must also understand that this is perfectly normal. Getting through things that go wrong is another matter all together. The events that that make it though the little disappointments are those that are focused on the big picture and have contingency plans in place. How do you plan to ward off the things that could go wrong for your event? Even though one can not possibly plan to cover everything that could go wrong at their event there are some major considerations one can take to reduce or eliminate most of them.
The first major consideration is to hire professional services to produce your event. Their insight and contingency planning is a normal part of their service. Secondly, keep focused on the big picture and don't sweat the small stuff. "Thirdly understand that the "Devil is in the details". That is, plan out your event covering the details of everything you are planning to have and to happen at your event and who is responsible for those specific duties. Work on the details of your event prior to the event week and day and you will ultimately for the most part work the devil out of your event. Forth, have a contingency or backup plan. Go over the details and all the services you are planning at the event and go over all the conditions and situations that could possibly go wrong. Have a contingency plan in place to counteract any adverse conditions and have it firm in place well in the advance of the event so that the event can proceed as normal as possible. Fifth, let others in on it. That is let everyone who is involved in planning and producing your event in on the plans of your event and what contingency plans have been established incase of an emergency.
Again you can't possibly cover every detail or emergency, and it would be never ending if one would try, but one can successfully plan for the majority of it to be taken care of simply by planning.
The major culprits to ineffective planning
1. Inadequate funding and expense to budget ratio 2. Procrastination and inadequate planning time prior to an event 3. Little or no experience in special event planning 4. Little or no planning with no attention to crucial details 5. No written itinerary, time line, schedule or agenda 6. Little or no professional services contracted or consulted 7. No prioritizing of expectations, plans and services 8. Not committing the adequate time, attention and energy to doing what needs to be done so as to pull off a successful event. 9. Making false assumptions that things are taken care of when they are not. 10. Lack of coordination and communication between all the entities involved as to their specific duties, responsibilities and timing of services 11. Not hiring a truly experienced and dedicated event planner to oversee operations to make sure everything that is required is done on time 12. Having a negative mental attitude and lack of a commitment and follow through to make sure everything will be right.
Many unsuccessful events under-fund and establish unrealistic budgets for their event. Thus dooming the event to mediocrity or failure before any real planning ever occurs. Hand-in-hand to underlie funding an event is spending what resources that are available on "Fluff". Things that are not the major focus of the event and things that will have very little if any real lasting impact as to the overall success of an event. Far too many events never get off the ground due to inadequate funding and improper spending on non-priority items.
Another culprit to ineffective planning is procrastination, that is not giving the adequate amount of time to do the things that need to be done. Many don't commitment the time it takes to doing what needs to be done so things either don't get done or are left to the last minute so as individuals are consumed with stress rather than joyful anticipation.
Some events are haphazardly put together by inexperienced individuals who sincerely want to do their best to have a great event, but simply lack the experience to produce the event of their dreams. Some events have very little or inadequate planning primarily due to not applying the adequate amount of time to plan coupled with event inexperience. Some simply do not establish a proper plan and rehearse it to see to it that the event will actually take place the way they would like it to happen.
Some individuals do not see the need to simply have a written out itinerary which should including a time-line from set-up to clean-up for the event as well as an order of events and announcements that are expected for the success of the event.
Some have inadequate services or no organization or delegation of services that professionals should have been contracted to provide for the event. There are some services that simply should be left up to professionals.
Some do not prioritizing event plans and services. Thus they leave out and do not budget in the very services that could have made their event a highly successful one. A few make the assumptions that service personnel can read their mind and that everyone is on the same page they are when it comes to understanding what they desire for their event. Making assumptions is one of the biggest mistakes many people make far too often when it comes to planning special events. The only true assumption that one can make is that details not specifically conveyed and written down will be lost or totally forgotten about the day of the event.
Lastly one major culprit of ineffective planning is the lack of communication with the entities involved with the specific duties and responsibilities of key elements of the event. Especially not communicating directly with the specific entities by phone and in writing or e-mail is a recipe for things to go wrong.
(Purpose & Availability)
Depending on the type of event, it's focus and special emphasis priorities may vary. When it comes to prioritizing services as to which to contact, interview and engage first many don't have a clue. Many individuals generally begin and sometimes end with those entities they are most familiar and comfortable with. The problem with this approach is that it typically leads one to prioritize in the direction of the least significant aspect of an event and thus ignores or neglects top priority factors that the success of the whole event largely depends on. This lack of understanding event purpose and proper priorities also leads to one to purchase or over spend on insignificant areas only to find out later that there is no availability or resources left to engage the services that will real make the most significant contribution to the success of the overall event. Many find out the hard way that what they real desired and envisioned for their event became unavailable. So they had to settle for second best or worst they did not get the crucial elements they had envisioned for lifetime. Another overwhelming financial statistic to not properly prioritizing the event and elements of the event is that more money will be spent or lost towards trying to correct or make up for the lack of planning and improperly prioritizing then if properly prioritizing in the first place.
Old Carpenter's rule:
" Measure twice cut once"
Event Planner's rule:
"Plan and go over plans twice and have the event done right "
Example of prioritizing an event
Type of event: Social, Formal Purpose: Socializing, Dancing, Interacting, Eating Major Social Elements: Music, Dancing, Socializing, Dinner Logistical Elements: Venue size, Staging & Dance floor, Tables, Chairs, Food & Beverage Stations Documentation: Recording the event, Pictures, Video Ambiance: Fun & Festive musical atmosphere, Flowers and formal decor
1. Entertainment (Need professional entertainment for a great atmosphere) 2. Venue (Event site, facility, location) 3. Catering & Food services 4. AV services & Technical services (Photography, Video, Presentation) 5. Outside Rentals (Tables, chairs, staging, dinnerware, etc.) 6. Decor 7. Transportation 8. Formal wear or attire 9. Graphics & Printing 10. etc....
Not setting priorities and following through with them will render your event to have the same results as your priorities list. If there is no set priorities then there will be no set results.
One must seriously ask one's self, "Where Do I start? What do I do? Do I need assistance?"
One thing is clear about any special events to be successful. One must take the time and have a comprehensive understanding as to the overall details that are required to properly plan and execute a successful event. Special Events that are successful require much thought, time, energy, and detailed planning and proper execution of that plan. Employing those with the knowledge and expertise is must.
The process can be very time consuming, overwhelming and frustrating even for professionals. Before you get to a point of no return please call us.
Contact Class Act at:
Class Act 770-497-0520 Atlanta Ga.
Class Act offers comprehensive event planning services. Class Act has the experience, knowledge and expertise to facilitate and choreograph many details of your special event.
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"Great
spirits have always encountered violent
opposition from mediocre minds."
