party planning worksheet by bes0Ttrq

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									This worksheet will get us started on your event. Just fill in what you can, save it, and then
email as an attachment to brandy@positively-events.com. The last page contains some basic
planning guidelines.




                                         PARTY PLANNING WORKSHEET


Basics -
Company name:

Contact name:

Phone:

Email:



Date:

Time:

Location:

Venue:

Number of guests:

Type of event:
                    (team building, winter party, summer picnic, award dinner/ceremony, sales meeting etc.)


Demographics:
                    (employees, clients, families - adults, kids - etc.)


Theme:

Budget:
Details (check all that apply) -
   Formal                                               Served dinner

   Business attire                                      Buffet dinner

   Casual                                               Reception w/heavy hors d'oeuvres

   Costumed event                                       Reception w/light hors d'oeuvres

   Other:                                               Desserts only



   Open hosted bar            Limited w/drink tickets      Cash bar; hosted non-alcoholic bevs

                  Beer & wine only

                  Full well bar

                  Full premium bar

                  Champagne toast




   Speeches by exec staff or other

   Video presentations

   Entertainment (other than music or casino)

   Band            DJ              CD compilation - mp3 player

   Casino

   Giveaways/favors

   Raffle and prizes

   Party games

   Printed invitations        Electronic invitations

   Valet

   Photographer
Basic Planning Guidelines -

Three - Six months before
    determine the purpose of the event, decide on a theme and title
    choose a tentative date
    check availability of event venues (consider restrictions – no smoking, seating capacity, parking,
       extra costs involved with early morning or late night load-in/load-out, etc.)
      investigate and secure special permits or licenses if needed
      identify the intended audience
      decide on performers, DJs, speakers
      establish initial budget
      determine vendor payment process - start any internal accounts payable procedures
      outsource an event coordinator or set up an event committee
          o delegate tasks (publicity, logistics, food, entertainment, decorations, regestration, etc.)

Eight weeks before
    finalize the date, time and location of event
    secure space with signed contract and deposit (this should be done earlier if the event date falls
       during a highly desirable time)
      process special facility requests (insurance documentation needs, etc.)
      send out a "save the date" email or card
      reserve rental equipment (dinner & drinkware, tables, chairs, linens, props, etc.)

Six weeks before
    contract entertainment
    meet with catering for food and beverages
    do a final walk-thru at the event facility
    reserve audio/visual equipment
    order prizes and souvenirs
    reserve security
    arrange for transportation
    arrange for visitor parking or valet
    work on signage messaging and design
    determine registration needs

Five weeks before
    confirm contract requirements and fulfillment of contract riders
    perform a budget/cost alignment check
    send formal invite via email, us post office, or inter-office mail
    begin working on decorations (ordering flowers, banners, balloons, centerpieces, etc. )
Three weeks before
    modify and secure rental equipment based on RSVPs
    gather volunteers or outsource for registration needs
    send out invite reminder
    final count to caterer/event facility
    create preliminary seating arrangements and table layout

One week before
   have vendor checks cut
   print name tags and other event materials
   create seating arrangements if necessary
   follow up contact with all vendors (confirm delivery times, set up, requirements, duties, etc.)
   tie up loose ends

Day before and/or day of
   monitor facility set-up
   decorate
   set-up registration
   display signage
   sound and light check

Week after
   send thank you notes
   reconcile all invoices
   send out evaluation survey to attendees
   meet with the event planning committee to evaluate the event

								
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