Event Planning Requires True Preparation

Although some people seem to fear it, great event planners understand that regardless of how much planning you do, there are always others things needed. Every event, every organization, every venue presents different challenges, and different conditions, and the greatest event planning occurs when the organizers prioritize planning. The great Olympic athlete, Jackie Joyner- Kersee said, "It is better to look ahead and prepare than to look back and regret." As a professional negotiator, event planner, and event organizer for more than three decades, I have learned how true these words are when it comes to getting the optimal results from an event. There is no such thing as being over- prepared when it comes to an event, and while it may require more time, effort and commitment prior to an event, it invariably makes the actual performance of the event far easier to oversee and conduct.

1. Event planning begins with first identifying the goal or purpose. Is this for social reasons, fundraising, or some combination of purposes? What is the desired price point, both for attendees and the organization? What are you trying to achieve, and what are the top priorities (are they emphasizing the food, the speakers, or raising funds?)? This information is invaluable for the negotiator to have in hand, in advance, so that he has maximum advantage and detail to negotiate what is needed. The negotiator must understand what his budget is, what the priorities are, what the deal- breakers may be? He must have the opportunity to comprehensively do his homework on his adversary's needs (the venue), so as to know what is and is not negotiable from their point of view. Most organizers fail to recognize how valuable and essential this initial stage is to whatever success the end product will witness.

2. One can never spend too much planning for contingencies. Things always happen, either because of unforeseen circumstances such as weather, economy, labor issues, etc., or because of errors made at the last moment. Great planners develop valuable relationships with the venues, so that every effort is made to be prepared. There must not only be back- up plans, but back-ups for the contingencies. An organization and the venue must be on the same page, and all aspects must be clearly communicated well in advance, as well as on an ongoing and continuous basis.

Don't depend on luck or happenstance to assure the success of your event. Isn't it better to be able to anticipate and be prepared, and hopefully many of these plans will not be needed, but are ready if they are. Remember that all event planners are not created equal! Select wisely.