Organizing or hosting an event is always a tedious yet gratifying thing to do. With all the planning, the preparations, and the hectic schedules, at the end of it all, you just cannot help but to heave a sigh of relief to see the tail’s end of that utterly chaotic scene in your life that has cause you a myriad of sleepless nights. Yet, at the same time, you feel a bubble of pleasure for being able to pull it off – hats off to you!
Events are a public or a social assembly that is either done for the purpose of a celebration, a marketing gig, an educational soiree, or a reunion of friends. Events can vary according to purpose, style, size, and context, and are usually planned by an event organizer or a planner.
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If you are into the business of event organizing or planning, then you would know how much it means to make sure that the events you organize are seamlessly flawless. As a planner, you are ultimately banking on word of mouth, which means that the actual events that you plan for are your portfolio, and the clients (and your client’s guests) are your walking advertisements.
As an event organizer or event planner, it is very important for your business to ensure that all the events that you will handle will satisfy not only the hosts but also their guests or the event attendees. As the head of the planning and implementation committee for the event, you need to be aware of all the event details. This will help you to be familiar with the changes that might occur within the event planning processes.
Another thing that you need to familiarize yourself with is the usage of different event forms that can be helpful in ensuring that everything is organized, documented, and well-recorded. Some of these event forms are as follows:
- An event planning form is used to layout all the initial plans that are needed to be implemented for the event to be deemed complete.
- An event registration form is only applicable for events where the participants or the attendees are expected to log for their attendance.
- An event budget form is used to ensure that there is enough and appropriate budget that can cover all the needed expenses for the event.
- An event feedback form is a necessary form used to evaluate the output of the event and how it has impacted the different stakeholders involved in the event execution.
The usage of these forms can make a lot of difference in the different stages of the event from planning up to the event’s assessment. Using downloadable templates to create these documents can make it more convenient for you to have the forms that you need at a faster time and in an easier manner.
The Different Types of Events
Before you run off to plan an event, you will first need to determine what type of event it is going to be exactly. As soon as you are able to determine the event classification, the other details can follow suit.
1. Social Events – These are events meant for mingling or socializing purposes, such as birthday parties, engagement parties, weddings, anniversaries, graduation balls, stag or hen parties, funerals.
2. Fundraising Events – These are events meant to gather enough funds wherein the proceeds will be donated to a cause. Auctions, charity galas are examples of such events.
3. Academic Events – These are events that are focused on educational activities such as school fairs, education fair, job fair, workshop, seminar, debate, contest, quiz bowls, etc.
3) Athletic Events – These are events or gatherings that revolve around sports activities such as the Olympics, the World Cup, marathons, Wimbledon, wrestling matches etc.
4) Entertainment Events – These are events meant for amusement or to spark interest such as music concerts, fairs, festivals, fashion shows, award functions, celebrity nights, beauty pageants, flash mobs, jewelry shows, fashion shows, etc.
5) Political Events – These are events that are hosted for governmental purposes such as political processions, demonstration, rallies, political functions, etc.
6) Corporate Events – Corporate events are also dubbed business events because they are initiated for marketing purposes, business expansions, or business improvement such as meetings, conferences, product launches, etc.
7) Religious events – Religious events are events focused on religion such as religious processions.
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Event Planning Forms
Event planning forms are used for the following reasons:
- To identify the workforce that are needed for the event
- To know the time frame that will be followed for the event planning and implementation
- To have an idea of the budget that is needed for the event
- To allocate tasks to the different stakeholders of the event
- To create a program for the event
- To draft the entirety of the event processes
A basic event planning form contain the following details:
- The name of the event
- The type of event
- The date and time of the event
- The location of the event
- The budget
- The number of expected guests
- Registration Requirements
- The objective or the goal of the event
Event Registration Forms
If the event that is planned for is a private event or requires a fee, a registration is sometimes needed. An event registration form allows guests or people who are interested to join, to provide details about themselves so that their names can be listed in the guest list. Marathon events, for example, usually require interested registrants to register and to pay a registration fee. The fees used for registration are usually donated to charity or are used to finance the event’s reward system.
Event Budget Forms
Many companies or organizations have run into severe financial difficulty and even bankruptcy from the lack of proper budgeting. Preparing a budget is a crucial aspect of event management in order to properly control the amount of cash needed and consumed when staging an event.
An event budget form can provide the following advantages when used accordingly:
- It can help the entire event to be successful while spending just the allotted budget for the gathering.
- It allows event organizers and directors to be aware of the budget that they need to work on.
- It helps hosts to identify the value of their money and the specific items where particular amounts have been spent.
- It ensures the stakeholders of the event that the plans for the event will be executed through proper financial handling.
- It can assess whether the event has been a success in terms of profit or loss.
- It can make the management of the event and its needs a lot easier.
- It can help event organizers to adjust the budget easier and faster depending on the changes that may occur during the budgeting and planning period.
- It can properly record the amount from the budget that are acquired through sponsorship, funding, and donations in addition to the allotted budget of the host.
Some of the things that you need to consider when making an event budget are listed below.
1. Budgets Should Be Aimed Toward Profit
Creating a budget for an event is implemented to avoid losses. If an event is deemed to create a loss for the company, then plans or adjustments have to be considered for the event to at least break-even.
2. Be Realistic in Planning
Oftentimes, making overwhelming and overly optimistic decisions can lead to a financial loss. When planning for an event, an Event Director has to be realistic and be balanced in planning or predicting the amount of sponsorship to be gained or determining the number of participants.
3. Always Have a Back-up Plan
Event directors or coordinators should always have a plan B and in some instances, a plan C if in case a good idea will not turn out as expected. Contingency plans help coordinators properly pick up the pieces and still make an event a success even after a good idea fails to be executed.
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How to Manage Expenses for an Event
1. Track and Compare Prices for Rental
Events need a venue and equipment, and these require rental fees. Canvass possible sites for the event and compare prices among suppliers so that you will be able to book venues and suppliers that are economical and offer good quality as well. Be sure to verify costs such as lighting and security costs as these are usually hidden.
2. Monitor Transportation Fees
By keeping track of the expenditures for transportation, you will be able to create a more realistic budget plan and will allow you to trace expenses properly.
3. Estimate the Cost for Caterers
Explore your options when it comes to caterers. Ask for quotes and catering proposals from them to let you see which one can provide the best deal. Remember that caterers can make or break an event, so be sure not to sacrifice quality over price. Finding the best deal means looking for the vendor that can provide quality service at the lowest price.
4. Provide Costs for Equipment and Entertainment
If food makes an event, entertainment would be its life support. Sound systems and means of entertainment such as bands and DJs provide life to a party; however, they do not necessarily have to cost an arm and a leg. Canvass for a good means of entertainment at a low cost and utilize equipment that is already in the office or comes free with the rented venue before looking for a supplier who can rent them out.
5. Don’t Sweat the Small Stuff
When planning for an event, you will notice that several small items actually total into a bigger expense when being combined together. One example of this is the printing of invitations, badges, gift items, trophies, and vice versa. One way to save up on the cost for invite items is to personally print invitations or create online invitations.
6. Summarize Your Actual Expenses
After properly making a canvass of vendors, rentals, and suppliers, create a summary of your total expenses. This will serve as your projected list of expenses, which you can later on use to compare with your actual list of expenses.
It is always a good idea to gather feedback from guests and clients after a project has been done. Feedback is a crucial and useful tool that is especially helpful to small businesses. Through customer feedback, business owners will be able to determine if the event was successful or not.
You can use our event feedback forms to help you gather comments and suggestions from guests and clients. Our feedback forms are easily accessible and can be downloaded and printed out to save you from the hassle and inconvenience of making one from scratch.
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Event Evaluation Forms
An event evaluation form can sometimes be overlooked when planning an event. Even if it will be used at the end of the event and it may not be deemed necessary by some, it is still essential to have this tool as it can get the thoughts of the event attendees about the entire event.
Since there are different suppliers and stakeholders within an event’s execution, the content of an event evaluation form may vary. The information present in an event evaluation form will depend on what the host would like to assess. It is suggested for the different areas of the event to be included in the evaluation so proper measures for development can be applied if another event of the same nature will be hosted or organized again in the future.
Some of the objectives of using an event evaluation form are as follows:
- Help companies and organizers determine if goals or objectives have been met.
- Allows the identification of challenges and to correct them.
- To obtain information relating to the varied options for target-markets.
- To help marketers and organizers in determining the amount of marketing exposure that is needed to campaign for the event.
- To determine if an event was able to impact a business and other related industries.
- To determine if the event was able to satisfy the expectations of guests, patrons, or community stakeholders.
Evaluating an event can sound foreign to some people, especially if they do not understand the target, the objective, or when they do not know where to start. Our evaluation forms can help you properly organize your checklist of evaluating factors so that you can properly assess the outcome of an event.
An event is basically composed of physical elements and event organization elements. These factors, when blended together in perfect symmetry, have the potential to create an impacting function. The physical elements of an event include the following factors:
- Quality of the food being served
- Efficiency of the servers
- Number of expected guests or patrons
- Number of guests or patrons who were able to attend
- Quality of the program and if these were able to create a positive impact on the guests
- Satisfaction of the guests or patrons
Planning events can be a rewarding experience, but with tons of other competition, you might not be able to make it that far. Be sure to carefully plan, budget, and evaluate the events that you create. Organize your plans well and make sure you keep an open ear for positive criticism. Download our sample event forms now to help you properly manage your event planning.
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