Event Planning

Once you have your strategy in place, it is time to start planning your event.

If you have gone through my Winning Workshop Road Map Session, you have your essential tools: the Budget Worksheet and the Event Specifications Sheet.

Your Budget Worksheet is a work in progress, which is updated as you sign your vendor contracts.

Your Event Specification Sheet will have the outline of the event, the kinds of elements you need, like breakout rooms, food and beverage events and any vendors needed to create a live or hybrid (part live, part virtual) event. You can keep this as your guide to secure bids and proposals from your venues and also from event planners, such as myself.

To get you started on the path of planning your event logistics, here is a checklist of to do items.  This list is by no means complete for some events and for smaller workshops you may not need everything listed.

Site Selection

  • Research Venues
  • Get proposals
  • Negotiate contract
  • Sign contract

Vendor Selection

  • Technology (audiovisual, lighting, livestreaming)
  • Décor
  • Staging
  • Photography/Videography
  • Entertainment
  • Speakers

Venue Management

  • Monitor and adjust room block
  • Meeting and registration area room set up
  • Menu Selection for food and beverage events

Pulling it all together

  • On-site Event Management
  • Vendor Management
  • Event Set Up and Tear Down
  • Speaker Management
  • Backchannel Monitoring (Twitter, Social Media)

If your head is spinning, there is good news.  You do not have to do it all yourself.  You can outsource all or just part of your event logistics to an experienced event planner.

With over 20 years of event planning experience, Daphne Bousquet, CMP can take your event logistics headache away. This will allow you to concentrate on the profit producing aspects of your event and your business, such as marketing and promoting your event, and creating products for your clients to buy.

Contact daphne(at)eventsandprofits.com to get rid of your event logistics headache now.

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