Project Planning

Project Planning for events needs considerable thought, experience and insight. The focus isn’t so much on what you plan to happen, as it is about the unplanned incidents that are likely to occur. These pesky but inevitable “things” require understanding and effective contingency plans.

Our planning process holds the simplest lesson we’ve learnt at it’s core. Your team members will need to know where everyone sits within the plan, what each of us is there to do, and when all of the tasks are due.

Project planning starts with brain storming

At the beginning of projects – we spend time considering the theme or the concept of the event, conference, video or project. We will then start immersing ourselves in the detail – what will this event or project feel like; what will we charge, and potentially add new lines to our schedule if this event, project or conference is going to stand out from others.

Show leadership & confidence
Determine how you will measure success of you project or event.
Plan the experience
Plan your budget
Choose a time, date, location or venue
Communicate with everyone involved
Track your progress
Set deadlines & Milestones
Identify team members & stakeholders
Identify project contraints
Identify the target audience
Identify the objective or goal of the event or project

Project Planning – the steps involved in planning an event, conference or gala

When planning a gala dinner, conference or awards night you might want to start with your theme. Please note the list below is generic and will vary depending on the nature of the event and guests attending.

Project Planning – Theme

Create a theme “hook” or sound bite to promote the theme & event
Create theme description
Agree on a theme
Work with professionals to develop the creative concept in line of you brand
Generate theme ideas

Project Planning – Graphics & Multi-Media

Have backdrop or screen content holding slides to match theme
Create logo or graphics to support this theme

Project Planning – General

Agree on event budget
Create event budget- with categories for each area of event delivery
Produce event schedule & detailed plan
Produce event agenda
Create event plan
Agree on pricing (if a ticketed event- such as a charity gala)
Appoint project planner or event manager

Project Planning – Venue selection

Check on Av provisions and terms available through the venue
Decide on menu and beverage selection
Sign venue contract
Agree on venue & date of event
Inspect potential venues and look at their terms & conditions
Get venue quotes and availability
Identify candidate venues
Identify dates you would like to have you event

Project Planning – Decor & Styling

Agree on suppliers, contract and coordinate delivery
short lists suppliers of decor & styling
Obtain quotes for the above based on the budget allocation
Consider option available and shortlist
Draping, prints and wall treatments
Graphics & Multi media
Stage Set design & styling
Props & accessories
Room looks, draping & lighting
Furniture selection & hire
Centre pieces
Consider Table linen, chair covers (if a sit down event)

Project Planning – Set Design & Theming

Decide, commit & contract suppliers
Shortlist the options
Consider the options available, suitable to your theme
Understand the budget available for set design & Styling

Project Planning – Speakers & Entertainment

Identify the “flow “ of the event and moments that the performers or speakers will set serve the audience.
Obtain speakers & talent biographies & suitable introductions for the MC
Decide on speakers, performers and talent and contract
Assess viability of over all costs then shortlist entertainers, performers and speakers
Invite quotation from speakers, entertainers, musicians & performers
Draw up shortlist
Identify list of potential speakers, hosts or entertainers of interest

Project Planning – Event Marketing

Publish event on social media, send out press release and otherwise promote
Commence advertising (if public ticketed event)
Design & send formal invitation to target audience
Create “press release’ or staff communication- save the date
Write copy or scripts for this event
Put event information on the website or intranet, depending on the event natured
Communicate the event name, date , theme at any other events leading up to this one

Project Planning – Event Delivery

Assign all key roles for event delivery – registration, show calling, stage management, Entertainment & speaker management, technical production management, and everything in between
Ensure all Video, graphics, multi media and presentations are in order
Draft and distribute all scripts, presentations, biographies and introductions to key stakeholders
Create, update and communicate all schedules with reference to your planning guide
Focus on all required event logistics – venue , supplier and other