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.