Introducing: The 4 W and H of Event Planing
Events are special occasions centered on significant occurrences which we consider worth celebrating. The memories of these one-time celebrations are such that we do not wish to forget in a hurry. Covering a range of personal events from walking down the isle of the glamorous wedding of your dreams, house warming and birthday parties, to professional annual events by organizations (which is a great way to publicize an organization), conferences and even other special events created for other targeted purposes such as fundraising, awards banquet, gala dinners and conventions, there really is no end to man’s natural inclinations to create events and have people attend. However, creating an event and having mental pictures of guests swarming in, music in the air, giggles and peals of laughter in joyful gaiety, starts and ends in the imagination. Reality dawns when you realize that your event includes budgeting, establishing dates, alternate dates, researching on and selecting the venue or event site, reservations for the venue, acquiring legal permits as well as coordinating parking and transportation. The success of any event depends largely on adequate planning and coordination. Although this depends on the nature and size of the event, the amount of work, time and manpower needed to come off with successful event requires that you take note of what I call the 4Ws and H of event planning. WHAT, WHO, WHY, WHEN and HOW.
What event are you planning? From a ladies’ hangout with few friends, weddings ceremonies, wedding anniversaries, corporate conferences to annual conventions, you need to state the kind of event you are planning for. It gives perspective on how to plan your logistics. For instance, the location, and then the size of the venue you should be looking out for. You will do well to settle for a large venue if you intend to have a large number of guests. You don’t want to have an issue with the venue being too small to accommodate all of the guests at your event. On the other hand, it would cost you more to have a venue that’s way too big for the number of guests you intend to invite. That would mean paying more for less.
This helps you to have a clear picture of the class of people you plan to invite. It goes without saying that the upper class in our society favor sumptuous arrays of fine meals, choice wine, exclusive venues that comes with ample parking space for their automobiles and state of the art restrooms. Would you risk attending an event that has no adequate parking space arrangement if you ride a car worth millions of naira? Sure you will think more than twice. In the same vein, it is not cost effective to go for an exotic hotel that costs a fortune for an event you are planning for the middle-class, or a group of undergraduates.
Are you trying to inform, educate or entertain? Outline the objective(s) of the event and tailor-in all the other factors in your plans to fit into what you want to achieve.
Timing matters in everything. Be sure to take advantage of discounts and other related opportunities that work with times and seasons. Booking flight tickets earlier for a vacation you plan to take in summer may earn you some discounts. It is general knowledge that prices tend to shoot up during festive periods, and may cost you more if your event falls into those peak periods. Making arrangements for things you could possibly purchase or book for earlier will have you smiling when you realize how much you’ve saved. I call it the dividend of prudence. Another factor to take note of is ensuring that your events do not clash with certain important dates in the calendar. Such days may threaten the number in the attendance of your event.
Considering the sheer amount of work and manpower required to pull off a successful event, how do you intend to achieve effective planning, coordination and execution of everything it will take to make your event an epoch-making success? Do you intend to enlist the service of an events planner? Getting professional help to have your event planned will save you time and all the hassles synonymous with sourcing for vendors and quality products.
Pleasant Jay is an event management company that has been providing professional services for many years in Nigeria, Africa along with rest of the world for many years. Pedigree matters when it comes to getting professional help for the successful event you envision. We have a track-record of providing superb events planning services as per clients’ custom needs and requirements, always within their financial limit. We are a reputable company that achieves great feat in managing various events for small, medium size or big events.
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