Event Planning
A special event is a one-time event focused on a specific purpose such as a groundbreaking, grand opening or other significant occasion in the life of a library. Special events may also be created for other targeted purposes such as jobs fair; awards banquet or logo contest.
At BENOK ENTERTAINMENT, we help you plan your special event by;
- Developing strategies for success
- Making sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event.
- Carefully match the type of event that is selected to the purpose that it serves. Select a working committee with broad representation.
- Target groups that have a special stake in the event.
- Start planning at least three months, and in many cases, a year ahead of time.
- Develop ways to evaluate the event's success. Measurable event objectives may include attendance, the amount of money raised, the number of library cards issued or increases in circulation.
- Talk to other librarians who have successfully staged similar events.
- Make a checklist
A checklist provides a step-by-step guide to organizing and executing a special event.
- Create a budget
The objective is to provide event planners with a financial blueprint.
- Consider logistics
With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (tables and chairs. tents, portable toilets, parking, signage) coordination, cleanup, emergency plans. Transportation and public services such as police and fire departments.
- Plan publicity
Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered.
- Are you trying to inform, educate or entertain?
- Increase awareness or attendance of the event?
- Build a base support from a specific audience?
- Facilitate good community relations?
Brainstorm all the available media in including marquees, school newsletters, church announcements, and cable and commercial stations. Make a detailed list with names of whom to contact and when.
- Evaluate the event
We take time to evaluate right after the event while the details are fresh. You may want to consider having a questionnaire for participants to fill out. Some general evaluative criteria include:
- Did the event fulfill its goals and objectives? Why or why not?
- Identify what worked and what needs fine-tuning. Which vendors should be used again?
- What items were missing on the checklist?
- Was the event well attended?
- Was informal and formal feedback about the event positive?
- Given all that went into staging, was it worth doing?
Finally, it is important to remember to celebrate your successes and to thank all those who contributed. We at Benok Entertainment will help you achieve that. Thanks.
WE TRAIN PEOPLE TO BECOME AN EVENT PLANNERS AND MANAGERS.
What Is Event Planning?
This question actually breaks down into two questions: What kinds of events are we talking about? And, what is event planning?
First thing first, generally speaking, special events occur for the following purposes:
- Celebrations (fairs, parades, weddings, reunions, birthdays, anniversaries)
- Education (conferences, meetings, graduations)
- Promotions (product launches, political rallies, fashion shows)
- Commemorations (memorials, civic events)
Now we move to the second question: What is event planning? Planners of an event may handle any or all of the following tasks related to that event:
- Conducting research
- Creating an event design
- Finding a site
- Arranging for food, decor and entertainment
- Planning transportation to and from the event
- Sending invitations to attendees
- Arranging any necessary accommodations for attendees
- Coordinating the activities of event personnel
- Supervising at the site
- Conducting evaluations of the event
How many of these activities your business engages in will depend on the size and type of a particular event, which will, in turn, depend on the specialization you choose.
Why Do People Hire Event Planners?
This question has a simple answer: Individuals often find they lack the expertise and time to plan events themselves. Independent planners can step in and give these special events the attention they deserve.
Who Becomes An Event Planner?
Planners are often people who got their start in one particular aspect of special events. This explains why planners often not only coordinate entire events but may, in addition, provide one or more services for those events.
Event planners may also have started out planning events for other companies before deciding to go into business for themselves.
At Benok Entertainment we train people on how to plan events as it is a known fact that Event planners' or managers’ work is considered either stressful or energizing.
This line of work is also considered fast paced and demanding. Planners and managers face deadlines and communicating with multiple people at one time. They spend most of their time in offices, but when meeting with clients the work is usually on-site at the location where the event is taking place.
Some physical activity is required such as carrying boxes of materials and decorations or supplies needed for the event. Also, long working hours can be a part of the job. The day the event is taking place could start as early as 5:00 a.m. and then work until midnight. Working on weekends is sometimes required, which is when many events take place.