The first step in planning an event is to create a detailed briefing document. The basis for this is the five W's - who, what, when, where and why?
Events: Plan, Plan, Plan - Written by Clyde Carroll
The first step in planning an event is to create a detailed briefing document. The basis for this is the five W's - who, what, when, where and why? It is important to write them down. Things have a way of spinning off into something else entirely, but if you stick to this document, you will keep your goals in sight.
Decide on your wedding date and begin to work backwards. Draw up a detailed timeline of everything to be done between now and then and determine who is responsible for each task. If it helps, rather than just telling suppliers what you want, you tell them how much you have to spend.
People sometimes make the mistake of going with the first quote they receive from a supplier. Thousands of euro can be saved by seeking more than one quote on every element.
Clyde Carroll is manager of events and commercial partnerships at Chambers Ireland.
Steps To A Successful Event
1. Book your venue well in advance. Provisionally book your favourite venues for the desired date. Then, when you've made a final decision, confirm your venue and release the other venues
2. Underestimate your income and overestimate your expenditure. This gives you leeway if you don't get the numbers you were expecting or costs go up.
3. Get all quotes by writing / by email. This way there will be misunderstanding or negative impact on your budget when you confirm the service.
4. Walk through the event in your mind from start to finish, as if you were an attendee. This helps you visulaise every element of the event and formulate a checklist.
5. Confirm nothing over the phone - this can lead to mix-ups with suppliers or service providers.
6. Prepare a checklist before the event.
7. As the event co-ordinator, make sure that you have the final say on everything to do with the event.
8. Finally remember, Murphy's Law - if it can happen, it more than likely will! So be prepared and be flexible in your planning.