Are you planning an event? Lost on where to start? Read up and we will share in this article the initial steps you need to take when planning an event, be it a simple or a massive one.
The first thing to do for event planning is to identify an organizing committee. Some calls it an executive committee. This group comprises of the key people who make informed decisions about the upcoming event. This is also the group where heads of each committee come from. There are three main functions of the organizing committee – planning and advisory, executive, and worker functions.
- Planning and advising – this involves the formulation of event plans and policies. Decisions are finalized as a group instead of individually. Ideas for implementation and pressing issues or concerns are addressed through this function.
- Executive – because the organizing committee knows the ins and outs of the event, the committee members are able to train, assist, or supervise the work of the other event personnel.
- Worker – should the members of the committees fall short on their performance of their respective roles, the organizing committee personnel can act upon the roles directly since they are all skilled and knowledgeable about the event.
Once the organizing committee has been created, it is time to create the sub-committees and assign members to each. There are different types of committees but the basic are as follows:
This team is in charge of all money matters. From budgeting to sponsorships all the way down to solicitation of donations. Because in event management, money is fuel, there is pressure for this committee to rake up as much sponsorships as possible.
If the event is quite huge, is expecting many participants, or will be happening for several hours or days, there may be a need for food supplies or catering. While food preparation may not sound tedious, it actually is because the food committee also has to consider the participants’ food allergies, preferences, or religious limitations.
Logistics is one the most difficult processes in event management. Some would even call it the “lifeblood” of the event. It is concerned with the venue, ensuring and managing deliverables, setting up, laying out, control and security, and risk management. The logistics team will oversee everything venue- or set-up related from start to finish. The ingress and egress sub-teams will be coming from this committee as well.
An event will be a sure flop if there are no attendees or participants. This is the goal of the publicity committee – to market the event both offline and online so that the buzz can reach a wider set of audience.
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