Protocols of Events Management Cont’d

When and Where?

As stated in the previous post there are five (5) W’s of events management protocol. The first three, what, why and who were covered previously, in this post, the aim is to cover the next two (2) which is when and where.

When

Potential Dates and Times of Venue.

Getting a venue for an event is very important, just as important as the event itself. Many times the absence of availability of the appropriate venue and difficulty in accessing another leads to an event being postponed or cancelled completely. The job of the planner is to contact all key venues and get the date and times the venues are available before determining the place, date and time it should be hosted.

Being Mindful.

There are appropriate and inappropriate days and times for hosting an event. Choosing an inappropriate time can cause any event to be a success or failure. Being mindful of holiday’s especially religious holidays as well as community or institutional events that requires the same audience as for your event goes a long way in the success of an event.    

Assigned Seating

In formal events, seating arrangements are very important. Understanding who an individual is and which seat suits them best therefore is of utmost importance. Assigning guests seats also relieves social anxiety as much guess wishes not to draw too much attention when entering a room and having to find their own seats after all other guests has been seated. Guest appreciates the fact their host took time to place them so they can find their seats easily and not take away too much attention from what is at hand.

Where

What is the Appropriate Venue?

Understanding what the occasion celebrates allows the planner to advise the client whether or not the venue should be indoors or outdoors, by the beach or another suitable place. Choosing the correct venue maximizes the ambiance of the surrounding environment; allowing the experience to be what is expected.

What is Needed?

To host the event is a stage, tables, chairs or other accessories needed. Asking these questions when planning an event is very important as the absence of what maybe considered a necessity for that event can cause complete chaos, disappointment and anger for the host.

Is there Parking?

When persons go to an event now a days, there are few person that travels to get to the venue. In most instances persons drive themselves, their friends and families to celebrate the event at hand. Therefore parking is of utmost importance. Many of times persons go absent for parties because there is inadequate parking or the fear there is insufficient security to ensure the safety of their vehicles. As an event planner, ensuring the venue chosen for whatever event is important which contributes to its success. 

Protocols of Events Management

The What, Why and Who?

There are protocols in events management, simple events classifies it as the Five (5) W’’s. They are the what  and why, who, when and where. Many of time a host has an idea and expectations but no knowledge of anything else regards the event. After a planner is hired, by using the five (5) W’s, the planner helps the host put things into perspective that allows the magical experience that is expected.

What and Why?

What is the goal of the event?

 After having this question answered, the planner understands the target audience and gains clarity whether the event is formal, casual or semi casual which brings clarity on what approach should be taken to ensure the event is a success.

Who is your audience?

Even though the first question puts into perspective what kind of event is being held, this question should still be asked as it goes a bit more in depth on who are the people that are going to be present at  the event; allowing for better planning. There are weddings with children and those without, an events for couples only, knowing the difference allows the planner to tailor fit the plans.

What is the dress code for guests?

Simple as this question may seem, this is a very important question that should be asked. Many of times, guest shows up to an event inappropriately dressed. Asking this question ensuring the response is written on invitations prevents embarrassment to many guest that may have some uncertainty on how they are expected to dress for the particular occasion.

What is the appropriate time of day?

Many host is of the view every celebration, is be held after dark. However there are appropriate times of day for different events.  A planner understanding this is the duty to relate to the client what is the best suited time of day for the event at hand. Some clients maybe stubborn and insistent on the set time of night they see fit to host their event. The planner’s job is not to force but convince the client the appropriate time of day by relating how the different radiance of day and colors chosen sets the tone and compliments the visual appearance, enhancing or taking away from the expected appearance.

Who

Key Players

At every event there are “key players” or important persons that will speak to the audience. Knowing who these persons are and what order of appearance they speak is very important. As the planner this information is critical because in formal events such as corporate events or events concerned with government dignitaries there are possible consequences for getting this wrong.

What is the Appropriate Size of the Guest List?

Planners understands this field very well and is able to inform their clients what is the appropriate size guest list for the event at hand. There are some events that all persons the host wishes to invite can attend however for formal events there is an order that has to be kept and respected.

Who must and who Should be Invited?

With government events, line minister, permeant secretaries and immediate heads of department has to be invited; they are a must. These individuals must be invited whether or not they are well liked by others attending the event. However where it is a formal event such as a wedding, the bride, groom and their family can invite whomever they see fit with inviting. 

Question: Do you believe choosing the wrong time of day can spoil the "magic" for a special occasion?

Next Post: Protocols of Events Management Cont'd  

Skills of an Effective Events Planner 

To be an event planner, there are certain skills that are mandatory to be a success.  These skills includes, creativity, flexibility, visualizing the unseen and getting it done through others. Other skills needed are the ability to meet deadlines whilst working under pressure, multitasking while juggling other projects, excellent communication skills both written and verbal and all in all being patient with your client.  

Being patient with the client is one of the biggest and most important skills needed in the industry because every client wants their event to be a success, set apart from other alike events; one always to remember. The client has an idea what they would like and how much money should be allocated to get it done. 

 The key to flawlessly executing a successful event is organization as it requires a lot of preparation. Individuals must dedicate huge amounts of time for the event to be successful. However with today's society where everyone is always busy, hiring someone is always easier. This firm or individual who were charged with such responsibility are supposed to have the required skills as they are the ones picked to bring to live the clients vision of the event. 

To bring any event to live, the planner has to interact with vendors, ordering goods and services that would be needed. Advising these vendors what, where and time the products are needed. Further the events team has to coordinated on what are the plans and how the are expected to contribute towards the finished product. The planner is the one making all these activities happen yet assuring  the client all is well; there is no need to worry.  

Question: Should clients have fears even after hiring an events planner? 

What is Event Planning?

When the term Event Planning is heard, a spectacular event such as the Olympics, Presidential Inauguration or any other formal major event is visualized. Indeed these events requires the skills of events planners however event planners work on other events that may not be at the national or international scale. These events includes weddings, dinners, grand openings, Christmas functions, corporate functions, birthday parties among other events.

The big question still remains, what exactly is event planning? Events Business Academy describes it as "the co-ordination, running and planning of all the people, teams and features that come together to create every kind of event". In simple English, event planning allows a sponsor to pull together an event hassle free with the help of a professional; an event planner. 

Before there were professional events planners, family members, employees or friends would be the ones caught up in organizing, orchestrating or directing the event at hand to ensure its complete success. In doing so, many of times, minor details that contributed to the moment becoming magical were forgotten or ignored or these individuals were so caught up and busy, they themselves missed the moment entirely. 

In the recent past, it has been realized some moments happens only once in a lifetime and as such should not be missed simply because one was so busy organizing in the background. This realization over the years has contributed to Events Planning becoming almost just as important as the event itself.

The blog simple Events Planning was created for an internet marketing course by the writer.Successful completion of the course contributes to obtaining an M.B.A  from Anglia Ruskin University. 



Question: Do you think event planning is an important criteria when organizing an event?



Next Post: What are the skills required to be an effective events planner.