How To Prepare For Events and Programs

Have you ever been tasked to spearhead a launching party or simply an event that gathered in a lot of guests? Perhaps, it is a talk, workshop, seminar, or any big corporate or academic gathering, or something else.

Do you feel clueless on how to begin and are too anxious to take on this big obligation? Fret not. Here are some helpful tips for you:

 

• Know what the event is all about: Is this a product launch of a new make up brand? Is this just a party for a foreign celebrity who is about to visit the country? Is it a press conference of high-profiled people? Is this a book launch? Will it be a seminar about climate change? Before even planning the program, you need to know first what this whole thing is all about. Ask if there is a theme you need to follow. Figure out a way to incorporate the theme and objective of the event in the program itself.
• What about the decors? For sure, if this is a big event, you will be working with a team to help you coordinate and do the legwork. If you’re lucky, you might even be able to assemble a decorating committee. Will you need a signage as a backdrop in the stage? Will there be a need to buy a grand opening stand or perhaps more specifically a grand opening flower? Would you need to buy some fixtures to make the stage and the venue more appealing? Make sure these little things are settled before the day itself.
• Will you need some equipment? If there will be a program, you are probably going to need some microphones, a podium, speakers, music players, some CDs, audio-visual equipment, and even a couch if there will be an interview portion during the event. Make sure to settle how to transport these equipment to and from the venue itself.
• Of course, the food is a big factor: Maybe, the event is not a big birthday party where you need to really serve your guests with big, sumptuous meals, but perhaps you need to offer them some refreshments or snacks. Knowing the number of guests and the time of the event will be big factors in deciding what to serve during the show. You can hire caterers if you have the budget for it.
• The flow of the program: Find a good host and discuss the flow of the program. Will there be a need for an opening prayer? Some intermissions? If this is a seminar or workshop, when will there be a question-and-answer portion or an open forum? How do you intend to close the program? Will there be opening and closing remarks? You need to settle all these things before starting the program itself. You need to make sure that the host will engage the audience so they won’t suddenly leave and disappear without understanding what the whole event is all about. Sally, 33, an event planner in Singapore shared, “I always make sure the program is not too long that you start to lose the interest of the crowd. But I make sure that all important elements are there.”