Angelfish

Here are the key questions that will assist you in creating a strategy for your event. Angelfish would be very happy to discuss this with you and assist you create your plan.

Planning questions
What are your strategic aims for the event?	Why are you having the event? Who is the target market? What is the mix of that market? What is the message? How are you going to relay the message/what medium? How are you going to measure success? What would be success? What is the follow up plan to the event?
Roles & responsibilities	Who is going to champion the event? Who within your company is going to make decisions? Who is going to coordinate the event? Who is going to direct all the different suppliers? Who is the leader of the overall event?
Graphics/branding	Who is managing the design of the brand? Who has to be involved with the development of the Brand? What branded material is needed for the event? What is the budget for branded materials? How is this linked with other marketing initiatives? What, if any, are your branding guidelines?
PR/marketing	What is the message you are trying to convey? Who do you wish to see this experience? Business to business? National press? International press? Who is to be interviewed? Who is leading the whole press campaign? What is the positioning of the whole company? Live interviews for radio & TV? Who is to do this? How does this campaign fit into the existing PR? What are the challenges that come to mind/ politics of the company? What is in the press packs? Who gets the press packs?
Agree a budget	Venue Food & drink Entertainment Date Outside suppliers Follow up marketing
Decide type of event	Seated dinner Finger buffet Cocktail party with canapés Sporting event Fun and creative Includes partners Includes family Mix of sexes City/Country National/international
Format	Formal/informal Passive/Active Interactive Educational Social Promotional
Attendees	Staff only Partners Clients/existing/new Family Specific market/sector
Venue	Preferred location Accessibility Size of venue required Cost Possible theming needs AV requirements Unusual venue Fully functional venue Create a Venue
Timing & date	Decide date range Decide dates you cannot do Decide which days of the week you are prepared to consider Decide if all your marketing material will be ready Look at other opportunities around the chosen date Look at general social calendar e.g. Easter, school holidays, other competing events internal/external
Guest list & numbers	Estimate numbers early Who will be on the guest list? Will they all mix at the one event? How to coordinate the mix of invited guests? Does venue allow for numbers? Does budget allow for numbers ? How current is the guest list?
Menus	Buffet Seated Canapés Themed National/Traditional food
Bar	Cash or account and what limit Type of drinks required Free bar Tray served/self serve/bar served
Entertainment	Decide live band needs Decide preferred music style Decide if speaker is needed Sporting entertainment Active entertainment/clients participate Theatre entertainment Film/video entertainment Actors/look-alikes Speakers
Committee/Board/Shareholders	Elect committee if required How often does the board meet? How often do the Shareholders meet? Who is available to lead the project? Financial support? Event to be sponsored Budget in place Budget to be found

Sample preparation
1. Guest list, numbers	Create a spreadsheet/database as a guest list recording (where relevant): Guest name Contact details Department Dietary requirements Confirmed Table number
2. Design, print and send out invites	Design & plan all print material by? Who is going to receive it & by what methods, e-mail, fax, post, hand delivered What is the budget? Who coordinates the mail out? Plan to have final numbers at least 2 weeks before event
3. Prepare table/seating plan	Place cards VIP guests Table dressing Top table VIP needs
4. Venue	Arrange and carry out venue visits Confirm venue and date Plan theming Plan lighting Plan AV equipment Plan any special requirements
5.Timing & date	Plan detailed timing: Start End Reception Meal Bar Entertainment
6. Menus	Buffet Seated Canapé tasting Special dietary requirements
7. Bar	Finalise drink requirements Staff Serving
8. Entertainment	Sample band tapes Decide band/speaker Do you require a dance floor? Do you need PA for a speaker? Stage Manager
9. Source and choose suppliers	Florists Caterers, informing of dietary requirements AV specialists Entertainers
10. Plan and select entertainment	E.g. Casino, caricaturist, speaker, band, singer
11. Finalise decoration, theming	E.g. balloons, back drops, linen, table centres, room colours, flowers, gifts
12. Labels, name badges	Prepare badges and pens Prepare spare badges Create guest lists Registration lists
13. Finalise details with attendees	E-mail, fax or post directions and reminders to attendee’s approx 1 week before the event.
14. Event running order	Create detailed event running order
15. Prepare event material	Miscellaneous items to bring along
16. Other features	E.g. security, cloakrooms, raffle admin. & prizes, insurance