Generally, the process leading up to any event is tedious. The process requires nothing less than commitment, creativity, patience, and attention. Many obstacles in the planning process must be overcome. It goes without saying that these challenges define a successful event and, to some extent, the planner. Having said that, here are five fundamental terms that will help you navigate the overall process as an event planner.
The goal of the event should be stated clearly throughout the conceptualization process. For instance, the goal of the event is to raise money for a specific charity; therefore, it is a corporate function for shareholders. The goals of the event and the methods for achieving those goals should be made clear to the guests. Additionally, the type of event that will be held is disclosed here. The planner can find the necessary resources for the planning process based on the type of event. Simply put, conceptualization typically answers the questions of what, when, where, why, and who?
Coordination refers to the planning stage of the event. This is the stage where the budget is created, the venues are reserved, the event theme is chosen, the supplies are purchased, the venue is decorated, the staff is hired, and so on and so forth. Also, at this point, you should have already organized transportation to and from the event site, made catering plans, and prepared a backup plan for every element.
During this phase, you are comparing the specifics of the plan with what is actually happening at the event. Control measures must be implemented to make sure everything is going according to plan. If not, steps are taken to resolve the issue. Your initial plan sets the tone for your timing and budgeting. Conflict resolution and customer and supplier conflicts are also covered by event control.
This is the delivery phase. The planner must be on top of things on many different levels. Several things need to be carefully taken into account for an event to be successful. Communication is one of them, and participants are anticipated to receive updates regularly. Therefore, a trustworthy communication channel should be used for the activity. Since every delivery needs to be documented and paid for, you can assign this task to someone else and keep an eye on it from a different perspective. The execution of the plan, including the reception, services, entertainment, security, etc., is the main focus of this phase.
This is the post-event activity that happens following successful delivery. Contract termination, client and attendee feedback, quality improvement, performance evaluation, reporting, review, awarding the team, acknowledging the assistance you received, etc. are a few of them.