|
We follow 5 'W's (i.e. Why, What, When, Where, Who) and 1 H' (i.e.How) principle to create an event plan.
Why
'Why' means, why you want to organize the event i.e. event objective. What do you want to get from the event? For eg: you want to organize the event to enhance your company's brand image, to increase company's sales, to promote your client's products/services or to promote a social cause etc. Defining event objectives at the very start of event planning is very important as it gives you the direction in which you should proceed to accomplish your objectives. Organizing an event without clear objectives is a huge waste of both time and resources.
What
'What' means what you are going to do in the event i.e. what will be the:
Event Name: What will be the name of the event? For eg: 'Auto Expo 2007".
Food and Beverage Menu: It contains the list of food items and beverages you will serve during the event to guests and target audience. Always consult a caterer while deciding your food and beverage menu as he knows the best which wine is served with a particular course (i.e. meal). Keep event theme, preferences and religion of target audience and guests in mind while deciding the menu. If majority of your target audience are vegetarian, then it is not a good idea to serve non-veg in the event. Similarly if majority of your guests are very health conscious then there should also be some low calories food items in your menu. You don't want them to go back empty stomach. Also keep climatic conditions into account. Don't serve out of season food items and beverages. Like serving ice cream/cold drink in winter, food (like spicy food) that provides warmth during summer or food that provides coolness during winter.
Event Profile: What the event is all about? For eg: This event is an International exhibition on new models of Cars and its accessories
Guests Profile: Who will be your chief guest and other guests? Your guest list must include organizers, sponsors, partners, clients and specially media people. Use your imagination to create good titles to woo your guests. Like 'Guest of honor', star guest etc. Never give special treatment to one particular guest or guests' group.
Event Theme: Theme means subject. An event can be based on a particular theme like : hollywood, hawaaian, egyptian, balloon, clock, red, white etc. Theme based events are generally parties or wedding. Like we can have party based on flowers theme. Such type of parties are known as theme parties. In a theme party, everything from dress code, decoration, games, music, gifts, favors to food and beverages are based on a particular theme.
Service Providers: Who will be your service providers? Any professional providing any type of service in lieu of money is a service provider. For e.g.: DJ, anchor, florist, videographer, photographer, make up artist, performers, decorator, models, technicians, usher etc.
|
