Event Planning 101

My Event Experience with PRSSA’s Blue Jeans Go Green

By Sara Ulloa

Event planning can be fun and stressful, it takes a team to put everything together and make it happen. Recently, I’ve been working on PRSSA’s Blue Jeans Go Green campaign by Cotton inc. 
I want to show you guys step by step what it takes to plan an event so when you have to plan one you’ll have a better idea of where to start and how to stay organized.
 

1. Email and Google docs are your friend
        I cannot stress this enough; Google docs is an amazing tool that Google gifted us and it works so well when you have to collaborate with a team. Every meeting we start a Google doc and share it with everyone on the team, so we can all edit and add to it throughout the meeting. We put the time we started and everyone who is present; then we begin going down the lists of tasks to do.
2. Location, theme, and date
      Three super important things to get done ASAP.
   Location: Where do you plan to host? How many people are you expecting? Do you have to host at a specific location? Or are you free to pick? These are all questions to consider and should be decided early on, so you can budget your money and start creating all the content that will help draw people to your campaign.
   
3. Food and entertainment
        Food is a super important factor. Everyone loves food, and everyone loves freefood, I learned. When thinking about your event, you want to try to make it the least expensive for your public as necessary. So, try asking restaurants to donate. This way you save money and help bring awareness to an outside public. Most well-off food companies will donate as long as you tell them they can write it off on their taxes, so ask around! Your guests will be happy and excited over free food. That was one of our biggest concerns.
        Entertainment is also just as valuable. Who likes a party or event without music? No one. Playlists are an essential. Make sure you plan what type of music you’ll be playing because it sets the mood. Are you doing something close to the holidays? Like Christmas or Halloween? If so, make sure you incorporate music that makes your guests feel that vibe. Everyone loves to feel festive around the holidays and you can help enhance that experience by playing holiday music.
   Another big entertainment factor is games and raffles. Everyone likes to win a prize and play fun games so make sure you think ahead of time and pick what will be raffled off and played at your event. 
4. Budget
        There is always a budget when planning an event and sometimes you can go a little crazy and think of big ideas that cost too much. Make sure every step of the way you are constantly watching your budget. You want to leave room from emergencies and decide what needs more income verses other things.
5. Putting it all together
        Finally, you made it to the big day, make sure you and your team arrive early to the venue and go over step-by-step the game plan for the event. Set up everything with time to spare so you can see if you left out any last minute things and can add them in. Test run music and lighting (if you have special lighting) and breath because you finally made it to the end!