Event Planning 123

You are drawn to logistics with a creative flair.  Events planning 123 is just the course for you.  Tidy up your bad habits or just gain insight to essential event planning tools and information.  

Learning Outcome - Understanding you role as an Event Planner

What is your role as an Event Planner?

Learning Outcome - Manage Event Logistics Planning Before Event

What are the essential factors to consider once you have been awarded a project / event?

Module 2

Executing an Event Brief

By this stage you would have met and agreed a final concept with the client.  All agreed concepts will need to be done in writing with sample ideas included for reference, to ensure the client agrees to what you will be delivering. 

A written agreement must be signed by both parties highlighting any terms and conditions and specific requirements prior to and on the day of the event.

Identify the team and project manager for the specific event.  Discuss in detail the client requirements and assign various tasks to team members.

Timelines must be identified at this point and all members of the team to schedule their planners accordingly.  Display event schedule on event board on wall to ensure everyone constantly has sight of requirements.  At this point factor in deadlines for specific items and suppliers.  You may choose to document  and record on a shared calendar e.g. google calendars which is easily shared between parties.

Image result for gmail calendar share

Nominated team members to book recommended suppliers and plan supplier meetings.

Supplier meetings are strongly recommend to ensure you convey your requirements and ascertain limits and alternatives as proposed by suppliers.  (Remember suppliers know their own capabilities and products better than you do)  Work with your supplier this is a very important relationship not only for your current event but for any future events. 

Experience, quality and service delivery are crucial elements and to ensure your event is successful these must be factored in at the time of supplier evaluation and you will be glad you did.  This should allow for better planning when you have “approved suppliers” on your database.  Refer Module 1.

Teamwork is essential it is vital to have regular meetings to ensure you are on schedule and checks are in place.  Keep your client updated.

  • Selecting the correct suppliers and service providers for the event and booking their services.
  • Do it all yourself
  • Don't engage the client if you encounter any issues.
  • you can start planning a week before the event.

Event Logistics and Operations

Executing an Event Brief


What should I do next?


Module 2

Executing an Event Brief

By this stage you would have met and agreed a final concept with the client.  All agreed concepts will need to be done in writing with sample ideas included for reference, to ensure the client agrees to what you will be delivering. 

A written agreement must be signed by both parties highlighting any terms and conditions and specific requirements prior to and on the day of the event.

Identify the team and project manager for the specific event.  Discuss in detail the client requirements and assign various tasks to team members.

Timelines must be identified at this point and all members of the team to schedule their planners accordingly.  Display event schedule on event board on wall to ensure everyone constantly has sight of requirements.  At this point factor in deadlines for specific items and suppliers.  You may choose to document  and record on a shared calendar e.g. google calendars which is easily shared between parties.

Nominated team members to book recommended suppliers and plan supplier meetings.

Supplier meetings are strongly recommend to ensure you convey your requirements and ascertain limits and alternatives as proposed by suppliers.  (Remember suppliers know their own capabilities and products better than you do)  Work with your supplier this is a very important relationship not only for your current event but for any future events. 

Experience, quality and service delivery are crucial elements and to ensure your event is successful these must be factored in at the time of supplier evaluation and you will be glad you did.  This should allow for better planning when you have “approved suppliers” on your database.  Refer Module 1.

Teamwork is essential it is vital to have regular meetings to ensure you are on schedule and checks are in place.  Keep your client updated.


Sample Calendar 

Consider sharing your calendar with the team appointed to plan event and execute.  Customise as needed.

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