TS – Freelance writer, editor and researcher

It may sound like an effortless feat, but planning an event – be it large or small – takes intense planning, troubleshooting and coordination. Planning stages begin months – sometimes even years – before the event is scheduled to take place. There are various things that may need to be ordered in advance to ensure their availability, while some venues are fully booked months in advance. If you intend on having an event in the venue you want, with the entertainment you envisioned, and the quality food you require; you need to ensure that everything that every contingency plan possible is organised in advance.

The elements that need to be taken into consideration for even the smallest of events are endless – lighting, seating , invitations, decor, menu, speakers, entertainment – each one of these aspects that make up your event will need to be minutely planned; organised and implemented on the day. There are various elements that can be completed at the last minute, while there are others that cannot, including the following:

• Finding a venue. It is often impossible to find a venue to accommodate larger events at the last minute. Booking the venue in advance will enable you to ensure that any entertainment that you require will be available on the set date. This also applies to the MC of the event – if a celebrity is to be used, they usually have hectic schedules and are often not available at short notice.
• Deciding on the theme of the venue (if any) and compile a detailed plan of the elements that will be needed with the theme you have chosen far in advance – at least 4 to 6 months before the event is scheduled. This will influence everything from the venue used and the decorations within, to the type of entertainment that is hired.
• Invitations need to be sent out with ample time for people to RSVP – they need to be conceptualised, created and mailed to the correct people.
• Promoting the event – even if this is within the smaller spheres of the event by word-of-mouth. Many larger events will either hand out fliers and pamphlets, or advertise on radio or television (if they have the resources and budget). Venues that are constantly used for high-profile events usually have a web site wherein they showcase current and future events – or, alternatively, a temporary web site can be established for the event.

Planning and coordination does not end when the event ends. Planners usually have their hands full for days or weeks after the event, organising everything from cleaning up the venue to returning all the supplies and offering feedback. Some planners are hired by large corporate clients who want feedback from the people who attended the event – which may even fall into the planner’s hands to correlate and present to the client. Event planning is a multi-faceted discipline that requires much hands on work and intense dedication on the part of the planner.