Event planning is successful when guests know what to expect and then get it. You may have lined up the best caterer, the most exquisite decor, and the finest facility. But if people don't know when to sit down for dinner or when to plan a bathroom break, your event will lose some of its glimmer. For organized events involving speakers or specific activities, it's important that event program planning take into account time available, time required, and the inevitable last-minute changes. When you develop the program for your event, consider these details:
1. Who's on First?
Before you write down your event program, the agenda, make a list of every activity you want to occur. Then order everything in a way that is natural and makes sense. For example, instead of scheduling a speaker immediately after the meal, schedule something active that will keep your guests from getting drowsy. Better they dance or do the limbo than they take a nap during an important talk. Don't plan a speaker during the first part of the dinner. If you do, your speaker will have to shout to be heard about the squeaking of chairs and rattle of silverware, not to mention that get-to-know-you chatter you hope to encourage over your catered meal. Don't overwhelm your guests by presenting several speakers or presentations back-to-back. They'll get restless and stop paying attention, both insulting the last speaker in line and losing the impact of his or her presentation. Schedule highly social activities at the beginning and end of your event program. Give people a chance to see who's there at first and to say their hellos. Then let them relax and have a good time before the go home so that they take a great memory with them.
2. Timing is Everything
Once you've established a logical, smooth order to event program activities, make sure event planning includes practical timing. You have an allotted amount of time to accomplish everything, and you don't want your event to move like a freight train. Neither do you want it to progress along in fits and starts. If there's no time for relaxation or bathroom breaks, your guests will not be happy. And they'll be overwhelmed if you try to keep them engaged every minute. There's a fine art to scheduling - planning too much or too little time for each activity will leave your guests irritated, bored, or gone.
Including times on your program will give your help your guests anticipate their own choices - when to fill their plate or find their seat, when to take that smoke or bathroom break, when to corner Harry for a special favor or question. It will also help you keep things moving according to plan by giving you check points. A printed program with scheduled times keeps everyone on the same page as the event program unfolds.
3. Don't Overbook your Program
Everything you plan to do doesn't have to be included on the printed program. Keeping a special "surprise" speaker or entertainer on board will allow you to fill extra time if it should come up. Your program doesn't have to be so detailed that you have no flexibility to change things that need to be changed to keep the momentum going. Make sure you include the major activities (the meal, specific ceremonies, keynote speakers, social activities social mixing time or dancing) on your printed program, but don't include every break or announcement. Your program should be structured enough to keep things organized and flowing, but it should be open enough to meet unanticipated needs.
4. Be Prepared for Featured Guests to Go Over their Allotted Time
You may have scheduled 10-15 minutes for each speaker or presentation, but it's human nature to ramble. What if someone takes 5 minutes over their time budget? What if EVERYONE goes over? Or what if it takes longer than anticipated to set up a presentation or a stage? Keep in mind when setting your schedule that even the best plans go astray. Allow slightly more for specific activities than you think they will take. And build in some breaks so that speakers can get their breath or guests can take care of personal needs. If you find you don't need the extra time, keep a "surprise" guests or activity in your back pocket. It'll add some spontaneity to your event and make it less predictable. Your guests will be happy to be "honored" with a special appearance or activity.
5. Be Willing to Cut the Fat or Add Some Sparkle
Be flexible. Nothing will go exactly as planned. event program planning requires give and take on the scheduled program. Perhaps one of your speakers gets lost in traffic or gets sick. Maybe your entertainment can't find a place to park. Be willing to switch speakers and activities where it makes sense to keep the event moving along. Have something extra planned to substitute or add to your program if needed. One great way to accommodate unplanned timing jams is to have an emcee that can fill empty time with jokes and entertaining stories if necessary. The emcee can also drop some planned remarks to accommodate over-times. Be flexible, and don't get stressed when things don't go exactly as you planned them. Maintain your poise and grace, and no one will even know there's been a hitch in your event program planning get-along.
6. Always Have Someone Else Review your Program
Your program documents the event. Avoid misspelling someone's name, and be sure there are no typos on your program. Your program should be attractive and professional. If you developed it, you're likely to miss some errors. Run off a trial copy and ask friends, co-workers, or fellow event planners to review it for you. Very important: double-check the spelling of names. No need to insult a speaker or guest with a casual error like that. When you are comfortable with your program, get it to the printer well in advance of the event. Creating unnecessary panic by waiting too long to have your program printed is an easily-avoided problem.
Event programs can be as simple as a list of activities or as complicated as a formal schedule. In event program planning, the nature and purpose of the event will suggest the type of program you need. The more guests attending, the more structured your program should be. If you have celebrities or community big-shots, you should include their names in the program.
Most important, use your program as a guide while you're overseeing the event. Don't throw your planning away by playing it by ear during the event. Set a reasonable, well-timed schedule that makes sense and provides for both stimulation and relaxation. Be both flexible and disciplined as your event program unfolds. Be prepared to make last-minute changes, but don't turn over the program "apple-cart" by making dramatic changes. Give your guests enough information to know what to expect, and then give them what they expect. Using an event program will be an invaluable tool in making your event a rousing success.
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