Has anyone planned a large scale event? If so could you please help?!
Answers: I am part of a small group planning a large scale Michael Jackson fan party. Those of us involved in planning it are not sure how to go about things. As an idea of how many people are going to be there it is in celebration of his 50th Birthday and we are hoping to make it a big thing. What steps do we need to take and in what order? The event will not be until August but we feel that planning needs to start now. Please help, any advice would be appriciated.
You need to find a place to hold the event. You really need to know a minimum number of people and then decide the maximum that you will allow. Assuming that you will charge for this event, you need to calculate all costs based on the min number. Once you have the number you need to advertise and get commitment from your min to cover all expenses - continue to advertise once you covered expenses until of course max is met. Any money leftover needs to be donated to a charity.
Keep clean and accurate records of all expenses, billings and invoices.
You may already be pushing it for August so get busy now!
Have fun!
Exactly how many people are attending is what you really need to know.
If it is several hundred, I would recommend renting a banquet hall or a ballroom at a hotel. The advantage at the hotel is that they can set just about everything up for you, esp food and beverage. You then only need to set up the decorations unless you want to go with an outside vendor who sets up party decorations. (ie event planners) The only disadvantage is that the hotel can get VERY expensive so you would proly have to charge each person a ticket price, and have them purchase ahead of time as well. You might even want to try and do some sort of survey to get an idea of how many people will actually attend. If you think you can do the food an beverage yourself at the hotel, guess again. That's where hotels make the most money!
If you go with a banquet hall, depending on the place, you may only have to pay for the space, where food/beverage/decor would be taken care of by you. Double check with places like that though, sometimes they have contracts with caterer's and you must use them.
I hope this helps...
First of all, you need to go Hotel shopping, When you find somewhere that you like you need to see which ballroom you like and then see if there available for that day. Then you need to call a DJ, photographer and videographer. Once you have got all the big people you can move onto the small. you need to make the invitations and send those out. Then you need to call someone who can decorate the ballroom for you. Also, you need to search the net for party favors. The food and dessert should be done by the hotel if not you need to find a caterer. For the small things like place cards and all the hotel will guide you through. Also, if you want you can even get a florist
Wise of you to start planning now. Talk to people who have planned weddings and other similar type events.
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