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SOLVING THE EVENT PLANNING PUZZLE:  Spectacular Events Don't JUST Happen!™

By Hugh Wunderman

In the ever-burgeoning world of Special Events it has become increasingly more complicated for the average person to successfully plan his or her very important, once in a lifetime affair. Navigating the intricate planning process without getting sidelined or falling prey to the many pitfalls remains challenging even for the very best of event professionals.

Creating a "Special Event" is very much like solving a complex jigsaw puzzle. Intricate pieces must fit seamlessly together in order to realize the defining BIG PICTURE... YOUR FLAWLESS EVENT ! Hiring the right Vendors and Event Professional(s), and making timely appropriate decisions, goes a long way toward insuring the success of ones "Special Event". The event planning process is complex and requires being VERY detail oriented; as they say, the Devil is in the details!

Depending on your event, some very important pieces of the Event Planning Puzzle may be The Venue and Theme Selection, Event Location, Flow and Style, Catering and Menu Selection, Music, Entertainment and/or Shows, Key Note Speakers and Headline Act(s), Event Design and Décor, Staffing, Production and Management, TimeLine Development, Talent Wrangling, Tenting and Temporary Environments, Lighting, Audio Visual and Multi Media requirements, Equipment and Furniture Rentals, Flooring and Dance Floor sizes, styles and needs, Staging, Power, Heating and Air Conditioning (HVAC), Bathrooms, Refuse Removal, Bridal and Dressing Room needs, Transportation, Signage, Weather Contingency Plans, Parking Services, Permits, Crowd Control, Guest and Workers Security/Safety. A bit overwhelming? Just start at the beginning!

Your first step is assembling the puzzle's border. Selection of your Event Venue (location) establishes this perimeter. It is an extremely important and often underestimated, critical step in insuring the success of any event. Very important information about the Event and its Venue requirements are required in order for you to successfully select the most suitable Venue for the event. It's always a good idea to make sure that they are put down in writing at the time of contract. Click here for a check list to assist you.

Many clients will wisely choose to hire an Event Planner to help them navigate the very difficult and often muddy waters of planning their most important Events. The best time to do this is before making any important decisions, including Venue selection. Hiring the right Event Professional(s) at the very beginning can save you hours of needless frustration, misunderstandings and costly mistakes. There are all kinds of Event Professionals out there. Some can provide you all the overlapping integrated Services you require, while others may specialize in only one area. You'll discover that there are independent planners who have their own companies and many different vendors such as caterers and venues that are now offering to provide their planning services, as well.

Planners will generally focus on the logistical points of an Event, i.e. guest list, invitations, transportation, contracts with entertainment, music, "day of" services, scheduling appointments and vendor selections. A good experienced planner will have a giant Rolodex of experienced, dependable, tried and tested Event Professionals they can draw upon and recommend, depending on your specific needs. They often save their clients lots of money by hiring and selecting the right vendor(s) for the right job that will work well together as a team! Remember they are experienced and knowledgeable professionals that do this for a living. Many times they can negotiate a much better deal with their resources than a client would on their own.

Selecting the appropriate and experienced planner is a VERY important puzzle piece of any event. Make sure that they totally understand the scope and priorities of your specific event. Be comfortable, honest and forthright in all communications because they are the ones you need to trust to achieve your dream event. They will be your strongest advocate with the many Vendors you will need to hire. Make sure you meet them in person and ask about their prior experience. How many years have they been in the industry professionally? Will they spend enough time and attention on your Event? Will he or someone from the company be there during your Event? How are their fees determined? A percentage of your total budget or a flat fee are the most common. Always remember to be as specific as possible about your needs.

There is a big difference in planning a dinner party for 12 and a function for 500. There are also BIG differences between planning a Sweet-16 party, a Corporate Fundraising Gala, an event at a Catering Hall or at someone's private home. Most planners don't attend to the detailed production aspects of an event but rather leave that to Production Pros.

When the WOW Factor is critical for the success of your Event you may want to hire an Event Design Firm/Producer. These creative people know the latest trends and have access to a plethora of creative ideas, tools, techniques and talents. They usually thrive on a great design challenge and the more unique or outrageous an idea, the more they can help you achieve that one-of-a-kind Event that will amaze even your most event-savvy guests.

Ultimately, there are three critical components to creating that Flawless "Special Event" with joy.

1. Gets a contract or letter of agreement stating who holds specific responsibilities? Being clear about details and expectations from the start can alleviate many problems down the line and go a long way toward making your Event and the Planning for it, a pleasurable experience.
2. Get recommendations from someone you know well and trust. Your friends and other professionals are great resources. Be aware that advertisements are not recommendations. Some resources, such as NorthForkWeddings.com; SouthForkWeddings.com and EastEndCelebrations.com screen planners to help insure quality and integrity. However, the final responsibility in hiring the right professionals is yours.
3. Get progress reports and have your own written checklist. A list of details that you can actually check off, plus a last minute survey by you of the event scene and the troops can go a long way toward helping your event run according to plan and ward off potential disasters or disappointments.

If you do your homework, communicate your vision for the Event clearly, and are honest with your expectations, you will have that flawless, once in a lifetime event of your dreams. Trust your decisions and then trust the professionals. Enjoy yourself. The day will only happen once!

About the Writer

The author Hugh Wunderman is the Senior Producer, Creative Director and Chief Dreamaker™ of A Gala Event, Gala Creative Group International, Ltd. and Wunderman Productions headquartered in Merrick, NY He has provided Entertainment, Event Planning, Design and Production Services Internationally for many Venues, Organizations and Top Corporations (including Fortune 100's) in addition to High-profile Social Clientele. He is an Industry Wholesaler providing Unique One-of-a-kind Event Talent to many Nationally recognized Event Companies since 1980.

Schooled in Theatrical Design and Technology, he has served on the Board of Directors of the International Special Events Society for several years. He is also a member of many local east end business and civic groups including Southampton Chamber of Commerce and North Fork Chamber of Commerce.

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