We’re on the cusp of our busiest month of the year with six large events, while at the same time planning for an annual conference next month and two first-time galas 4-5 months later. All of these events in different stages has me thinking about our long-term event planning services (9-12 months out) versus the last minute needs that are bound to pop up before any event. When a client hires us for short-term event planning services, we call it “EVENT AID.”
Recently, I wrote about one of the most important services we offer – the Master Event Plan, a working document of details from the inception of planning. When an event is just a few weeks away from happening, we call this “Brief Relief,” since it can be provided to executives and other VIPs right before the event so they can see the whole picture.
Our other Event Aid services also pick up where our longer-term event planning services (mentioned in quotes below) leave off:
Registration Rescue – A time-consuming task during the final weeks of planning is communicating with attendees. While we can be brought on-site at the very last minute to handle registration, most organizations hire us earlier to develop an attendee communication and registration plan, which may include a “Registration Website,” “List Management,” “Communications” with conference attendees about their “Accommodations” and other logistics, as well as “Communications” with sponsors to collect their guest lists.
Location Relations – While we can take over discussions with a venue at any point, the best time to lay a base for all of your venue needs is during “Site Selection” and negotiation of the event “Contracts.”
Vendor Development – Every vendor needs to contacted within a week of the event to confirm all of the details previously discussed. But those details can change in countless ways throughout the planning process. When we’re asked to help from the event’s inception, we develop long-term relationships with vendors (our recommended or your preferred) and handle all of the twists and turns of the event needs right alongside the vendors.
The Taskmaster – Whether the event is six weeks or six months away, a “Timeline” is crucial to the division of responsibilities and keeping everyone on task so that the event is executed without a hitch. An important add-on that ties into the timeline is the run-of-show, offered with our “Program Management” service.
It’s important to review each task (or in our case, event planning service) at various stages in the planning process. Not sure if you are considering everything you need? Learn about the rest of the services we offer or just give us ring to talk you through it!