At the beginning of a new year many make resolutions, set goals, and get a vision for their year. Likewise, taking time to lay the foundation for your event sets the stage for a successful occasion. Masterminding an event lets you plan with confidence. Get starting developing the framework for your special event with the following steps:
(*Note: working through these tips may not be a linear progression. You may find answering questions in one section forms the foundation for answers in another. 🙂 )
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Determine your what.
Many times this is obvious, but not always. If you are getting married, you know your what. You are committing your life, love, and faithfulness to the one person with whom you choose to do life. In planning a family reunion, you want to cultivate family connection.
There are other events that need a little more consideration as to their purpose. For example, as an artist, you might host a creative event, but your purpose could vary between events. You might want to nurture people’s creative abilities, or you might want to expand awareness of your art. As a small business, you may want to educate others regarding your product or service.
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Consider the who.
Once you have clearly defined your what, who are the people you want to come or be part of your event? The people who attend add to the atmosphere of the event and you will find yourself considering both individuals and the entire group as you plan the details. Questions to ask for your wedding are: Is the vision for your wedding an intimate time with the two of you? Do you want to be surrounded by family and closest friends only or have a celebration with lots of guests? Who will be in your bridal party?
For those planning a workshop or conference, will it be for local people only or will you include those from other states or countries? How many people do you envision participating? Will you have a speaker or co-host? For creative events, ask yourself who you are trying to reach. What are the demographics of the attendees you want to come?
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Identify the why.
The why is a crucial part of masterminding an event. It helps you stay grounded when you are deep in the details. It also brings clarity to decisions you need to make. The why goes beyond the purpose for the event and ties in to transcendent values. Take some time to write down your ultimate motivation for the event, bringing your values to the forefront. As an artist, you may want people to experience the joy of creating beauty as an expression of the soul. As a person of faith, you may be passionate about helping others grow in their own faith.
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Set the parameters.
Parameters will set upper and lower limits for your event in many areas. Get started with these following questions. What time of year are you considering? What is happening in the event’s locality during that time? (Tip: check with your city and sports calendars for possible times that traffic may be heavy and hotels may be full or more expensive.)
Do you want an event that showcases peak times for attractions or beauty in your area or do you plan to keep costs down by scheduling it during off season? Can you save money by choosing an all-inclusive option or will it be more affordable to hire separate lodging, venue, and other vendors? Is there a special date you want because of its significance? What is the length of your event?
Hint: Sometimes you can save money by having your event on weekdays. If you are struggling with setting the parameters, the next section will help guide your answer because many parameters can be decided by… you guessed it – your budget.
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Establish the budget.
Every event should have a budget. Decide how much you have to spend and set the amount slight lower so you have a cushion. You will also want to ask other questions. Does your wedding budget allow for some extras like a wedding weekend to give yourself and guests a more relaxing experience? If it is an event to generate money, like a fundraiser or workshop, you need to plan in a way to meet your monetary goal.
If it is a ticketed event, what is a fair price for attendees while still ensuring vendors are paid fairly as well? Can your attendees afford extracurricular activities like a museum or tour of the area? Once you know your overall budget, you can then allocate percentages of your budget for range for individual event elements based on your priorities. When you are new to planning large scale events, there is likely to be a difference between initial expectations and what services and items actually cost. If it’s confusing, a planner can explain pricing and help you navigate budget issues.
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Picture the ambience.
When masterminding an event in this area, think of words that describe the feel you want the event to have. Now, think of ways that you can set the stage for that ambience. Event style is a good place to start. Does your vision include a vintage, industrial, modern, or traditional style? Do you want an informal, relaxed atmosphere, semi-formal, or a dressy affair? Where does your vision rest on the scale of minimal to lavish? Whether it’s indoor or outdoors will set a different tone and impact the color and decor you use. If food is part of the event, consider how you want it to be part of your attendees’ experience.
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Determine the assistance you need.
It’s important to surround yourself with a good team to make the event a success. You may have lots of volunteers when planning a family event and that can be part of what makes the experience so meaningful. Match them with tasks or activities that use their professional expertise and skills and still allows them to enjoy being a guest when possible.
Planning a large scale, complex layered event like a wedding or conference is a different experience than planning a family style birthday party. For events like these, a vendor team and a planner to guide the whole process can make the difference between an event that turns out beautifully in line with your vision and one that runs you ragged. Hint: when you hire a planner, the earlier you bring one on, the more they can assist in finding the right vendor team, designing the event, and keeping the budget in check.
Take time to think about the vision for your upcoming event. Write it down and use it to make informed decisions and to stay on track. Find mentors, colleagues, or a trusted person with whom you can share your vision and brainstorm. Remember: It’s your occasion. Make it Always Yours!
Photo credits: Photographer: Tonya Damron Photography, Venue: Chilhowee Park (Bandstand), Coordinator + Decor: Always Yours Occasions, Officiant: Chuck O’Connor with Sensational Ceremonies, Cake Artist: Sweet Beginnings by Elaine, Florist: Thistle and Lace Events, Hairstylist: Reflections by Christina, Makeup Artist: Lindsay Conroy with The Skin and Lash Lab, Gown and hair accessories: Loveliest Bridal, Suit: Prestige Tuxedo, Jewelry: Fountain City Jewelers, Bride Model: Jessica Nicole Hopkins, Groom Model: Cody Lee Hopkins