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Using a Conference Planning Template

April 10, 2012 By Andrew Maxwell Comments

photo by eventmanagementtales .com

It seems to be a hot button issue – whether or not to use conference planning templates. A conference planning template or a conference planning checklist template, as some people refer to them as, are basically a way of organizing planners. And the reason why many people find them to be a valuable asset to their job is that they often have so many minute details of a program that need to be accomplished. Without a project conference planning template to use they would be in an organizational mess.

Should You Look for a Free Conference Planning Template?

Today on the web you can pretty much find whatever it is you’re looking for for free. But does free always mean you’re getting the best? Well of course it depends on what you’ll be using your template for, but there are many good places where you can get templates that will fit your project.

As we have said here often, Microsoft Office is a very good source for finding templates that you can easily adapt for your own projects. What I like about Microsoft Office’s template page is that you can quickly download a template that you like and start making the necessary changes to customize it for your own needs.

Other people like to create their own project conference planning template. I find that these people are ones that have been in the industry for some time and have a great understanding of how to implement and execute programs successfully. What they tend to do is take their experiences with past programs and write out what steps were required for them successfully run programs. From here, they are making a template where they can easily go in and customize towards their future programs.

A conference planning template is, when used correctly, a valuable tool for organizing and implementing successful programs. There are many free conference planning templates to choose from or, as many seasons meeting planners have done, you can easily create a customizable template for your own specific needs. But as a meeting planner often is required to have many things happening at once, it’s probably not a bad idea that they utilize a conference planning template to help them keep organized.

Finding a Good Meeting Planner Template on Microsoft Office (plananevent.org)
How a Meeting and Event Planner Uses a CVB (plananevent.org)
What Do You Look for in an Event Planning Guide? (plananevent.org)

Filed Under: Planning A Conference Tagged With: conference planner, conference planning, event planner, event planning, microsoft office, template

You Don’t Have To Re-Create the Wheel to Get Good Event Planning Forms

December 16, 2011 By Andrew Maxwell Comments

Using event planning forms is a great way organize the various components of your event. Consider an event planning form as an overview of the event itself. A good form will list all the components of the event along with the contact information, cost information, and completion dates.

Do You Need an Event Planning Form

I have talked to some meeting planners in the past that have told me they don’t even use event planning forms for events that they execute. I have to admit my initial reaction was “how in the heck are you able to make sure that all aspects of your event are being covered”. They tell me that they’ve done events for so long that it’s literally like clockwork for them. While I’m sure that’s true I have to admit that having been in the meetings and events industry for well over 20 years now I still use event planning forms or event planning checklists for any events that I’m responsible for. This is especially true if you have more than one event occurring at the same time. It’s also helpful to use event planning forms if you have a team of colleagues working on the event together. That way it’s very clear what each person’s role is in the event.

Where to Get Good Event Planning Forms

Some people prefer to make their own event planning forms or checklist based on the way they operate. However, if you’re looking for some existing event planning forms that you can use there are a couple of places that I would recommend.

Microsoft office’s event planning page has over 20 templates that you can choose from. Whether your focus is on the event’s budget, scheduling or ticketing, Microsoft office has event planning forms to meet your needs. And you can easily alter and customize the form for your specific needs.

Google Docs is another great resource for event planning forms. If you click on their event planning form you’ll see a template that outlines the various components to a typical event. In addition the form is set up like a banquet event order where you can indicate who the suppliers are, the costs associated with each item line and an approval process.

Microsoft Office and Google Docs are two great sources for event planning forms. One of the great things about their forms is that they are easily customizable to the way you set up and execute your own events.

Use a Template to Help with Event Planning Ideas (plananevent.org)
What Sets Top Event Planning Companies Apart from the Rest (plananevent.org)
Do You Use Event Planning Software (plananevent.org)

Filed Under: Tools & Guides Tagged With: event planning resources, event planning tips, Google Docs, microsoft office

Use a Template to Help with Event Planning Ideas

November 11, 2011 By Andrew Maxwell Comments

Sometimes it’s the event planning ideas that determine which event planning companies that meeting planners select. Which is funny because when you ask a lot of event planners what they think the number one decision maker for meeting planners is, most of the time the first answer is budgets. However, while budgets are a crucial part of the decision-making process, often times it’s the event planning ideas that determine the winning proposal.

You Need to Be Objective When Developing Event Planning Ideas

Human nature always tempts us to promote ideas based on our personal preferences. We’ve all heard the saying you can’t see the trees for the forest. Well with event planning ideas we do sometimes get wrapped up in proposing venues and suppliers to our clients based on our own personal preferences. A very common mistake. As you develop in the event planning industry it becomes easier to be more objective. For me, in my early days I developed a template to help determine what event ideas I would propose to my clients. An easy way to develop your template for event planning is to think about some of the crucial questions that you should be asking your client at the proposal stage.

Some of the questions on my event planning templates are:

the age range of the group
the group make up (i.e. male-female)
the relationship with in the group (i.e. are they all coworkers or are their supervisors and workers mixed together)
where (location) would the organizer like the event to be held in
what style of venue (i.e. an attraction, museum or gallery, sports facility, restaurant bar, boat cruise etc.)
what type of event is the client looking for (i.e. a reception, food and beverage function, a sporting event, a standup event etc.)
when is the event being held (this can be crucial because certain venues are only available at certain times and will help narrow down your selection)
capacity (this too can help narrow your selection down)
does the client want the venue to be exclusive (private for their group only)

Of course a good event planner needs to know what’s available in their market. It’s very easy to become comfortable in your job and work with only a few venues or suppliers. I have to admit it’s always nice when you work with the same supplier over and over as you get to know each other’s work style. It’s also good to help establish credit with those suppliers. However what you have to ask yourself is-are you really providing your client with the best available options in your area.

If you need help developing your own event planning templates you may want to check out Microsoft office event templates. Here you’ll find a whole range of templates to select from based on the type event. In addition to Microsoft you may also want to check out Google docs. Here you’ll also find event management templates (this site has some very good wedding templates to choose from as well).

Event planning ideas may seem like an easy task at the onset. Event planning, like many industries, is one that requires a degree of creativity. Often it’s the creativity that wins contracts more than budgets themselves. As an event planner you have to be very careful not to assume that the group wants to do things that you would like to do. Developing and event planning templates or checklist will help you present event planning ideas that are based on the clients preferences.

Event Planning Checklist – Organization is Key (plananevent.org)
Conference and Event Planning – The Road Warrior’s Guide to Loyalty Rewards (plananevent.org)
Organizational Tips for Event Party Planning (plananevent.org)
New APEX Tool for RFPs Now Available (mywelcometothecity.com)
Keep Track of Your RFPs (mpiweb.org)

Filed Under: Tools & Guides Tagged With: checklist, event planning resources, event planning templates, microsoft office

Business Event Planning – Now That Money’s Tight…

September 1, 2011 By Randy Markus Comments

Photo courtesy of eric731 on flickr

You want to make your meeting stand out. It’s your job. It`s what you do, wowing your attendees and create an outstanding event that will be remembered. You’ve done it (what feels like) a thousand times before. But now your client wants you to create an amazing event with about 70% of your previous budget. And just because you may not have all of the bells and whistle (and money) of past events, it doesn’t mean your event should be anything less than fabulous.

Business Event Planning – Falling Budget vs. Rising Expectations

Your clients know your budget restrictions will present some challenges. But that doesn’t mean they won`t have the same expectations as they’ve had with previous programs. And your attendees won’t really notice the little details that we generally agonize and stress over. What they’re looking for is a relevant and well organized meeting at a business appropriate venue. And it`s up to you to make it happen.

Business Event Planning – Saving Money is Not a Fantasy!

First plan of attack, your budget. Know it and stick to it! Microsoft Office has some free, down-loadable event budget templates to help keep you on track. When you know precisely what you’re allocated for each component of your event, it helps you prioritize what is essential to your event and what isn’t.

Negotiate. Everyone, venues and suppliers included, is trying to increase business. And sometimes the first price or deal that you’re offered may not be the best one. So ask up front what they can do for you and shop around. But remember to keep your expectations realistic. Because as much as a vendor wants your business, it has to be beneficial for them too.

There is always some wiggle room in food and beverage. Now don`t starve your delegates (there’s nothing worse than having too little food) but take a realistic look at your menus. Don`t over order for buffets and food stations (does each delegate really need three muffins at the morning break?) A cocktail party with passed hors d’œuvres is far more cost effective than a sit down dinner. Pitchers of ice water and lemon can actually go a long way in saving money and is a far more environmentally friendly option than bottle water.

Business Event Planning – Small Changes Can Make a Big Difference

It may seem like a few insignificant modifications won’t affect your bottom line. But collectively, all of those small changes can save you enough money to make even the most budget conscious clients happy!