Logical logistics: orchestrating big events start with a plan.

As an event planner, I attend many business functions to network and showcase the awards programs hosted by Northern Ontario Business. When people learn of my career, their initial reaction is almost always "what a fun job!" And I must admit, it is. Anyone who enjoys a challenge, lives for deadlines and details, enjoys meeting new people and doesn't mind a little heavy lifting, would feel the same.

Fun, however, does not translate into simple, or straightforward, and certainly not stress-free! Most people who are planning an event from beginning to end are likely to use the words overwhelmed, over-stressed and over-budget when describing their experience. So how do you overcome these obstacles?

Have a plan.

This being said, the first part of the plan begins with your event goals and objectives. What do you want to accomplish? Who is your target market? How many delegates would you like to host? Is a keynote speaker required?

Document everything. You cannot have a plan without writing it down. There are numerous logistics to remember during the planning process and on event day, so keep a running list. Separate it chronologically and include every last detail.

[ILLUSTRATION OMITTED]

Determine your budget and remember to include hidden costs such as service fees and gratuities. Include anticipated expenses and all revenue streams. Now, choose the event date: a seemingly simple task that is far more laborious than one would think. Events in the business than one would think. Events in the business world are numerous, and choosing a date that conflicts with another event limits your potential for success. Take seasons into consideration also, this is Northern Ontario after all. It is surprisingly difficult to sell-out an event during moose hunting season! Although you will not please everyone, think strategically and do your research.

Choose the venue. Consider the number of attendees expected, the food and service, speaker requirements, location and costs based on the budget. Establish a relationship with the catering manager or event team of the venue and follow-up regularly. Keep them in the loop by sharing your event lists. The more they know and understand about your event, the smoother the day will run.

Develop a marketing strategy and marketing materials. The marketing materials will set the tone for the entire event. Is there a theme? What colours have you chosen? Use your goals and objectives to determine the design and carry the feeling through to all of the collateral created for your event. This is also the perfect opportunity to enhance your corporate brand.

[ILLUSTRATION OMITTED]

As the event nears, the details become important. Schedule a taste test will the venue and choose your meal. Invite and confirm dignitaries you would like to attend. Confirm audiovisual requirements. Select gifts for speakers. Prepare and order signs required. Arrange travel and accommodations for VIPs and staff. Follow-up with all vendors related to the event and confirm bookings, timing and payment.

Within two weeks of the event, begin packing. Use your event list to ensure you have everything you need. One-week prior to the event, confirm responsibilities of all staff. Review the agenda, registration lists and walk everyone through the day's events.

And just like that, it is event day! Granted, unforeseen circumstances will arise. You have to roll with the punches, be quick on your feet, diplomatic, accommodating, and most importantly, know what you're talking about.

Suddenly, a year's worth of planning is over in the blink of an eye. Registration was seamless, timing was precise, food and service was superb, audiovisual wowed the crowd and all in all, the event was a huge success. Congratulations on a job well done. Rest for a moment. The event might be over, but your job is not.

Follow-up after the event is as important as the planning that went into it.

Immediately following, send thank you letters and packages to sponsors and other dignitaries involved. Write thank you cards to all the vendors, particularly the venue that accommodated all of your needs. Reconcile all invoices and be sure to pay in a timely fashion. Submit expense reports for staff and VIPs. Create a post-mordern document, detailing every aspect of the event. Plan a post-mortem meeting with all staff involved in the event. Discuss what worked, what didn't, what could be improved and use this information in the planning process for the next event.

Now rest, but only for a moment; you need to start planning the next one.

www.noba.ca

www.influentialwomen.ca

www.emerging.leaders.ca

www.40underforty.ca