It is a good idea to start the event planning process by making enough coffee to serve everyone in your office. Don’t let your coworkers get the wrong impression. Leave the delicious aroma wafting around the kitchen. You have the chance to enjoy this moment. After having enough caffeine, you can sit down and think about the event. You will have more questions about event planning than answers at the beginning of any project. This is why brainstorming is so important in any planning process.
It is important to ask quality questions about event planning that will get you there. Because details make events stand out, you need to get into every aspect of the event. If you take the time to make your event memorable, guests will be impressed. These are the essential questions to ask when planning an event.
What are the objectives of the event?
While the fun and decorative details are important and exciting, you must have a solid foundation. Building a house: if the foundation and contractors don’t agree, the beautiful walls will crumble. To avoid disasters and catch problems early, communicate regularly with everyone involved. You get the idea.
Keep track of your SMART (specific, measurable relevant, achievable, relevant, and time-bound) goals and create detailed notes and action plans. Once you have established the foundation of your event, you can begin to handpick the details that will make your event shine.
What kind of event is it?
This is the first question you should ask about the event’s nature. It will determine all future event planning questions. Are you a meeting organizer? A corporate event? A promotional event? You are hosting a promotion event to launch a client’s outdoor recreation gear. A rowboat race will occur on a lake with a celebration picnic following.
What is the best time to host this event?
Once you have identified the type of event you want to host, you can plan it. Asking more specific questions about event planning. Consider the season and time of the boat race. While warm weather is best, extreme heat and humidity can make it uncomfortable for guests. You will be subject to different conditions depending on the time of year and day. There will be some limitations when time and date selection, but you should still take advantage of all the possibilities.
Outdoor events like your boat race should be considered in the event of inclement weather. Your event will be held rain or shine. Is there a rain check? In the event of cancellation, will guests receive a refund? These details are important information that your guests will want to know when they reply to your RSVP.
Once you’ve decided when your event should be held, make sure to look into local and regional event calendars to see if there are any other important holidays, events, or similar happenings within the same period. Be aware of your target guests and their interests. It would be horrible to let a major annual event overshadow your event and lose guests due to a single oversight.
Which venue/location will the event take place?
While you know that you will need water access to race the boat, what other questions should you ask about event planning regarding the location? Do you need seating for the entire race? You will need to decide whether to provide shaded or sheltered areas for the outdoor event. You may find large shade trees, pavilions or indoor facilities with toilets at some venues. Your choice of venue will impact the type of inclement-weather plan you offer. You may not need to establish a cancellation policy or rain date if you have shelter.
Also, consider the food plan when you are considering the venue. Is the venue catering, or will an outside company cater? Do you accommodate any dietary restrictions or preferences? You will need permits depending on where you are serving alcohol. If the venue does not provide tableware, what type of tableware do you need?
Your venue’s amenities will help you determine the gaps in your plan. It is crucial to determine the type of experience you wish to offer your guests to make these decisions.
What should the theme look like?
This event is important to attract people. It would be best if you grabbed their attention. Your goal in the boat race is to promote the new outdoor gear of your client. To create an identity that people can recognize and want to be involved in, you should partner with the client. You can get people excited about the event if it is a standalone event. Are there prizes or games? Is there an alternative attraction such as a portable rock wall? Or access to the boats and rides after the race? Attractive attractions and features that match your theme will entice them to participate.
What’s unique about this event
What would you do if you were an organizer and not an attendee? What have you enjoyed most about previous events? Assume that your race/picnic is Wild West-themed, and all participants must wear costumes. You can tie all the pieces together by choosing the right details. For example, ensure that the promo materials use imagery and fonts from the era. Or have a part of the picnic catered in that theme. Your event will be memorable because of your attention to detail.
What services do you require?
After your event has begun to take shape and you have mapped out the foundation, don’t forget to market it and capture the unforgettable moments with your guests. To get guests excited about your event, will you be able to offer a teaser? Do you want a photographer or a photo booth for your event? Have you thought of a live streaming videographer to make your event more accessible to all guests? An external vendor can help with event services such as registration, and live social media feed walls or any other audio/visual setup. This will enhance the event’s experience and engagement and allow you to concentrate on your guests and the event itself.
No matter how well-planned your event planning is, you will most likely overlook one thing because you are too involved. A team of eyes will see the details better, so make sure to share your plan with a colleague before doing anything. Communication is crucial to the success and enjoyment of any event. Keep in touch, and you’ll have great conversations about all your questions.