The Details: All Those Small Things You Might Forget When Planning An Event

When you’re planning an event, you’ll quickly discover that there are many more little details than you ever thought possible, and for some reason, YOU are the only person who can make a decision on any of them! Don’t stress over these details, though; most truly are small things that don’t really require a lot of thought or effort on your part, especially if you know about them and are prepared.

Delegate Away, But Be Prepared to Take it Back!
When you delegate some of the tasks for an event to others, you may expect them to deal with everything. More likely than not, though, when a decision has to be made on something, they’re going to come back to you for a final answer. Be ready for this by knowing what each person is working on and having a general idea of where they are on that task. You don’t need to know everything (that’s why you delegated it, after all), but you should always keep on top of what’s happening. If it’s truly a tiny detail, you can always tell them to make a decision.

Food Details
There’s more here than you might think. For example, what color tablecloths and napkins will you have? What about centerpieces? Should dessert be on the table already or served after the main course? Do you want round tables or rectangular tables? Some of these details can be left up to the caterer, but you will need to make some decisions yourself.

The Location
If you have a stage for your speakers or a podium to give out awards, do you want flowers arranged near it? What about signs pointing the way to each room (if you’re in a large venue)? If your event is spread out across multiple buildings or areas, is it possible to get (or create) a map for attendees? If you have many people speaking or presenting, you want to be sure each room or podium has water available for the speakers (generally, hotels provide this, but other venues may not). It’s also helpful to find out if there are any other events going on at the venue at the same time so you can warn your attendees about them.

Registration and Sign In
Most likely, you’ll want your attendees to sign in and pick up their event information at one place so you can have a list of who is in attendance. If attendees are playing a registration fee, be sure you have a list of how much each person owes, especially if some people are paying different amounts (some may be paying to attend extra sessions or for meals). Put all of the information into a manila envelope or folder with each person’s name on it so it’s easy to find what they need. The main goal of this task is to keep on top of all of the details so the process goes very smoothly.

While it’s somewhat easy to handle details before the big day, during the event, things can get crazy. Just remember to keep calm and make certain you have several people who can make decisions and handle anything that crops up.

May your event go off without a hitch!

Anders

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Half way done and the tour is going really well. It all started off in Sault Ste Marie with a great crowd at the Grand Theatre.

The next day I was in Manitouwadge. Its a nice small community that really supports the arts. They have a beautiful auditorium in their high school. The whole community came out to see the show.

On my way to Geraldton I found myself speeding down the highway. Unfortunately so did the O.P.P. The police pulled me over and luckily this officer’s wife happened to be at the show the night before. It pays to do a good show. I got off with just a warning.

After a 4 hour drive I was in Geraldton where we had the biggest crowds of the tour. Following Geraldton I had a day off and spent it visiting an old university friend in Thunder Bay.

From TBay I went to Sioux Lookout. This crowd was slightly smaller but fun all the same.

After many shows and hotels they are all starting to run together. I can’t imagine touring for months at a time.

My hotel in Sioux Lookout was the Forest Inn. Staying there brought back memories of performing there over 10 years ago for one of their comedy nights.

Tonight I’m in Red Lake and in Kenora on Sunday. Being in Kenora will be a bit of a tease because I will be within a couple of hundred kilometers of home and yet I still have to drive out east to Fort Frances and Atikokan.

I’m on the home stretch. I’m really lookIng forward to getting home and spending some quality time with my kids (and give my wife a break).

In the moment, for the moment,

Anders

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Today was a travel day. Pretty uneventful. I drove 6 hours to Cloquet Minnesota (near Duluth). By cutting through the States I save quite a bit of driving time.

My tour starts in the East and then I make my way home over the next two weeks Tomorrow I have another 6 hour drive to Sault Ste. Marie. Then on Sunday I perform at 2pm at the Grand Theatre. It’s supposed to be the nicest venue on the tour, it should be very interesting. Following the show I will be conducting a workshop for the local theatre group.

That’s all for now. I’ll report back soon with another tour update.

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This evening I was lucky enough to attend the Event Professionals of Manitoba’s annual Nibble and Network. It was a treat to be able to see a sneak peek at the brand new Qualico Family Centre at Assiniboine Park in Winnipeg. This brand new facility (which officially opens this Thursday) boasts a Bose P.A. system, fire place, two roof mounted projectors and screens, and a beautiful view of the duck pond.

The venue has a very interesting shape which will make it a popular choice for Winnipeg event planners. To enable maximum visibility in the main room there is a high definition camera which can be controlled to capture any speeches or presentations that may not be visible to all. This video then can be projected on to the two big screens.

During day hours this location will be host to casual dining and in the evening it is available for private events.

It’s definitely worth checking out and I look forward to performing there soon.

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http://www.andersmagic.com Client’s rave review of Anders’ after dinner corporate entertainment at the Saskatchewan Greenhouse Growers annual conference.

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If you are perusing this site and you are in the event industry and you live in Manitoba you may be interested in a new professional group called EPM or Event Professionals of Manitoba. If you are interested in joining or maybe you are a venue and you would like to host an event and show off your property to 30+ event/meeting planners then go to www.epmanitoba.com

Our meetings usually consist of a meal, a speaker, and a site tour. It’s a great way to network, learn from each other and meet some like minded individuals. If you are interested send me an email at anders@andersmagic.com

Our next meeting is July 26th at 5:30pm at the Fort Whyte Centre.

I hope to see you out!

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