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Getting Started - part 1 Your role when being responsible for the planning and follow through of the event is the event organizer. Hotels have set menus, but are usually willing to take your budgeted amount and custom fit a menu for your group. You should also have in mind what not only you like to eat but what the majority of your guests will eat. Who knows, someday soon you might even be able to answer the phone and let your potential attendees know, that your seminar is full but you can let them pre-register for the next seminar that you host. Be realistic about what you can accomplish. Make sure to check that the catering company is listed with the Better Business Bureau.


planning special event
How much will tax and gratuity add to the cost? The reason it needed to be added is because hosting or organizing a conference or seminar could be the biggest thing in your career and if that is true, it should be the most enjoyable process that it can be. Be sure to look at the portfolio of the catering company and ask about reference letters from customers Developing the Timeline A good timeline is essential to keep you on track throughout the process.

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Planning Special Event Resource

Getting Started - part 2 - checklists

The best way to get started with your event planning is to set up a checklist of committee members; their contact information; a list of jobs that need to be done and a list of what tasks have to be performed.

In the end, you could wind up making at least 3-4 checklists all together. I will show you an example of a couple of them for your quick reference later.

Checklist #1: Committee Members; this is just a sample, you may actually have more members and tasks than this, but this will give you the general idea.

Responsibility Member Contact #s Email
Accommodations
Food/catering
Speakers/presenters
Audio/video
Exhibits
Marketing
Printed materials
Supplies
Marketing
Food
Sponsorship





Checklist #2: Task list

Task Member responsible Cost
Order supplies
Order Food
Registrations
Tickets
Arrangements
Speakers/presenters
Audio/video rental
Accommodations
Door prizes etc.

These checklists are only a sample of what you can do when making your checklists, but you get the idea.

When you have confirmed each of the items in your list as being confirmed finished, simply check it off.

A more advanced checklist will also include the general stages of each task such as inquiries/confirmed etc. These checklists will be your saviors later.