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Planning an Event
"What makes Special Events so special is that they are occasions that are that are out of the realm of ordinary experience of the everyday routine of life."One of the Special Events goals is to stimulate the senses and create an experience that is truly unique. Whether it is a fine dinning experience, an entertaining experience or simply a gather of many friends and family it is the special experience of that event that makes it special."
What makes a special event special
What makes a special event special is that it creates an experience that is out of the realm of ordinary experiences of the everyday routine of life. Special events hopes to creates a lasting impression to be remembered for a lifetime for those who attend.
The essence of what a special event is suppose to do, is that it should leave you with a wonderful lasting impression because of the way it made you feel.
What typically distinguishes a special event from an ordinary one is that it is something that is out of the ordinary of the routine of everyday existence. A special event typically reflexes a fun, festive social occasion where being entertained, having fun and socializing is the primary focus.
A special event can have elements of a meeting, seminar, formal ceremony or banquet, but typically social interaction and guest's enjoyment are the primary purpose and consideration to having a special event. This is why Special Events are special. Because unlike the everyday work routine of life the primary purpose for most special events is individual experience of enjoyment and interaction.
One key understanding to creating a special event is that what you put into it and what you expect out of it is something that is planned far in advance of the event date itself.
Planning is paramount to creating the experience you desire. Put a little in, get a little out. You get out of the
There is a direct correlation between planning or the lack of planning and the success of any special event. You will get out of the event exactly what planning went into it. You determine your event success by the extent of your planning and following through with services to assist you in your event.
For many who are planning special events, especially first time event hosts, getting caught up in the frills and the emotional excitement of planning the event is normal and what should be expected. However sometimes even the best of intentions can cause us to loose our focus and leave us emotionally drained by the time the event rolls around.
If you are getting overwhelmed by all the planning taking several steps back and looking at the big picture of what is important and what you are trying to accomplish is crucial to launching an event with precision and ease. Many at times get so wrapped up in the details and the material aspects of the event that at times will run themselves and others into being emotionally drained by the time the event date comes around.
One of the most powerful ways to staying emotionally uplifted during the planning phase is to simply determined from the very start to stay focus on what is important and to keep the big picture in mind while not sweating the small stuff.
What is important to some is not important to others, however not defining what is important to you or your particular event requirements will cause the emotions and finances to run thin.
In the many years of experience in the special event field I have been told by a few that they just wanted the day to get here and for it to be over. What a shame to get so drained in the planning stage that by the day of the event they wished it was over.
A special event should be one of the most exciting and emotionally rewarding experiences that one could ever have in their lifetime, but for a few they just wanted it over. When I questioned and observed those who felt overwhelmed in planning for their special event and wanted it to be over before the day got there I observed and got nearly the same responses from all of those who had gotten overwhelmed. Here were two major observations I have made.
Most individuals who get overwhelmed in planning never talked about what was really important to them or to the event itself. Because of this they didn't focus on the big picture of what was important or necessary and got caught up in the things we term in the industry as "fluff". Fluff are the minute items or things that really don't have any profound or lasting effect on producing a successful event other than to somehow magically control the emotions of those who place emphasis on them. Many individuals who are consumed with the minor material aspects or "fluff" of the event often neglected the major aspects of producing a great atmosphere and neglect the personal aspects of enjoyment of their guests that would attend.
Secondly some individuals I observed focused so greatly on financial concerns of what they were spending that they let it consume their emotions so completely that they were sick on the day their event took place. Others I observed were so overwhelmed by financial constraints that they paid little or no attention to producing a great atmosphere of enjoyment for their guests that the day of their event all the fun and excitement for themselves and their guests were stifled or restricted completely.
In both observations the results were the same the host or the person putting on the event was overwhelmed, emotionally drained and didn't truly enjoy themselves to their full potential.
In summary, if one does not have a clear and concise picture of what is important to their particular event one can bring unto one's self the dilemma or feeling of being overwhelmed. Also that special event's primary focus is about living and breathing individuals not the material things or "fluff" of the event. Keeping focus on the primary and most important aspects of a special event and not being overwhelmed by the necessary details of planning will help to make the day the event comes a happy and extraordinarily special occasion. In retrospect understanding what is important to you and your event is the first and foremost step towards a highly successful event. Keeping the focus on what is important will assure your event's success as well as keeping your emotional well being in check.
Why hire professionals. The answer to some is obvious to others the answer is fleeting. Typically professionals are trained and experienced to put on, host or be part of a special event. All the experience, detailed understanding, work, talent and planning that a professional has to offer is readily available for services at your event. Hiring cheap or less qualified and less experienced personnel to pull off an event will typically result in a reduction of services thus a reduction in the final or overall event success. Some areas of service more than others will be greatly noticeable if less experienced, less talented and less qualified entities are used in place of true professionals. While reducing the overall cost of an event is frugal and crucial to many, reducing the quality and experience that a professional will bring to your event can greatly reduce the overall success of an event and is ill advised. True professionals give the full attention to details thus providing a comfortable peace-of-mind status to the host who will contract their services. One should understand that beginners, weekend warriors or hobbyists will gain experience at your expense and at the expense of your event. If getting a cheaper, non-professional or hobbyist to provide services at your event is a must make sure it is not in an area that will affect your event the greatest. Typically the biggest mistake in hiring hobbyists or sub-standard service is in the area of entertainment. I have heard and have personally seen many horror stories because of the overall atmosphere being provided by the entertainment was lacking any quality or experienced entertainment for the special event they were providing services for. Overall many professionals in some cases may or may not cost more than nonprofessionals, but they will typically by a overwhelming response deliver a better overall quality of service and enhance the overall success of any event. It is particularly true statement pertaining to special events that one will truly get what one pays for. Hiring professionals may not be a must-have for your event, but it should be a serious consideration. Many people who purchase special event services have no clue of where to cut expenses and typically have budget cuts in the wrong areas that greatly reduce or destroys the overall success of the event that they have been planning for a while and some for a lifetime. The reason for this is that most buyers or purchasers of event services have never hosted nor put an event together therefore they are for the most part at the mercy of their inexperience and ignorance rather than true experience and knowledge. The major resources that most consumers don't have that want to put on a special event is experience, knowledge and understanding of special events. Reading the pages on this website under Event Planning will assist anyone with some basic information as to better understand what they are trying to accomplish and create for their very own particular special event.
What you got to be kidding increase spending! You must be out of your mind! Perhaps. Once you determined the type of event, prioritizing and understanding what gives you the biggest bang for your buck for the particular event you are planning you will free up resources that you have mistakenly allotted in other unnecessary or low importance areas. Since each event is different and each consumer's taste are different one must determine what is of vital importance for one's particular type of event to increase it's over all success and which things are not important.
If your event is dinner or banquet focused then the emphasis is on enjoying food rather than entertainment then food and food services should be a top priority. For banquet focused events one should obtain the best menu choices available. Usually the banqueted events have piped in music or a small jazz or classical trio to provide a background dinner music ambiance not entertainment.
If the event is a Social dance, Ball, Gala, Concert, Corporate party or Wedding reception where entertainment is hired to provide music for dancing and a fun and festive atmosphere of enjoyment then the entertainment should be a top priority. If the emphasis is on the entertainment and one desires guests to have fun and festive dancing and social interaction then getting the best entertainment should be top priority. If the emphasis is on quality entertainment then the budget should reflect the quality the event is designed to produce. Articles on Entertainment Selection can give you a better understanding of the role the entertainment plays at entertainment focused events.
If the event focuses around meetings, seminars and presentation then presentational services and Audio-Visual services is your top priority.
Once you determine the type of event you desire and what your priorities are you can cut expenses accordingly in non-priority or non-critical areas and increase the budget in the areas that will give you the biggest bang-for-your- buck. Many events are composed of multiple elements of priorities. At these events one must determine even more closely the sequential list of priorities so as to truly prioritize what will give the biggest-band-for-their-buck and best return on your event investment dollars. Once that is determined one must commit the proper budget and resources to reflect the priorities so as to obtain the best event results for their particular event.
Articles on Where to cut expenses & Event Planning are available. This articles can assist you in having a better understanding of what you are trying to accomplish at your event and where to cut your budget appropriately.
Real bargain or illusionary fantasy?
The real bargains exist in the areas of service where one contracts true professionals with the passion, experience and follow through to provide a quality and valuable service at an event. Professionals consult, plan, organize, show up and follow through on their contractual obligations and agreements. Unlike non-professionals, that will tell you exactly what you want to hear rather than what will realistically work and not work, true professionals are bold enough to present factual scenarios even if it is something that you might not want to hear. Professionals take risks to render professional advice that may seem in direct contrast to the way you had thought certain things would be , but in reality their advice is usually simply honest and factual advice that is directed in enhance your event greatly so as to obtain the high success you so desire. True professionals will even risk losing a client by exercising integrity rather than greed in presenting the facts so as to produce even a greater event that what a client has envisioned. True professionals are not yes-men, but rather a source of true, honest and helpful ideas and suggestions.
It is no bargain when you hire a non-professional cheap service that doesn't show up, wears the wrong attire, doesn't deliver the service, lacks experience and lacks proper understanding as to what to do. Real bargains are not what one can get for cheap, but rather how frugal one can be in hiring true qualified professionals to take care of all special event needs so as to deliver the peace of mind of knowing a professional is at the helm and behind the scene making it all happen. To coin a phrase. One truly does get what one pays for when choosing to hire a professional over an inexperienced hobbyist, beginner or amateur. "One also doesn't get what one doesn't pay for also." Pay a little get a little. Pay nothing receive nothing. Pay a professional price to obtain a professional service. That is truly the way it works.
Is cost everything?
To some cost is everything and that is the only thing that matters to them. Cost should be viewed as it is relative to the event's success as well as to it's value and quality of services one receives. The individuals that think cost is everything regardless of value and quality of services often negate or ignore the over all event purpose, experience level required, knowledge and training real or true professionals provide as an everyday standard service. Cost of any service should always be relative to the value and quality of that service which includes knowledge, training and experience.
The 3 most prevalent mindsets pertaining to cost
When it comes to cost for event services there are generally three prevalent mindsets that prevail and permeate in one's thinking when it comes to special event costs.
What train of thought is prevalent in your thinking and understanding?
The Lavish or Over Spender
The lavish or over spender are those individuals that spend outlandishly without much thought as to planning or obtaining the proper professional input as to what is really necessary, functionally suitable and purposely correct for their particular affair. Many times these clients get taken and employ greedy services that say "yes" to everything these clients propose no matter how bizarre or unnecessary rather than telling the client the truth that possibly some of the things the client proposals are really not necessary and are going to take away from the event rather than add meaningfully.
The over spender will spend and throw money at things that will distract rather than compliment the overall scheme and purpose of the event. Many of the things that they will cast money at are what is termed in the industry as "fluff" which for the most part can actually reduces or take away from the over all effectiveness of an event. Over spenders typically overly plan and overly schedule so as to overly produce a production-nightmare rather than a significant special event.
The over spender is an individual that thinks that spending more money simply because they can will make their special event better. The truth of the matter is is that they often over produce and make an event a circus rather than an elegant affair. "More by it's self is not better it is simply more".
The only time more is truly justified is when added services are added to the overall value and quality of an event. This is the only time when more is effective.
"The old proverb, "A fool and their money are soon departed" refers to these individuals who think by just spending more money on more things will make their particular affair better. It really does not.
The Purposeful Spender
The second type of individual is the one who knows and researches the true value of things. They have made frugal financial decisions based on the comparison and understanding of what true value, quality and experienced really means. They understand that spending is a necessary part of creating and hosting a truly special event. They also know that that there is an expense tag that goes with producing a very good or phenomenal event.
These individuals apply practical standards of financial frugality but know the quality of what they want and will spend to get it. They have made a conscious decision to get the best within the means available to them. These individuals are not cheap nor are they outrageously eccentric spenders, but rather are better referred to as informed buyers.
These individuals are the balance ones that knows a value when they see it and will spend based on an informed decision. They have a budget in mind in most cases, but put value and quality as a priority over their budget. They operate by what is in their pocket book rather than by an unrealistic inflexible predetermined budget.
The purposeful spender knows what is important and will prioritize according to specific importance of services rather than by unrealistic budget constraints. The purposeful spender controls the budget within means and doesn't allow the budget to control them when quality and value are at risk.
The Cheap or Under Spender
The third type of individual believes that being cheap is being frugal and they try to convince themselves and others of that fact. The under spender sare individuals that have the resources, but they believe that all decisions and understanding has to do with a pre-ordained unrealistic budget rather than an understanding based upon true market value, real experience and quality.
The slogan they live by is, "Cheap is as Cheap does" When it comes to special events these individuals will undermine the whole event obsessed with costs rather than value for the services they seek. Every decision they make or force others to submit to is based on being cheap. Their mindset towards an event is one of getting through it rather than enjoying the journey of planning and creating a great event.
They do little or no comparison as to services while understand nothing about what they are wanting to achieve and lack any comprehension as to professional standards of quality and experience.
The cheap spender really wouldn't understand a true bargain even if were put in their lap. These individuals would be better served by keeping their money and saving themselves the embarrassment of producing a cheap and cheesy affair that they simply can't afford or won't spend the adequate resources on to present and staff correctly.
The under spender like the over spender is not focus on the reality of the event and having quality services with the credentials of experience. Like the over spender the under spender is focused on the money, not the event and those individuals it was meant to provide services to.
Outdoor Events
"Make one major assumption on all out door events, the weather will never cooperate with your plans for your event"
"On all outdoor plan for the worst and hope for the best"
If one plans for the worst outdoor weather conditions, excluding a hurricane or other natural disasters that would be truly out of one's control then one will not suffer to major a disappointment. Cardinal rule of out door events is to,
"Always have an inside contingency plan or other suitable option available".
Average or minor bad weather conditions can be handled by being proactive. That is to have the necessary indoor contingency plan, items, equipment and materials to combat normal or minor bad weather conditions.
Items to consider that are a must for outdoor events
Tenting
Tenting is a necessary item for outdoor events. Tents cover and protect against rain on rainy days and sun on hot sunny days. Rain or excessive sun can ruin your wonderful event and your well intentioned outdoor plans. Remember that the weather is no respecter of persons places or events. Tents protect people as well as all event equipment involved. Tents should include the options of side walls, guttering and marquee tenting where walkways are used. Also the placement of the tenting is key to a successful event. Place the tent on high ground where proper drainage away from the tent can occur in the event of rain. There is nothing more disappointing than if you kept the rain off your head, but then failed to make provisions to keep it off your feet. If the tenting or outdoor area fills with water it not only becomes a slip hazard, but also an electrical one due to electrical cords laying on the ground as well as any lightening hazard that may exist due to a storm. Many people fail to think about or provide ground cover for tenting situations. Tents done on a parking lot may need an outdoor carpet to ease the knees while on concrete. Some elevated or slightly raised ground cover may be needed on some grasses or ground surfaces due to softness of the soil, erosion or potentially muddy situations. High heels and dress shoes may become victims of poor ground cover planning as well as the potential for slipping and losing small items. Staging or risers are a must for out door events that require a band, DJ or speaker.
Heaters or air-conditioning
Many outdoor events will need some sort of heating or air-conditioning depending on time of the year, climate and event location. What good is an outdoor event if you and your guests are miserably too hot or too cold.
Electrical power needs
One of the most consistent neglected areas pertaining to out door events is the power needs and requirements. Because of the outdoor event status typically outdoor events have an array of power concerns. Power is needed for lighting, catering and kitchen, warm up lamps, coffee machines, entertainment stage requirements, PA or sound system, tent and walkway lighting, special effects lighting, heaters, air-conditioners, etc all require a lot of electricity. An electrical generator and many cords are a must for most outdoor events. A licensed electrician and/or engineer is needed to insure that proper grounding, amperage, surge and electrical circuits are in proper, safe and functioning order. A licensed electrician should over see all requirements, codes and safety regulations are met for outdoor events. For most typical outdoor events somewhere between 100 to 300 amps are needed. 20amp GFI circuits are the most common used. Using a quiet running generator for the power needed is generally what is commonly used.
Contingency Plan
Due to very bad or severe weather conditions and/or impending bad-weather reports one should always have an indoor contingency plan in place. There is nothing more devastating to an event for a complete wash-out of an event due to unexpected adverse weather conditions. The only greater devastation would be not to have an indoor contingency plan in place to be utilized in case of such an occurrence.
Over all assessment of costs and time
When considering outdoor events one should always compare apple for apple the costs and requirements to do an outdoor event. Many may want to rethink the outdoor status of the event and plan it indoors once they get the total assessment of what it really costs to outdoor event. One may find outdoor events to be more costly than indoor ones simply due to all the outdoor issues and extra services, items and concerns associated with doing an event outdoors. Also one needs to consider not only the costs to do outdoor events, but the time and scheduling issues for any additional necessary services that will be uniquely associated with outdoor events. If anyone thinks that all outdoor events are cheaper then indoor ones those same individuals may be surprise to find out that they are not only more costly than indoor events, but many contain an element of additional planning and time consumption not realized in comparison to indoor events. An accurate assessment of costs and time should be the order of the day when planning outdoor events. Most outdoor events are wonderful occasions when proper assessed and planned for, however when not properly assessed and not properly planned for they may become a recipe for disaster.
Liability and Safety Concerns
As in any event liability is always an issue. When doing out door events liability like planning and assessing costs and services become even a greater issue. Outdoor events due to weather and natural settings possess their own unique hazards, safety and liability concerns and considerations. Rain, high winds and lightening are all weather related issues that possess really dangers and safety consideration. Electrical usage, cords, wiring, lighting, kitchen equipment and staging equipment are all sources of major concerns associated with outdoor events. Walkway lighting, uneven ground, stairs, rocks, mud, grass, etc. are all sources of potential slipping and tripping hazards associated with out door events. All events, indoors or outdoors pose problems of liability and safety concerns however outdoor events usually have greater concerns. If these outdoor issues and concerns are met and planned for the success of the event is great. If individuals do not address these unique issues pertaining to outdoor events and do not prudent and properly plan and accommodate for outdoor considerations liability and safety can become grave issues. Neglect and ignorance does not excuse proper safety and liability issues and concerns. All in all if one truly meets outdoor liability and safety issues head on and resolve them in the planning stages any outdoor event can become a very big success.
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