{"id":8,"date":"2024-04-08T03:40:06","date_gmt":"2024-04-08T03:40:06","guid":{"rendered":"https:\/\/mastertheevent.com\/?p=8"},"modified":"2024-04-08T03:40:06","modified_gmt":"2024-04-08T03:40:06","slug":"10-questions-to-ask-during-special-event-planning","status":"publish","type":"post","link":"https:\/\/mastertheevent.com\/10-questions-to-ask-during-special-event-planning\/","title":{"rendered":"10 QUESTIONS TO ASK DURING SPECIAL EVENT PLANNING"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<label for=\"ez-toc-cssicon-toggle-item-661fb28c88661\" class=\"ez-toc-cssicon-toggle-label\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input type=\"checkbox\"  id=\"ez-toc-cssicon-toggle-item-661fb28c88661\" checked aria-label=\"Toggle\" \/><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mastertheevent.com\/10-questions-to-ask-during-special-event-planning\/#Effective_Special_Event_Planning_%E2%80%93_The_Starting_Point_of_Every_Successful_Event\" title=\"Effective Special Event Planning \u2013 The Starting Point of Every Successful Event\">Effective Special Event Planning \u2013 The Starting Point of Every Successful Event<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mastertheevent.com\/10-questions-to-ask-during-special-event-planning\/#Getting_These_Questions_Answered_During_Special_Event_Planning\" title=\"Getting These Questions Answered During Special Event Planning\">Getting These Questions Answered During Special Event Planning<\/a><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><ul class='ez-toc-list-level-4' ><li class='ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mastertheevent.com\/10-questions-to-ask-during-special-event-planning\/#When_you_have_answered_all_these_special_event_planning_questions_and_probably_a_whole_lot_more_then_you_are_ready_to_start_organizing_your_special_event_or_relay_your_answers_and_needs_to_a_special_event_organizer_will_help_you_in_executing_the_plan\" title=\"When you have answered all these special event planning questions and probably a whole lot more, then you are ready to start organizing your special event, or relay your answers and needs to a special event organizer will help you in executing the plan.\">When you have answered all these special event planning questions and probably a whole lot more, then you are ready to start organizing your special event, or relay your answers and needs to a special event organizer will help you in executing the plan.<\/a><\/li><\/ul><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n\n<p><a rel=\"noreferrer noopener\" target=\"_blank\" href=\"https:\/\/web.archive.org\/web\/20201028021916\/https:\/\/www.facebook.com\/sharer\/sharer.php?u=http:\/\/mastertheevent.com\/10-questions-to-ask-during-special-event-planning\/\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Effective_Special_Event_Planning_%E2%80%93_The_Starting_Point_of_Every_Successful_Event\"><\/span>Effective Special Event Planning \u2013 The Starting Point of Every Successful Event<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><a href=\"https:\/\/web.archive.org\/web\/20201028021916\/http:\/\/mastertheevent.com\/wp-content\/uploads\/2011\/06\/293795180_6fdc7cdfee_m.jpg\"><\/a><\/p>\n\n\n\n<p id=\"caption-attachment-1003\">Photo courtesy of Travelin\u2019 Librarian on flickr<\/p>\n\n\n\n<p>Special events are called special for a reason. They don\u2019t happen everyday and you cannot just organize them on a&nbsp; whim, unless of course, if you have the wherewithal to do so.<\/p>\n\n\n\n<p>So, whether it is your big day to walk down the aisle, your dad\u2019s 90th birthday, or your company\u2019s convention, make it count by planning it thoroughly and covering all the bases.<\/p>\n\n\n\n<p>To help you kick off the daunting endeavor of&nbsp; planning and answer some of those how to plan a special event queries, let the responses to the following relevant questions guide you.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Getting_These_Questions_Answered_During_Special_Event_Planning\"><\/span>Getting These Questions Answered During Special Event Planning<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p><strong>1. What is the main purpose of the event? What do you want to accomplish from the event?<\/strong><\/p>\n\n\n\n<p>For special occasions event planning like birthdays and weddings, this is very easy to answer. However, for big corporate, association, or social affairs, you may need to do some serious asking and clarifying. To help you answer this question, list the key benefits that you intend your invitees and your organization to get. Also set evaluation criteria to measure the success of the event.<\/p>\n\n\n\n<p><strong>2. Who are your target guests?<\/strong><\/p>\n\n\n\n<p>With the purpose and objectives of the event clear in your mind, you would instantly know who you must invite. Determine the minimum and maximum number of guests you aim to accommodate. Plan on how to reach out and invite them; consider various promotional materials and approaches, like brochures and invitations, posters, online invites and registration, and so on.<\/p>\n\n\n\n<p><strong>3. How much is your budget? What available resources do you have?<\/strong><\/p>\n\n\n\n<p>You can approach this question in two ways. The first one is easy; your superiors may just give you a specific amount to work on. So your concern here is allocating this amount to the various expenses. In the second approach, you will need to ask for quotations from potential suppliers and work out the numbers, then present it to your bosses for their go-signal. Another related question to this is \u201cDo you intend to generate revenue from the function, or will the company foot the entire bill?\u201d<\/p>\n\n\n\n<p><strong>4. Who are your team members?<\/strong><\/p>\n\n\n\n<p>Resources needed when planning special events are not just limited to the finances. You will also need manpower so that you can delegate the various tasks. How many people are available to man the different committees and commit to the pre-event, on-site, and post-event tasks?<\/p>\n\n\n\n<p><strong>5. When is the event? How much time have you got?<\/strong><\/p>\n\n\n\n<p>Time is another resource. With the different committees formed to handle the various tasks, set a time frame that schedules the critical deadlines. The first ones you may have to ensure is reserving the venue early. Make sure that the date of your event does not conflict with holidays and special events in the area or other events for your target audience. Also factor in the weather at that particular season during the event.<\/p>\n\n\n\n<p><strong>6. Where will you hold the event?<\/strong><\/p>\n\n\n\n<p>Of course you cannot book the venue if you have not decided where to hold the event, so pick one first. When selecting a place to hold the affair, consider availability of amenities that you need, space, parking, etc. Do an ocular inspection and match your needs with what you see.<\/p>\n\n\n\n<p><strong>7. What must be included in the program?<\/strong><\/p>\n\n\n\n<p>Based on the flow of events detailed in the program, think of the things that you would be needing when the event takes place, from the ingress of guests, down to the inception of the main program, up to their departure, and perhaps, days or weeks after the event (as follow up). This is the perfect time to utilize a special events planning checklist. Some of the items you may require are lighting, sound system, audio-visual equipment, physical arrangement and seating plan, registration table or station, computers, Internet connection, free flowing coffee and tea, convention materials and registration kits (pens, note pads, name tags or place cards), etc.<\/p>\n\n\n\n<p><strong>8. Who are the suppliers whose services you will be needing?<\/strong><\/p>\n\n\n\n<p>Special event&nbsp; planning companies are here to help. Besides your special event planning team, you will need to hire service providers with their respective specializations.&nbsp; This could include a set designer or florist, photographer, make-up artist, caterer, entertainers, security agency, transportation service provider, and many others.<\/p>\n\n\n\n<p><strong>9. Who is the event\u2019s speaker or resource person?<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image\"><a href=\"https:\/\/web.archive.org\/web\/20201028021916\/https:\/\/is.ltroute.com\/click.track?CID=420873&amp;AFID=426982&amp;SID=MasterTheEvent&amp;nonencodedurl=https:\/\/zapdj.com\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/web.archive.org\/web\/20201028021916im_\/https:\/\/mastertheevent.com\/images\/2019\/01\/Zap-DJ-Ad.png\" alt=\"\"\/><\/a><\/figure>\n\n\n\n<p>If it is a convention, then you may need speakers or guests of honor. Confirm their attendance and find out what their needs are for the event.<\/p>\n\n\n\n<p><strong>10. What have I forgotten?<\/strong><\/p>\n\n\n\n<p>Every time you run out of special&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20201028021916\/http:\/\/mastertheevent.com\/event-planning-jobs\/\">event planning jobs<\/a>&nbsp;and questions during the event planning, always ask this question. You may be surprised with your answers.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"When_you_have_answered_all_these_special_event_planning_questions_and_probably_a_whole_lot_more_then_you_are_ready_to_start_organizing_your_special_event_or_relay_your_answers_and_needs_to_a_special_event_organizer_will_help_you_in_executing_the_plan\"><\/span>When you have answered all these special event planning questions and probably a whole lot more, then you are ready to start organizing your special event, or relay your answers and needs to a special event organizer will help you in executing the plan.<span class=\"ez-toc-section-end\"><\/span><\/h4>\n","protected":false},"excerpt":{"rendered":"<p>Effective Special Event Planning \u2013 The Starting Point of Every Successful Event Photo courtesy of Travelin\u2019 Librarian on flickr Special events are called special for a reason. They don\u2019t happen<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"acf":[],"_links":{"self":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/8"}],"collection":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/comments?post=8"}],"version-history":[{"count":1,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/8\/revisions"}],"predecessor-version":[{"id":10,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/8\/revisions\/10"}],"wp:attachment":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/media?parent=8"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/categories?post=8"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/tags?post=8"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}