How to Prepare an Agenda for Event Planning

Event planning is a task that starts at the concept idea of the event and does not end until the event occurs and sometimes even after. The event planning agenda deals with everything from the budget to the invitations.

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A well-structured agenda includes:

Preparation

Once your meeting with the client is scheduled, you need to begin preparing. You can begin preparing by asking a few simple questions.

  1. What are you and the client wanting to get out of the meeting?
  2. What representatives of the client will be at the meeting?
  3. How and where the meeting will take place?
  4. How long will your presentation be?

When preparing for the meeting you must consider time restraints, who will be conducting the meeting, would it be beneficial to have a recorder at the meeting to take notes and alert you when time is almost up, when picking a recorder be sure it is someone that is capable of keeping up with the discussion, can recognize important information, and can assist in scheduling follow-up communication with the client. You must always be aware of your client value, time is money, be sure not to go over the allotted time.

 Budgeting

As the Event Planner it is your responsibility to develop and maintain the budget. These budget planner templates can help.

 Venue

You will more than likely have to give the client options on where the event will take place. To make proper suggestions you will need information (how many people, formal or casual, topic of the event and budget).

 Hotel

You will be responsible for negotiating  and signing commercial contracts with hotels if necessary.

 Vendors & Caterer

The event planner will be hiring any outside vendors and caterers that can provide the service required for the event. When selecting the caterer, you want to be sure it is someone you can work with because it is your job to plan the menu as well.

Speakers & Entertainment

Another job for the Event planner is to create a guest list and schedule any guest speakers and entertainment for the event. You will need to come up with multiple options, prior to making the arrangements in case your first selection is not available.

Transportation

The guest speaker/entertainment will require transportation to and from the event and that again is the job of the event planner.

After the meeting follow-up

You want to get the meeting notes sent out as soon as they are transcribed and ready. Delegate tasks and set deadlines for the completion of action items as soon as possible and keep a copy of the meeting notes in a secure location to prevent loss and make them easily referenced.

How can our free templates help?

Our free event planning agenda templates will help you to keep track of every step. The templates can help you organize your plan and ensure that you have everything planned and considered. They can help you plan how to handle a difference of opinion and other possible issues that may arise.

Our free templates will help you to develop a budget, select a venue, plan the menu, arrange guest speakers/entertainment, and keep tract of transportation needs. Some much goes into planning an event and using our templates will help you keep everything organized and on track.

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