Setting Goals and Objectives

One of the first things to consider as you start planning is what the purpose of the event is. You may be told this outright by your boss (I want you to arrange a quarterly meeting for 10 of our internal staff), or you might need to do some interviewing and conduct a more formal needs analysis. Whichever approach you take, here are some questions to ask as part of your initial planning. (You can organize these answers into your event plan and into a formal needs analysis if you like.)

• What is the purpose of the event? (Information sharing, retirement celebration, 30-year work anniversary, annual meeting, trade show, conference, workshop, etc.)
• Who will attend? (This is your main audience.)
• What is the budget?
• How formal is the event: formal, semi-formal, casual, or some other mix?
• Is there a preferred venue?
• Is someone leading the event, or do we need a master or mistress of ceremonies (MC)?
• Are there preferred speakers?
• Are there any restrictions on food and drink? (Make sure you include thoughts on alcohol)
• How often does the client want you to provide a status update?