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You can do a luncheon conference call with top managers for clients or prospects. Do not assume that the person who promised to facilitate your groups trip to Spain will remember your conversation three months ago or even three weeks ago. They were surprised when we told them that announcements for generating attendance for 2 hour seminars is best done about three or four weeks in advance, not 12 or 16 or 20.


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Consider, however, that most professional event marketers don't measure response in percents; they measure it in response per thousand because, by and large, they only get fractions of a percent to attend. Offer buyer incentives such as extra free services with purchase, a prize for certain purchases or freebies of some kind as a reward for buying or ordering your services Let the advertisements show that you are only having this special for one day only or something to increase the desperation. Therefore, you can always lower the guarantee by at least 5% beforehand and perhaps a little more, if you have reason to believe that everyone won't show up.

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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.