Event Planning - The Program (Part I)
- Sean Spence
- Nov 6, 2024
- 3 min read
When it comes to programming, deciding on the task is usually not the issue; it's usually dealing with all the different components that causes difficulties.
Having said that, there are a few key points to consider while creating your agenda:
When selecting speakers, prioritize their speaking skills. While the speaker's reputation and expertise are significant factors, it is crucial to avoid the disappointment of choosing someone who may be dull or ineffective in delivering their message. It is advisable to have observed the individual in a similar setting or to rely on recommendations from those familiar with what constitutes a strong speaker.
It's important to be cautious when planning your schedule. There's a delicate balance between having a packed agenda and feeling like it's dragging on forever.
It's important to be cautious when allowing children to sing. While it may seem adorable at times, there are instances when...
After inviting your program participants and receiving their confirmation to attend, the actual work can commence.
Upon receiving a confirmation from participants, it is important to promptly provide them with a written description outlining the expectations and requirements. This document should cover details such as timing instructions, dress code, seating arrangements, the evening's objectives, and an overview of the program. While keeping it concise, ensure that all pertinent information is included, even if you believe the participants may already be aware of it.
It is important to distribute the draft agenda to all participants as soon as possible. The draft agenda should outline all time limits and any special instructions, such as seating arrangements for speakers or alerts for when time is running out. Be sure to update participants with any changes made to the agenda, as this will help emphasize important details like time limits.
Typically, you can send the draft agenda three or four times, making minor revisions each time.
Master of Ceremonies
For the best outcome, it is important that your master of ceremonies is familiar to your audience, adept at injecting humor or the appropriate emotion for the event, and capable of ensuring the smooth progression of the evening. Ideally, you should select someone with prior experience in this role. Regardless, it is crucial that they are well-informed about all aspects of the event, with key details reiterated multiple times to ensure clarity, just as they are for other participants. A top-notch master of ceremonies is well-prepared and exudes confidence in their understanding of the evening's agenda.
Entertainers
There are numerous ways to include entertainers in your event, whether you decide to make them the highlight of the event or the focal point.
Professionals
If you don't have a close connection with a professional entertainer or a large budget, hiring one may usually be too costly. However, there are occasions when one of these factors aligns, leading to the possibility of securing a truly exceptional entertainer. In such cases, it is crucial to fully capitalize on this opportunity. Your goal should be to have professional entertainers who serve as a magnet, capturing the interest of your target audience and enticing them to participate in your event. If a performer is skilled but lacks the star power, it's wise to carefully consider whether the investment is worthwhile.
Amateurs
Amateur entertainers can be a valuable addition to your event without significant costs. It is essential to personally witness their performance as you should trust your own judgment when selecting acts for your event. Additionally, make sure that the entertainers are aware of their role in the program to avoid timing issues commonly seen with non-professionals.
Music
Music is adored by everyone, and incorporating a musical element into your program can have a strong impact.
Live
Live music can either be fantastic or not so impressive. It's important to remember that some artists may be heavily produced and may not sound as good during live performances.
DJ
Opting for a DJ instead of live music can be an excellent choice. The quality is usually quite reliable, the songs will be mostly recognizable to guests, and there will be a degree of flexibility that is often lacking in live acts.
Humor
Quality entertainment based on humor can be excellent, especially since it is uncommon and challenging to execute successfully. When attempting to include humor, make sure to establish clear guidelines, particularly regarding inappropriate language or topics.
Kids
Many individuals believe that kid-oriented entertainment is foolproof, but that is not the case. It is crucial to preview any children's entertainment before including it in the program. Just like with any other form of entertainment, relying solely on the opinions of others, particularly parents or those easily swayed by affection or cuteness, is not advisable.
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