The process preceding an event is often tedious. The process requires nothing short of dedication, creativity, patience, and observation. You are expected to deliver an event from scratch. Furthermore, the event is supposed to be memorable; it is supposed to catch the attention of the attendees, and work done haphazardly cannot attain this rating. The job requires one to be keen on detail, and the planner should be able to adapt quickly to changes. And also, the subject should be in a position to delegate most of the work so that they oversee and plan finer details of the requirements. It is prudent to note that the planning process has a lot of challenges that must be overcome. Needless to say, that these challenges are what defines a successful event and, by extent, the planner. Delivery should never be compromised. That is why someone needs to adapt to the prevailing factors. These factors can be operational or financial. In most cases, financial constraints wreck an excellently planned party to look something else.
There are five fundamental terms that act as guiding cannon to cruise you through the whole process. The phrases include; conceptualization, Coordination, closeout, Control, and Culmination.
In conceptualization, the objective of the event is supposed to be clearly outlined. For example, the event is supposed to raise funds for the cubing of pandemics. It is a corporate event for the shareholders. The guests should be aware of the goals of the event and how those targets will be achieved. Also, the type of event to be held is discovered here. From the type of event, the planner can source the necessary resources for the planning process. Furthermore, knowing the kind of event answers whom to invite. If the event is a political rally, then you will know what means of communication you will use to reach your prospective audience.
Additionally, this is where the date of the event is discovered. Since you need to include dates and times to the invitations, it is imperative that you should have these details prior. Also, the venue of the event and the requirements of the planner from the prospective audience are discovered here. Different kinds of events require a different approach as well as requirements from the audience. For example, you will be required to carry a checkbook when attending auctioning events. Also, participants of a peaceful demonstration will be required to carry placards and posters. In a nutshell, conceptualization tends to answer the questions, what? Where? When? Why? And, Who?
Under coordination, you are in the planning stage of the event. This is where you formulate the budget, booking of venues, choosing the event theme, shopping for requirements, decoration the venue, hiring the staff, and other personnel such as entertainers and caterers. Also, at this stage, you are supposed to have coordinated transportation to and from the event location, arranged food sufficient for everyone in attendance, and having a backup plan to every aspect mentioned.
Also, you are supposed to ensure the security of the venue is beefed up, and the entire infrastructure is in place for the occasion. As the planner, you are also tasked to ensure every aspect is looked at in detail in readiness of the event. Therefore, you will need to delegate duties to ensure this happens seamlessly.
in this phase of activities, you are comparing the fine print of the plan and what is actually on the ground. It is essential to exert control measures to ensure everything is on track, as in the fine print. If not, necessary action is taken to alleviate the situation such that the case is adjusted back to the original plan. Your initial plan gives you the scope with which you use for budgeting and timing. Any deviations in the project will cause undesired shifts in the scope of the program, which implies that the situation will be out of hand unless something is done to mitigate it and fast. Event control also deals with customer and supplier conflicts as well as conflict resolution.
This is the delivery phase. The planner is needed to be on top of the game on various fronts. For a successful event, multiple factors must be considered keenly. They include communication, where periodical updates are expected to reach the attendees. So, a reliable means of communication is supposed to be adopted for the activity. Security; where the planner should help the security personnel on the scene to coordinate movements and keep the place out of any threat and harm. Reception; where the invited guests are ushered to their places of sitting and general front desk management. Suppliers; this is where all supplies for the event are coordinated. Since every delivery requires documentation well as payment, you can delegate this duty and monitor it from another angle. Summarily, this phase focuses on the delivery of the plan, from reception to service, entertainment, security, etc.
This is the after-event activity that follows a successful delivery. They include; termination of contracts, feedback from the client and attendees, quality improvement, evaluation of the performance, reporting, review, awarding the team and recognizing the help you received, etc.
Also, at this stage, you are required to clear off with the team of caterers and entertainers. And the whole team that you hired to help out. Furthermore, since you are the venue reservist, you are responsible for its cleanliness. You can hire a cleaning company or get help from the location to return the place as it was or even better.
The bottom line
This post has highlighted some of the qualities that are required in the plan formulation and delivery of a memorable event. Also, there is the inclusion of the five fundamental phases of planning, which have been given as conceptualization, coordination, control, culmination, and closeout. When strictly followed, they result in a well formulated and deliver the event. Whether the objective is to have a unique and memorable occasion or to provide an event, these phases are always followed. For more inquires visit us at Evengo Events.
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