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