“Any event you plan for your boss is a direct reflection on your boss. Healy finds the most effective approach to event planning is to visualize how the guest experience will unfold. Patrick Healy, President of New York Celebrity Assistants, provided this advice and we couldn’t agree more. If you spend too much, is your job at stake? If you spend too little, what happens to the surplus? Visualize the event from start to end Know the consequences of going over or under budget. Don’t just know the dollar amount you have to work with, but also know where that money is coming from. Understanding the budget is one of the most crucial steps in the planning process. During this phase, be sure to go over contracts to ensure how stakeholders should be presented or in which way they should be utilized during the event. It would also include partners or vendors that you are in contract to use. This would include sponsors of the event, if there are any. Identify sponsors/stakeholdersĭuring this second phase of event planning, you will identify who the stakeholders are. Project management expert Rhonda Scharf says, “During this phase, you walk through the requirements, who’s involved, what the timeline is, and the scope.” This phase also answers how you will obtain resources and procure required materials.
This initial step is your opportunity to answer essential questions about the event you are planning.
Here are our tried-and-true steps to set you up for success: Define your goals and objectives The comforting truth is, there is a science to event planning. It will lead to a seamless event and will cut out a lot of stress along the way. Even if you are not a certified project manager, it is undoubtedly important to function as one when planning an event for your organization. It’s important to treat an event as a project, devising and executing each step like an project manager extraordinaire. Whether you are planning a corporate meeting, a holiday party or a fundraiser, as an executive assistant, you are constantly faced with event planning. Event Plan Like a Project Manager Extraordinaire
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