South Africa Event Planning

The beginning of the process of planning a professional event is always very exciting. You will likely feel inspired, full of ideas and eager to implement them. However, planning an event of almost any magnitude takes plenty of preparation and forethought.

Plan a meeting with all of the event planning staff members present as well as the client, so that everyone is comfortable with and aware of the aims and motivations behind the event. Be as candid and all-inclusive as possible so that this meeting forms the foundation of the entire process. Consider the opinions of others and take their feedback to heart. Include the following items on your official meeting agenda:

Objectives

• Why is this event being held? What is it in aid of?
• What does the client expect the event to accomplish? This requires a specific, well thought out answer.
• Does the event benefit the participants, visitors and community in any way? How?

Concept

• Is the event going to be formal / informal / fun / youthful / reminiscent, etc…? What is the look and feel going to be like? This establishes your theme and style.
• What makes this event unique?
• What other events are currently being held that may be considered to be similar to this one?
• What is the programme and how was it decided upon?

Target Market

• Who is being invited to attend? Why have they been targeted?
• Where does the target market come from?
• Is there room to accommodate those that are not within the expected target market?
• Are there any other events at a similar time with which yours conflicts? Or could they actually work well together?
• Might your target market feel that there is a conflict of interest with other events that they frequent?

Attendance

• How long is the event lasting?
• How many attendees do you expect per day?
• How many attendees do you expect in total?
• Is this more than last year’s attendance? Do you expect it to increase next year? (If an annual event)

Revenue

• How much is being charged for admission?
• Will food and beverages be sold at the event? How will the profits work?
• Will there be sponsors or any other form of contributors?
• How will funding be handled and from where will it come?

Cost Estimates
Estimate basic costs (based on experience and current information) for:

• The venue
• Entertainment
• Catering
• Licensing
• Advertising and marketing of the event
• Printing and distributing of all stationery and marketing material
• Transportation
• Accommodation
• Administration
• Casual staff