When do you need an event manager? For almost any event you would like to host—from a small dinner party in your own home to a gala for a foundation or corporation.
There are many separate elements that must be considered and managed when hosting a successful and memorable event. Things to consider are:
Date of the event—send a Save the Date notice, even if you don’t have a confirmed location.
Location—book as soon as possible. Some organizations book events from 3 to 5 years out.
Theme—decide if one is appropriate. though not all events require a theme, some companies plan a yearly theme.
Invitations—consider these details of the invitation:
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- guest list—as a priority, make sure you have a current mailing list so that valuable time isn’t lost in updating an old list.
- reply card—keep it simple. include all pertinent information for an easy response.
- postage—keep it limited to current postage otherwise this detail can be costly.
- mailing—mail invitations 6–8 weeks prior to the event date to insure early responses and to avoid competing events.
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Photographer—contract a service about one month before the event.
Flowers—select seasonal blossoms according to the time of year. Also, depending on the room where the event is being held, arrangements don’t need to be elaborate.
Menu—there are a few choices here. Choose a menu that has a steak and chicken combination [making sure to include a vegetarian option], ask guests in advance of their preference, or depending on the size of the event, include a selection of main meals on the reply card.
Music—if appropriate, select a live band or piped-in music.
Video—if any kind of historical information or data is being presented as part of the program, secure this service from a qualified vendor.
