event planning made simple: design, delegate, and dazzle
DESCRIPTION
No need to hire a professional event planner, you've got SmartDraw. Event planning is simplified when you design to budget, to delegate, and to dazzle.TRANSCRIPT
Event Planning Made Simple:Design, Delegate, and Dazzle
Event Planning Made Simple Process
This presentation is inspired by the SmartDraw Blog post entitled, “Event Planning Made Simple: Design, Delegate, and Dazzle”
To view the full blog posting go to http://blog.smartdraw.com/
Step #1: DESIGN to BUDGET
SmartDraw Tip: Recreate the floor plan in SmartDraw to leverage the ”to scale” features as you design your event. The other option is to import a pdf of the venue's floor plan. Simply navigate to the Insert Ribbon and select Picture. Locate the file on your computer, click Open. Assuming the pdf is drawn to scale, simply use the Measure Distance control in the SmartPanel. Use the actual measurement of one of the walls, then simply re-size the object by clicking and dragging one of the object's handles.
Items to Include in a Brainstorm Design Diagram
Audience
Symbols designed to scale to demonstrate the access and movement of guests
Florist
Symbols representing locations of activities to ensure space is available at the time of the activity
Reasonable number (approx. 3 to 4) of designs to review with your vendors and decision makers
Theme and color scheme function as a starting point of discussion
Step #2: DESIGN to DELEGATE
SmartDraw Tip: Use Ctrl + C to copy the design you've chosen for the event and Ctrl + V to paste the design into a new diagram. Navigate to the Symbol Library or the Home Ribbon for the shapes you need.
Items to Include in Diagram
Audience
LocationIndicates the specific
placement of elements of the event
Day-of Coordinator
Florist
Linens Rental
Staging & Draping
Cocktail Reception Entertainment
Photo Booth Rental
DJ and Emcee
ColorHelps to visualize the
event
Numbers Can refer to table number
or number of guests
Color Key For reference
Dimensions Aid in the placement of
orders, for example linens
Exits/Entrances For emergency and
bringing in deliveries and equipment
Step #2: DESIGN to DELEGATE (continued)
SmartDraw Tip: Use Ctrl + C to copy the design you've chosen for the event and Ctrl + V to paste the design into a new diagram. Navigate to the Symbol Library or the Home Ribbon for the shapes you need.
Items to Include in Diagram
Audience
LocationIndicates the specific
placement of elements of the event
Hotel Coordinator
Hotel Banquet Captain
Hotel Event Manager
Hotel A/V Department
Day-of Coordinator
Photographers
Place Card ChartAlong with the box
indicating which table
Exits/Entrances For emergency and
bringing in deliveries and equipment
Color Key For example: Green indicates the linens
provided by the hotel as well as high-chairs
Dimensions Indicate the table and
dance floor configuration
Step #3: DESIGN to DAZZLE
DESIGN to DAZZLE
Determine the roles and responsibilities of your team on the day of the event.
Anticipate situations that may hinder the success of your event and plan for them.
Zero in on a time schedule that is realistic for all involved.
Zoning or identifying specific areas for particular activities (i.e. photo booth, dancing, bar & lounge) will help with the flow of your guests and ensures that they will enjoy all of the festivities.
Listen to your vendors and value their expertise. This is not their “first rodeo.”
Enjoy the event and all of your hard work. This is not the time to be critical of every detail of the event.
About RuthJoy Bitner, M.Ed. With a M.Ed. in Human Resource Development and Organizational Behavior, RuthJoy has become a trusted advisor and educator working with mid-market to global organizations providing change management and user adoption strategy services for more than 15 years. As the Director of Learning and Organizational Development of SmartDraw Software she continues to coach and mentor professionals from non-profits to Fortune 500 companies.
An unashamed perfectionist and absolute SmartDraw addict, she discovers innovative ways to use diagrams in her day-to-day activities to increase productivity and efficiency for herself as well as her clients.
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