Orange County Event Planner

Event Planning Checklist

02/11/2010 07:06 PM

When an event planner talks about pre-planning an event, we’ve found that it is a lot different from our clients. For illustrating this point, here’s one of our sample checklists that highlights the depth of pre-planning an event.

Event Planning Checklist

Fill out this checklist before you begin planning your event so that you’ll have the information on hand. Don’t worry if you don’t know the answers to some of these questions right now – just keep them in mind as you’re going through the planning process.

Basic Information
Event Name:
Event Date/Time:
Event Location:
Speakers or Special Guests:
Expected Attendance:
What other events are scheduled at this time?
Physical Needs
Will you need tables, chairs, portable backdrop, lecturn, plants, podium, etc.?
If so, what do you need?
How many do you need?
How would you like to have them arranged?
Will you be serving food or beverages?
Do you plan on serving alcohol?
Do you expect any guests with special dietary needs?
Will you use an outside vendor, caterer oron-site food services?
Will you need any audio/visual equipment?
If so, what equipment will you need?
Will you need Internet or phone service in the room?
Will you need someone to help you run the equipment?
Will your event attract media requiring a multbox, platform or special seating?
Preparing the Room
Will you need to have the room cleaned? Before, afterwards, or both?
How complicated is your set-up? Will you need to reserve extra time to accommodate for it?
Is your event on the weekend or after-hours?
If so, will you need to hire guards?
Will you need to have someone unlock the room?
Will you need heating/air conditioning?
Guests
How will your guests learn of the event?
What parking accommodations will your guests need?
Will you need to arrange travel to/from the event?
Will you be giving out gifts to your speakers and/or attendees?
Will you need to print up nametags for your guests?
Are you expecting guests with disabilities?
If so, what special accommodations need to be arranged?
Publicity
Is your event going to be private?
If so, will you need to print up invitations?
Will you need to hire a photographer?
Is your event going to be public?
If so, could your event have potential for announcement placement?
Will you need to print up flyers or advertising posters?
Do you have a budget for advertising?
Extra Notes
Comments:

Potential Issues:

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10 steps to a succesful event

01/05/2010 08:25 PM

A professional event planner provides many services that the lay-person is unaware of. Here’s a brief list of some of the issues to consider when planning an event. As the size of the event or the purpose of the meeting changes these checklists become more thorough.
It’s fairly easy to schedule a conference room for 10 with a lunch buffet for a sales training event. It’s a whole different ball game arranging a multi-day event at a hotel with 500 attendees. The Orange County Event Planner can show you a more detailed break-down of an event plan, but here’s a rough outline.
Steps to a successful event
1. Preplanning – take the time to decide what your event needs to accomplish – a wedding is different from a share holder meeting – plan accordingly.
2. How many people will attend – the needs of 10 people are a lot different from 250 or 1000 – each size requires a different set of planning parameters.
3. Consider when the meeting will take place – will it conflict with other events, will the hotel and transportation services in the area be impacted or readily available?
4. Do you have time to reserve hotel rooms or other accommodations?
5. How much lead time do you need for invitations, producing materials for the event, etc.
6. Do you have a budget for the event? Budgets include licenses, insurance, cancellations, last minute expenses, contingencies. Do you have authority or a signature form someone with authority to allocate the funds?
7. Can you schedule speakers, entertainment or other parts of the event?
8. Can you book the right venue – a convention center needs to be reserved several months – up to a year – in advance
9. Inspect the site – unforeseen issues will arise when you see the loading dock, lack of power or other essentials to a successful meeting
10. Follow up to make sure all parties involved are satisfied with the event.

Orange County Weddings

11/30/2009 03:49 PM

Orange County Wedding and Event Planner

6765 Westminster Blvd. Suite D
Westminster, CA 92683
http://www.OrangeCountyEventPlanner.com
(714) 362-7920

We will only provide you with the finest wedding-planning services in Orange County, using state-of-the-art equipment, memorable entertainment and elegant, fun décor. Your wedding will be a day or night to remember for you and your spouse; your guests will talk about it long after it has ended. Since the 1980s, A Night to Remember has been a high-demand wedding planner, who has produced gorgeous weddings throughout Orange County and the Los Angeles, Hollywood area.

We know your ultimate goal is to have “A Night to Remember!”  Offering the best wedding-planner services is what we do. For more information about planning your wedding or any other special occasion, contact us:

Orange County Event Planner

Phone: (714) 362-7920
6765 Westminster Blvd. Suite D
Westminster, CA 92683

Welcome to Orange County Event Planner!

11/30/2009 01:29 PM

Welcome to Orange County Event Planner.

6765 Westminster Blvd. Suite D
Westminster, CA 92683
http://www.OrangeCountyEventPlanner.com
(714) 362-7920

Planning weddings and other elegant events since the 1980s; serving Newport Beach, Huntington Beach and all of Orange County, California. Make your event “A Night to Remember.”

Orange County Event Planner - Wedding Planner

Contact Us Today