Event Planning Print E-mail

Event planning is the process of planning a meeting , conference , workshop, festival, parade, exhibition or convention.

Planning and organizing an event is in many ways very mechanical or common sense process, but it’s important to understand that there are universal steps and specific procedures for putting all the pieces together.

Event planning includes budgeting & financial management, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits [if necessary], and coordinating accommodation; transportation, parking and entertainments such as gala dinners, tours, concerts..Etc.

Event planning also includes some or all of the following, depending on the event: marketing, telemarketing and advertisements, developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, event support and security; pintables, registration, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals, and cleanup.

Steps to planning an event

The first step to planning an event is determining its purpose and objective, whether it is for a company, festival, and exhibition or any other event requiring extensive planning, From this the client needs to choose entertainment, location, guest list and number of invitees, speakers, and content.

The location for events is endless, but with event planning they would likely be held at hotels, convention centers, reception halls, or outdoors depending on the event, Once the location is set, the client needs to prepare the event with staff or event organizer professionals, to set up the entertainment, and keep contact with the guests.

After all this is set the staff or event organizer has all the smaller details to address like set up of the event such as food, drinks, music, guest list, budget, advertising and marketing, decorations, all this preparation is what is needed for an event to run smoothly, All parties involved [client; staff & event organizers] needs to be able to manage their time wisely for the event, and the length of preparation needed for each event so it is a success.

Event Scheduling

Event scheduling is the activity of finding a suitable time for an event such as meeting, conference, tour, etc. It is a major part of event planning that is usually carried out at its beginning stage.

In general, event scheduling must take into account what impact particular dates of the event could have on the success of the event, When organizing a conference, for example, organizers might take into account the knowledge in which periods are the public holidays; major national events; annual vacations...Etc. since it is expected that many potential participants are not present.

They should also try to check that no other similar conferences are held at the same time, because overlapping would make a problem for those participants who are interested in attending all conferences.

High / Peak tourism seasons can significantly affect the availability of rooms, and directly impacts room and services prices, Also a massive event in one area can have the same impact, Weather on the other hand has a noticeable effect for choosing a location for an event, For example the Dead Sea Area (-400m below sea level) during summer time - July and August, can be considered by Europeans extremely hot, However, planning an event in Amman or Petra in that period would be an advantage (due to cool & sunny weather).

When it is well known who is expected to attend the event (e.g. in the case of a project meeting), organizers usually try to synchronize the time of the event with planned schedules of all participants, This is a difficult task when there are many participants or when the participants are located at distant places, In such cases, the organizers should first define a set of suggested dates and consult with clients about suitable dates for the participants, After consulting the event time suitable for participants is selected.

Petra Events Management can give you the best advice and choices, ideas, suggestions for planning the entire event or part of it (such as logistical services, travel arrangements, tours), Please feel free to contact us.

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