I’m always approached by folks who want 92Q to come out to their events, but it’s almost always a situation when the coordinator isn’t knowledgeable of the proper steps to take when organizing an event. The idea is great and the purpose behind it is great but there are a few steps you should take so that your event is a success and the police aren’t called to break it all up. Not over violence but you probably forgot that one important step in requesting a permit.
Follow these steps before you make your fliers:
Why are you doing this? This analysis helps you gain a clear focus on the event’s objective. Think about guest satisfaction before planning, including what the guests will enjoy as far as entertainment, music, theme and prizes
How much you got to spend on this event? Determine the budget. If this is your event, you know what money you have to spend on an event. Planning an event for someone else requires careful analysis of how much money is available to spend. For some events, companies provide a budget and coordinators must work within those limits. Consider how many guests will attend the event and set an approximate figure. Think about locations, entertainment, food and drinks when determining a budget.
Location! Location! Location! Not only in owning a business but organizing an event as well! Choose a location. Compile a list of possible venues. Send a Request for Proposal (RFP) to the sales department for each venue. Outline the event requirements such as date, number of guests, food and beverage needs and the type of space desired. Select three possible locations and arrange a meeting to inspect the space and speak with the event planner. Consider the overall appearance of the location, proximity to public transportation or available parking, attitude of the staff, size of the location and flooring if there will be dancing. Select the location best meeting your event needs. Negotiate a written contract with all details included.
Then you think about food and drinks that will fall well within your budget! The final step is getting the word out!
Everyone wants to be like Diddy! But nobody wanna do the work!