By Mary Elder

 

Trinity Productions gave the inside scoop on how to plan the perfect event at the 2016 PRSSA National Conference in Indy. They gave tips and tricks of the trade about how to make your event the one everyone is talking about.

Have you ever been to an event that was absolutely perfect? From the moment you walked in the door to the moment you left you were entertained, having fun, and perfectly well taken care of.

A perfect event is possible because of a perfect planner. Event planning in PR can be a fun, but stressful area to work in. As the party planner, you are responsible for your guest’s experience from the moment they walk in the door until the moment they leave.

An event should be planned so it makes sense. By attending your event, people are giving you their time, which is precious and can’t be refunded.

Important things to consider…

  • Budget
  • Entertainment
  • Guest lists
  • Location
  • Lighting & AV
  • Parking
  • Social media

Once all of the aforementioned points of consideration have been talked through, and then an event can move forward.

One size does not fit all. It is important to understand who your guests are and what their backgrounds are to best accommodate them. After all, it is about making them happy.

If something goes wrong, it is important to be diligent and vigilant. Act quickly and calmly. If you walk around with crazy eyes then all of your staff will also act crazy. Stay poised and calm even if you’re freaking out on the inside.

To make sure you have considered all aspects of an event, walk through it. Think about what guests will experience from the moment they leave their car to the moment they get back in to head home.

Is the parking far from the entrance? Should you get shuttles? Is there a place for coats? Are bathrooms clearly marked? Are there a variety of food options? Those are just some of the things that are easy to forget about when the rest of the details are being pulled together.

As long as the event is memorable, authentic, and experiential, your guests will enjoy it and it will be perfect!