By Stefanie Lewis
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Extra resources for Events Made Simple: Organise Your Next Function on Time and Within Budget
If you are set on such a restaurant as a venue you may need to source additional equipment or alter your event running order to accommodate any restrictions. They are usually managed and maintained by a local government authority or similar bodies, because they are considered to be public spaces. If you are planning an outdoor event you may need to consider: • Applying for permits to use the space or serve alcohol; • Additional costs to remove rubbish or clean up the site after your event; • Hiring a marquee or tent to provide some form of shelter; • Additional costs to ensure guest safety and comfort, such as public liability insurance or the hire of portable restroom facilities; • Having an alternative venue booked in case of bad weather.
M. m. Who Done Comments PR PR & RS GUESTS Develop attendee profile 4/8 PR Events Made Simple PAGES 27/5/04 12:37 PM Page 25 G E T T I N G S TA R T E D Item Date Who Confirm number of guests 4/8 PR Develop guest list 11/8 PR Guest list approved 17/8 PR & RS Confirm final guest numbers with venue 4/12 PR & venue mngr VENUE & LOCATION Confirm event location 1/8 PR Develop venue checklist 1/8 PR Develop order of proceedings 2/8 PR Determine shortlist of venues 4/8 PR Undertake site visits 7–10/8 PR & RS Obtain quotes from each site 11/8 PR Determine final venue 12/8 PR & RS Pay deposit 19/8 PR Pay balance 4/12 PR Confirm if need to provide music 12/8 PR Prepare speech for Managing Director 20/11 PR & AK SPEAKERS/ ENTERTAINMENT CATERING Confirm if need to 12/8 provide own catering PR Source caterer (if appropriate) 26/8 PR Confirm caterer (if appropriate) 30/8 PR Confirm menu and drinks 30/8 PR Done Comments 25 Events Made Simple PAGES 27/5/04 12:37 PM Page 26 26 EVENTS MADE SIMPLE Item Date Who Pay deposit to caterer (if appropriate) 30/8 PR Pay balance to caterer (if appropriate) 5/12 PR Confirm final numbers with caterer 5/12 PR LIGHTING/AUDIO-VISUAL Confirm if venue can provide AV 12/8 PR Source AV equipment if not provided 18/8 PR Obtain quote from supplier 25/8 PR Approve quote 2/9 PR Confirm supply of AV equipment 2/9 PR Arrange payment for services PR PRINTING—INVITATIONS Draft text and artwork for invitation 25/9 PR Draft invitations to be approved 7/10 MB Email invitation to staff 19/11 PR Send RSVP reminder to staff 1/12 PR RSVP cut-off date 4/12 PR SECURITY Develop security brief 12/8 PR Obtain quote from security company 14/8 PR Quote approved 20/8 PR & RS Confirm security arrangements 22/8 PR Arrange payment for services 22/8 PR Done Comments Events Made Simple PAGES 27/5/04 12:37 PM Page 27 G E T T I N G S TA R T E D Item Date Who Done Source staff gifts 9/9 PR Approve gift selection 16/9 PR & RS Obtain quote from supplier 20/9 PR Approve quote 25/9 PR & RS Confirm order with supplier 26/9 PR Arrange payment for gifts 30/10 PR Confirm access to venue 20/11 PR Send copy of order of proceedings to venue 20/11 PR Print name badges 18/12 PR Set up administration desk 19/12 PR 27 Comments STAFF GIFTS VENUE SET-UP EVENT FOLLOW-UP Clean venue 19/12 Venue staff Send thank-you letters 21/12 to helpers at the event PR Cross-check all accounts have been paid PR 21/12 PR=Event Organiser RS=Manager initials AK=Managing Director’s Secretary’s initials MB=Graphic Designers Event Budget Table You now know what needs to be done and when it needs to be done by.
What happens when you enter the room? Do you simply sit down to wait for the speaker/entertainment or do you help yourself to refreshments? What happens next? Does the speaker present? What happens next? Is there time for questions from the audience? At the event’s conclusion, will Events Made Simple PAGES 27/5/04 12:37 PM Page 42 42 EVENTS MADE SIMPLE refreshments be served or will attendees just get up and leave? Once you have thought about how your event will unfold, you then transfer this visual information into a written event running order.