subject: Tasks In Planning An Event [print this page] Planning an event can be a fun and exciting task. It involves all kinds of preparations that can range from mundane to really tasking, but regardless of the degree of the task, it all plays a big role in making the event successful and meaningful. If you are planning an event in Denver, make sure to do it way ahead of time.
This will prevent any delays and inconvenience to you and to the whole event. You can start planning as early as six to twelve months ahead of schedule. Tasks that can be done as early as this time include deciding the purpose of the event, choosing a theme, visiting potential sites, researching and selecting committees, and getting cost estimates.
Three to six months ahead of schedule, make sure that you have started meeting up with the different committees and checking the progress of each team. This is also a good time to write funding requests to donors, sponsors, corporations, and advertisers. The invitations should have been finalized and prepared by this time, as well as the posters and tickets.
Send the invitations two months ahead of the event. This is to ensure that the guests have enough time to respond and fit the event into their schedules. Conduct a follow-up to confirm sponsorships and TV and radio participation. Also, make sure that contracts have been obtained on decorations and rentals such as event rents Denver offers.
One month ahead of the event, you and your team should be placing advertisements and following up with the media. This is the time when you need to confirm staff that will be in charge of registration, hosting, and ushering. Food should be finalized, as well as the sound system and venue or event space Denver offers.
One week before the event will be a crucial time, with the possibility of sudden changes springing and the need to adjust to them, so make sure that you and your team work this out. The day before the event, re-check all the equipment and supplies, the team, the petty cash, and all the participants. Just be flexible and be ready for what might transpire on the actual event. Most of all have fun and enjoy the event in the event space Denver offers.
