The Blueprint to Achieving Event Planning Success

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Red Jeweled Media now offers event planning thanks to our event planning Associate, Anna Beaty. Read her post and check out our event planning offerings too!

When you attend an event (whether it's a personal affair or a marketing or PR related event) do you notice all the little pieces that are working together to make the event either memorable or forgettable? If it’s a well executed event you should be sublimely naive to the intricacies. Guests should be oblivious to what goes on before and behind the scenes of the event. As an event planner that is my goal for my hosts and my guests, sublime oblivion.

In my experience, if the small things are executed correctly the success of the event is imminent. Details should work in harmony unbeknownst to those attending the event. A well orchestrated event has servers appearing from thin air to freshen your wine or remove a dirty plate. The music and the flowers seem to be playing off one another and the table and seating arrangements facilitate active and interesting conversation.

One of the misconceptions about event planning is that anyone can throw a party. But there is a lot more to it than that. The trick is to understanding how to execute the small things. You must remember to pay attention to the details. But you also must not get bogged down with their execution. It is easy to get lost in the minutia. If this happens you can lose sight of the event’s goal, and more importantly unnecessarily stress yourself out by trying to make it happen. Make sure that your details are attainable and necessary. Their necessity and probability of execution can be determined by creating and executing an event blueprint.

A blueprint format that I use to keep myself on track is my Event Four-A: Attention, Audience, Atmosphere and Affect.

Attention

Pay attention to the needs of your employer or client

• Why are they hosting the event? 
• Who is coming to the event? 
• What do they hope to accomplish?

Do your research

• What have they done in the past, what worked, what didn’t? 
• What are they known for, where can you draw a theme from 
• Who are they? Get to know the company or people who will be hosting, in person if possible or through online or marketing collateral 

Audience

• Host, Sponsor or Client 
• Guests/Donors 
• Sales Prospects 
• Media 
• Public
• Others....

Atmosphere
Develop a theme based on audience demographic
Details: Simple is better

• Music/Entertainment 
• Food and Beverage 
• Décor, Flowers etc. 

Conversation facilitation

Affect

What is the goal?

• Your goal 
• Host’s goal 
• Audience goal

What is the plan to achieve this goal?

• How will the other 3A’s help you achieve this goal? 

How do you measure this goal?
How do you track this goal?

• How do you report the results, and to who?

What are the follow up steps to ensure people want to come to the next event, and the next?

Using this basic blueprint for event execution will identify the important details that will help you create the larger event. It may seem a bit extensive if you are planning a smaller event such as a networking cocktail reception. However the more you plan ahead the less you have to do during the event. As the event unfolds you will be able to look at it all play out from afar and only be there to transition the stages. Foresight and attention to detail gives you time to be the conductor that you are, ensuring a positive effect. This affect will have your hosts and your guests counting on you to host their unforgettable events.