Event planning –
Think Big! Then plan backwards…
Event: ______________________________
STEP 0NE: Identify two or three main goals for your event.
STEP TWO: Brainstorm what your event will look like. What is your vision? (Where?
When? # people? Decorations? Entertainment? Prizes? MC? Price? Equipment/Set-up?
Etc…) Be detailed in your description.
STEP THREE: What are all of the jobs that need to be done in order to accomplish your
vision? Brainstorm a detailed and specific list.
STEP FOUR Working backwards from your event date fill in a calendar or GANTT
chart indicating all of the deadlines for specific jobs and who is responsible for them.
(Don’t forget about jobs that need to happen AFTER the event.)
EVENT PLANNING:
Your assignment:
With your partner you are to complete this three phase project. For your event (which will
occur in 4 – 6 fictitious weeks) you must;
A) Complete a written proposal to administration that details your goals, and the who,
what, where, when, why of your event. Remember, the more info you provide the
fewer questions admin will have and the more likely they are to agree to your plan.
B) Write a complete budget for your event. What are ALL projected costs? What
would be your projected sources of income? Will you have a profit or loss? - Be
realistic and revise your event vision if necessary – we don’t run events that won’t at
least break even.
C) Do the brainstorming for your activity and prepare an event task list that identifies
when certain tasks need to be finished and who is responsible for each one. You
can use a calendar format, checklist format or GANTT chart.
Hand everything in to Ms Howie next Wednesday, November 2nd
Evaluation:
Originality:
Students have thought beyond what is customary and have developed new ideas.
1 ----- 2 ----- 3 ----- 4 ----- 5
Proposal:
Includes all details, is clear, neat, professional and answers all necessary questions.
1 ----- 2 ----- 3 ----- 4 ----- 5 ----- 6 ----- 7 ----- 8 ----- 9 ----- 10
Budget:
Has correctly and realistically anticipated all costs and income.
1 ----- 2 ----- 3 ----- 4 ----- 5
Task list:
Clearly outlines all tasks to be completed in logical format that is easy to read and assigns
responsibilities to individuals with a time line for completion.
1 ----- 2 ----- 3 ----- 4 ----- 5 ----- 6 ----- 7 ----- 8 ----- 9 ----- 10