For the first time, designers are often completely removed by the fear! Even those who are planning events over and over again the fear that something will go wrong and that will be the subject of ridicule. We hope to remove the fears and distracted by the butterflies in my stomach all through the project.
There are a lot of questions that you need to ask. first time visitors probably do not have a clue what to ask, then, agree that the first thing we would do well to theseThem.
Perhaps the easiest way to do this, fill out a form. (I love the shapes!)
If you were to call me and ask me to help you make arrangements for a special event is the first thing I would do, to get an empty form, and over the phone, we fill it. If I had all the information, I would be better prepared to help.
Before reading any further, if the meal planning worksheet (PDF) to print from my site. You can use the followWorksheet when I describe the planning process. I also have a worksheet for planning pre-filled example that you mentioned help.
Let's start with the facts.
PURPOSE
The first question is: "What is the purpose of the event?" This question should really be easy, but it is perhaps the most important. The purpose of the event to determine your event on the agenda.
DATE
Break-out timetable for deciding a date for the event. Check for possible conflicts. Could bedifficult to find people to a banquet on Saturday evening, when it comes to a vacation of three days. It would be unwise to set a church, if your local Social Sciences, where most of your community had been visited by children, with an open house or playing that night.
Pencil in a date and then try to think about possible conflicts. I know of an organization that is very popular and relatively expensive Jewish comic book in the clubhouse of a predominantly Jewish retirement community. Attempts to sellTickets failed miserably because he did not realize that his appearance had planned for a jew holiday - a very costly mistake!
BUDGET
There are many, many factors in creating a budget. First of all, how many are expected? Perhaps you have a good idea for a commercial holiday, but in some cases you might have only a "guess timate" until you can get more information. Make the best estimate based on what facts you have andcontinue.
Ticket price
Another factor to determine before choosing a location is what students are willing to pay. Of course, we work in the opposite direction, we are able to select a location, hire a group, choose the menu, etc., and then add up how much it costs, and then determine how much each should pay, but that's probably You may end up evil.
If you expect 1,000 people, and determine $ 25.00 a person is acceptable, then the entire budget for food,Print, entertainment, etc., is $ 25,000. If you only have 20 people and expect you to know that they are not, if it is above $ 5.00 a person, so I know they are much more limited.
LOCATION
Determine the geographic area where the event will take place. If you live in the area, where the event will take place, it can be for a number of hotels, country clubs, restaurants and catering halls to accommodate your group can know. If you do not live in the area, you should go see the potentialPlace the first book. If the event in a distant city and it is not possible for you to go there, and the event is significant, I would recommend a professional meeting planner.
I was at a banquet in a picturesque "malt-shop-50's restaurant. The party planners did not want the room where he had gone to see the party. He took the word from a friend. Even if there is a large restaurant, but their "room" was about 5 permanent stalls on every wall.The guests were all in different directions. This has made it almost impossible for the magician to perform the set that he had. To further confuse the issue, was not even a separate room. restaurant customers were not able to get to the bathroom without the party, and 50 music blaring from the speakers on the ceiling all night because it was passed around the restaurant and not be isolated from a room. A visit earlier this would have avoidedNightmare.
Many if not most institutions do not charge a fee for the use of space, but absorb the rental price of the meal. For example, in our sample of 200 people, seem to be a structure for banquets, a private space to sell 200 dinners supply.
Usually they have several dinners to choose from - perhaps a chicken dinner, with drinks, salad and dessert for $ 12.00 per person, or chops at $ 18.00 each, or sirloin steaks$ 25.00 per person. In our example, costs $ 30.00 per person. We choose the Prime Rib for $ 18.00.
Does that include tax and tip? Oh, Oh! Find out if it works, or you can create a surprise at the end of the night. Say it. 15% gratuity and 8% (or more) makes the meal tax Total $ 22.14 per person. Our budget calls for example, 200 people $ 30.00 each for a total of $ 6,000. If all 200 people present, the dinner will cost $ 4,428. This leaves $ 1,572 for all otherCosts.
Among other things, the system may ask for an advance payment and security. If you guarantee 200 people, it must also pay for 200 dinners displayed only when the 175th In general, an institution is willing to serve the people about 10% more than ensuring you. So it makes sense to expect that a smaller number of you warranty. Even some of those who said he would absolutely love to be there, maybe you made a deposit, not for one reason or another show.
Just to be safe in ourExample for 200 people, I guarantee the 185th restaurant when the sale of tickets, which I recommend, you could always just your quote to the restaurant a day or two ahead of time if necessary. Place the system on their needs in relation to a change in the warranty.
AGENDA
The next evening is largely determined by the event will end. A typical case might go like this:
6.00 bis 07:00 Watch - now on-line or a cocktail
7.00 bis 08:00 Watch - Dinner
8:00 -08:15 - Meeting / Awards / Business
8.15 bis 09:00 Watch - Entertainment / Speakers
9.00 bis 09.10 Clock - Lottery / door panels
9.10 bis 01:00 Clock - dance
"Collect" An hour is always good. There is an opportunity to do both these things when you actually sit down to eat. It 's my experience that almost all too late, so plan for them and starts disappointed when it happened.
If you are having a cocktail? A bar "Hosted" means that free drink for partygoers.If you choose the host cocktails, prepared to spend about $ 1200 for our sample of 200 people. Most company-sponsored events are "non-host" bar, where you can buy their own drinks. It is appropriate to proclaim "hosted" or "No-Host" in the contract.
Some form of entertainment during the cocktail hour is definitely a plus. The system can stream music in its sound system, which has certainly led the cheapest, but for about $ 300 you canLive music. Most conference rooms have a piano, sometimes on wheels, and you can rent or piano or use it for free. Fee for rent piano should be about $ 50 to $ 100 and a pianist anywhere from $ 150 to $ 250
Other entertainment cocktail hour could be an ensemble of chamber music, jazz or the "Company" trio, harpist, accordionist or a walk. Strolling close-up magician, running from group to group or table to table, is always fun. other forms of entertainmentfor the cocktail hour could impersonator of celebrities, mechanical or traditional mime, a balloon animal sculptor, cartoonist, graphology, palm readers, tarot reader, waders, or anything else you think! Here, your budget meter.
DINNER
This is quite simple. If the Maitre'd says dinner is ready, you sit your party!
The vast majority of the banquets have assigned some people to sit at the head table, seated while everyone else canwhere they want. If you want a head table, you should place a small marker awarded to those who sit at the table of the head, and do not forget to discuss how the table with the plant.
OPENING
Someone, maybe you should come to the microphone and announces that dinner is ready and we ask everyone to sit. If this was achieved your President, or who is the president, everyone should welcome.
It should, in most of the banquets, have led someto salute the flag, followed by a blessing for the food chain. People should not be cited as the basis for this work to the arm, but must be made in advance and their names and responsibilities must be included in the printed program, if there is one. Following the flag salute and prayer should be your master of ceremonies (or who is the head even more) to bring the people sitting at the head table, he put the last one.
THE PROGRAM
When a company of any kind will be made ifSweet is ready, or at least served. Make sure that the system knows that you do not want your Büssing (clearing of tables) or coffee served after the program started because there are an annoying distraction and away from the enjoyment of the program.
ENTERTAINMENT
After an introductory speech and / or other companies can introduce the main speaker or present a form of entertainment.
This could be the highlight of the evening! There are manyexcellent after-dinner speakers and performers. If you really want to have a successful event, hire a professional. In this letter, now $ 500 to $ 1,000 you can get some entertainment rather than first class.
How about a comic-magician, who uses one or two members of your group and has some hilarious piece of tricks participation of businesses and the public the magic - ride 30 or 40 minutes non-stop!
Or picture this ... the dessert was served and walk ", Lieutenant Colombo, completeCoat and cigar ... "Oh, excuse me," he says, "I was looking for someone else." All eyes are riveted on this familiar figure as he turns and starts walking. "Ah, another thing, this is Walker's party?" Then for the next 30 minutes or so he makes a routine play in style and delivery of Peter Falk as Lieutenant Colombo with the names of people in the group.
This rock your people in front of their seats laughing. These are just some suggestions. Everyone loves to laugh,and a good professional entertainer can be a hero.
How did you find this type of entertainment? Note also the friend of good intentions. Sometimes the setting of a friend of a friend who tells jokes or playing the banjo can put a wet blanket at night, when not living up to meet your expectations.
Probably the best way is to ensure the talent of a professional talent agent, who specializes in working special events. Normally there is no fee for his services. You canRecommendations and suggestions on what your needs are basic and work within your budget.
Some animators, special requirements, like a stage, spotlights, two microphones, or something else, and these terms must be agreed with the structure. There may be a fee involved.
CONTEST / door panels
In-door prizes or raffle prizes, should only take place after the conversation or keynote speaker. Perhaps it is an incentive for your visitors to stay upat the end.
If you sell lots are still you need a budget. How many tickets are sold and for how much money? Want to make a profit? Suppose you expect to get 100 tickets for 200 people to sell and we sell them at the banquet for $ 2.00. That gives you $ 200 to buy with prices. You can set this value to grant general or someone in your family, take care of all the lottery, including the purchase price and the sale ofTickets.
DANCE
After the draw, the formal part of the program is really over. Your employees can now go home. If you choose a DJ or band can be left for the ball.
The plant would be responsible for creating a dance floor. Sometimes a portable dance floor is built right on the carpet. A band will cost anywhere from $ 150 per band member for $ 450 per band member for four hours. might be a little trio of keyboards, drums and guitar anywhere$ 750 to $ 1,500.
A $ 1,800 to $ 3,500 five-piece band including a singer, is average. If you hire a band, you may be able to use one or more of the musicians themselves, to provide cocktail and dinner music for a small fee. You need to make a rule, a down payment at time of rental of the band. About four hours is considered overtime game, and you should talk to the band or agent about the cost of overtime if you take the first steps. Bands alsoneed to take a 10-15 minute break every hour. Ask if the band deliver the recorded music during breaks.
MOBILE DEEJAY
Sometimes you need to maybe play a DeeJay recorded music instead prefer to hire a band. This gives you the advantage of hearing the original recording artist rather than delivery of a dance group.
Another advantage is that the majority of mobile devices based DeeJay before dinner and offer to play the dinner at no cost, and, of course, is not a DeeJaya break in the evenings, so you have non-stop music for the event.
Cost-wise, there is not much difference between a 3-piece band and a deejay. Some DJs have a show full of light to make the bands very few, and even with an extra cost, this could be a real plus. I think it's just a matter of taste. Some insist on a live band and the others are equally adamant about a DJ.
Photographer or video-
Video recording of an event, except for historical purposesunnecessary. Rarely the videotape or DVD more than once observed after the event. Yes, maybe a bar or bat mitzvah Clock recording his later years as they age, and perhaps even a bride and groom would be a good change and view the recording compressed. A company or organization banquet, but is almost never seen.
I recommend renting your budget allows, a professional photographer, without one of your guests or a frienda friend who takes photos only twice a year. It could could provide the photographer prints or a CD with your digital photos in that case, you can easily print your photos.
PROMOTION
Probably the most traumatic thing that can happen is that you planned the entire event and then no one came. If it's a company party and the food, entertainment, drinks and all the dance is free, do not think I have a problem until you let everyone know when and where andFREE!
But if not, it may be necessary to promote the event. After all the facts (what, when, where, why, who and how much), you can create a flyer - designed a piece of paper with all the facts out to motivate people to visit.
If you are an artist, great! You can download the flyer itself, if not, maybe someone in your group, and you can help. Otherwise, you must "brutal out" as you would do and take it to a graphic artist to do itto 'camera-ready copy for you, then off to a printer to print a lot, but it is necessary. How many of you will see how you're going to have to depend on them for distribution.
The layout, printing, envelopes and postage, are all in your family. Of course there are other ways to promote the event - word of mouth, bulletin boards, telephone committee, club or company newsletter, posters. If the event is open to people outside your organization, you can try to use the publicChannels of other groups, businesses, schools, etc, as well as their own. A brainstorming session with the committee, if you have to think about all the possibilities, you can get the word out.
And remember that if you want to get people on your business, you can not just tell them. You have to tell them and tell them and tell them! Use all available resources, and do not hesitate to repeat. The more often you tell them to get more!
TICKETSALE
There are many ways to do this that there are ways to promote the event handle. If the layout of the funds in time (which is usually the case), it is good to get as much money as possible for the front. Pre sale tickets will help you to do so. Of course, you need to advertise your state requirements and deadlines. This will also help you monitor how many are taking to deal with. However, remember that there are still some last minute cancellations and additions remain soflexible.
TABLE ASSIGNMENTS
As mentioned earlier, most organizations have only the head table, and the rest of the audience are left to sit where they want. Some groups insist on drawing pictures of the boards on a sheet of paper, numbering, and therefore the attribution of specific individual tables.
I think it's much more work than necessary, but if you must, then at it.
Some banquets, especially to honor those individuals or groups, provide complete tables for sale. "10People per table at $ 30 each means that for $ 300, anyone could book a table. Make sure you put a sign "reserved" on the table from which the host name.
The printed program
When all the facts, if the budget allows, you might be a nice printed program located at each site or distributed as people arrive. It should be given the agenda for the evening and credit to all those who contributed to the event.
Many organizations have been able toSelling ads in the program to cover the cost of printing, or even to raise some extra cash. I put $ 250 of income in the profit column in our example. I do not think you could convince 10 people to give their business card and pay $ 25 for the last page of the program be publicized? Of course, this idea might be a bit 'sticky when the event too little Bobbie's 10th birthday. Use the best decision.
DECORATIONS
This could be a big deal or not - strictly to you.If you've taken a fair one, and not a special event of the season as a Christmas or Halloween, why not just enjoy the structure set up? If you think you need decorations and you have a large enough budget, called a balloon decorator shares used. Do much to dress a room without spending too much money.
Centerpieces on each table to look good. You can ask someone to donate them or someone to do something intelligent for each table. Many institutions do thisa nice table layout that is not a basic necessity. Do not spend money unnecessarily, but do remember that it is better to be the most beautiful environment, the more memory or event in the minds of those who participate who want to make your next event will bring some resources will be!
A note of caution. Are you with entertainment, make sure that large
Center, balloons above all, do not block the view of the area of performance or even the people sitting on the opposite side of theTable to see and talk to one another.
Done!
Yes, you fret and worry, until everything is over, but every designer party. Relax, do your best and have fun! (Here's a secret: If you like to enjoy what you do, people who do it for that, too!)
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