Take Me Out To The Ball

February 11, 2011 6:08 PM

How can I be the best event planner possible?

I have the chance to pick up a collateral duty at work for planning a decent sized event.

Apparently, the event last year completely bombed. What was supposed to have a large attendence, only about 20 of our bosses, their spouses, and a few lower level workers (likely event planners themselves) showed up to. In fact, I bought a rather nice dress (as it's a black tie style, mainly long dress event), but ended up not going because the venue was a hotel and the food was only a little nicer than something we can get at our local cafeteria.

Mainly this would be just to look good on my bi-annual evaluation, but if I'm going to start in on this, than damn it, I'm going to do it with style, or as much as our budget will allow. A coworker of mine is urging me to offer my time, and attack this with a vengeance, overwhelming the committee with 3 pricing options, options for a speaker.....basically planning the bejeezus out of this so they'll say "yes" no matter what.

This would involve fundraising (which will be more difficult after last year), finding a better venue (there are resorts around here, which would undoubtedly give us good prices), caterers, music/a band, and so on.

It's the kind of event that starts off formally, but apparently _can_ get a little more relaxed, if done well. It will have alcohol, but my work is pretty strict about things getting too crazy, so I'm not overly worried about that. More about raising money for this.

I have some, almost inherited, skills in this area, but have never stretched my legs, so to speak. Any tips on how to do this?

posted by DisreputableDog to work & money (7 answers total)

For me, organization has always been KEY. I like the way you put it, "planning the bejeezus out of this." Yes! Planning, planning, planning.

I'd say, get your budget straight first, because that will basically dictate all your subsequent decisions. I've never had to fund-raise for a work event, but maybe there are established fundraising events/tactics that are used every year. Did someone plan it last year? He/She might have some ideas or materials or be able to point you in the right direction. If you have any say over it at all, push for as big a budget as possible- these kinds of things add up quick.

Beyond that, start calling as early as possible- venues, catering, bands. Talk their ears off asking questions, don't be afraid to request what you really want. It seems like the two things you'll really want to bust the budget for are the venue and the food, which is great. Go for it, because as you've seen, they can kind of make or break a party.

As far as attendance- I've found that an actual paper invitation, mailed to the house, results in better attendance than flyers or e-vites (though a reminder email the day of/day before couldn't hurt). Another expense, but it feels kind of special. Plus, once it gets out where the party will be (Amazing Resort!), some of the legwork will be done for you.

Other things to consider, which you may or may not have thought of already- security (if needed), decorations, A/V and lighting for the speaker, accommodations and flight itinerary for the speaker, providing enough restrooms and waste receptacles, clean-up (have a clear plan about who's doing what).

Best of luck to you- I hope it's a great event!
posted by heyheylanagirl at 4:46 AM on February 12, 2011 [1 favorite]

1) Plan backwards. As in, "If [MILESTONE] needs to happen by [DATE], then [PREREQUISITE MILESTONE] needs to happen by [PRECEDING DATE]" for each series of sequential tasks.

2) Multiply. As in, "If I want X people to show up, I need commitments from Y people, which requires reaching Z people" where Z > Y > X by at least a factor of 2 and possibly greater depending on past experience with this particular event or group.

3) Over-plan and under-commit. As in, work your ass off to "do it in style" but don't let on how awesome your plans are so if you have to drop some things at the last minute due to lack of time/money/help (virtually certain to happen), people are still impressed or at least satisfied with the parts that do work out.
posted by Jacqueline at 5:12 AM on February 12, 2011 [1 favorite]

Plan for the worst case scenario.
posted by sandmanwv at 7:38 AM on February 12, 2011 [1 favorite]

All of the above plus follow-up on every arrangement you make. Take names and numbers every phone call. Keep good notes.

Venue is usually the hardest thing to secure at a good price so start as soon as you can. You can secure a good deal with a venue by giving up your ideal choice on one of three factors: location, date, cost. If you need it at a reduced rate on a certain date, you might not get the choice location. If you want the best location at a good price, you might have to book a date that is less desirable (off season or a singleton). If you have a fixed budget and date, you might have to sacrifice quality of location, so save your options and don't set the date first (if you can tell the committee, "we can go to stunning X location at a great savings if we hold this event on y-date, for example, they might agree to go with that date).

Choice of caterer and menu is always tricky. There are many ways this can go wrong. Make sure you get very recent information from people who have used any caterer you're considering. Talk to several caterers, if possible, to get a feel for what is on offer. Everyone expects that steak will be priced higher than chicken, but prices on food and beverage vary in several ways, beverage/bar options come to mind. Make sure the caterer will work with your venue. If you are limited to the venue's food service, you will probably need to talk to the food and beverage manager/chef as well as the person who books the room/equipment.

The longer time in advance you can book things the better but plan to get back in touch with each vendor to reconfirm everything you've arranged--do this in your most charming, businesslike manner but do it far enough ahead of time to secure an alternate vendor if the one you are counting on falls through. Follow up on arrangements for the speaker's accommodations and other requirements, including transportation to and from the event--you might not have to pay separately for everything but you want to be certain all is arranged.

Make sure every vendor you hire knows what the payment arrangements will be (will they bill your company, do you need cash for gratuities, do you need to have a check cut ahead of time for the band or any other vendor), will the sound equipment for the speaker be supplied by the venue or do you need to hire it separately. In any case, check it yourself and check everything again just before the audience arrives. Plan to wear your most comfortable stunning outfit because you will need to arrive early and be busy with follow up right up until showtime.

Follow up on invitations by using whatever social and diplomatic skills are at your disposal to talk up the event and secure a commitment to attend from several key people in the organization -- then you can casually let it be known these important, influential, fun people are going to be there so others will want to come.
posted by Anitanola at 11:28 AM on February 12, 2011

Not sure what business your company is in, but bartering might be a creative idea to help with costs. It could help supplement your fundraising efforts. If your company offers a service or a product that you can offer to potential vendors in lieu of, or for, a reduced rate, try it. You never know, right?
posted by sundrop at 12:18 PM on February 12, 2011

If attendance was lower than expected at the last event, it might be worth a pretty frank evaluation of the concept before you jump right into planning the same old thing modified. Ask people why they didn't come - maybe people don't want to go to a dress-up party with the people they spend all day with? Maybe they would prefer having it on a different night of the week, or a different time of year? Getting honest feedback and trying to understand what people want (rather than forcing what someone else thinks they should like) really is the first step to a successful event.
posted by Sweetie Darling at 2:54 PM on February 12, 2011 [1 favorite]

I've worked with event planners and I'm always really impressed when they have details down. One told me that she brings a bread knife when she has breakfast events because the caterers never cut bagels all the way through so then people have to break apart the bagel with their hands and the result is that one half of the bagel has a big hunk missing and then no one wants that half of the bagel. And that since our event was in early December, we should bring Zycam sticks because people will be sniffling all through the speakers otherwise. And that she likes to tell the servers to clear out the saucers that come with the mugs because people will want coffee and should have coffee but they will be banging the mugs on the saucers and what's the point of a saucer anyway?

You get the point.

When I'm planning a party (not that I'm an expert), I like to get specific commitments from people in person. It's harder to not show when you've told me to my face that you're coming. Also, have someone take pictures. That way you can share a link to the pictures later and people who didn't come will think, hey, that actually looks like it was fun, I should really try to come next year. And I like to give some kind of party favor. One cool party favor I've seen is a little post-party kit with a small pack of Tylenol, some caffeinated gum - it was a nice idea.

Think of your priorities and plan accordingly. Venue and date are the most important.
posted by kat518 at 1:23 PM on February 13, 2011