Administrative Assistant's Update

5 Administrative Assistant's UPDATE Credit: Olegro/Shutterstock Event planning: No detail too small By George Pearson If you've ever been asked to plan an event, you understand that no detail is too small to identify – and handle with care. This was the heart of the message that Ellen Ruberg, a longtime event planner, gave delegates at the recent Administrative Professionals Confer- ence in Toronto. Careful management of the planning process will turn up details that, if overlooked, could throw cold water on an otherwise lovely event. Begin with an event request form that brings into sharp focus exactly why the event is being staged and what are the expectations of the person(s) requesting the event. "This form prompts the planner to ask all the pertinent event logistics ques - tions at the beginning of the planning process," says Ms. Ruberg, who is supervisor, client programming and events, for the law firm Blake Cassels & Graydon LLP in Toronto. Some of the most critical elements will include: Venue – How will it accommodate the sought-after atmosphere, includ- ing a floor plan of tables, chairs, booths, stage, audio-visual compo- nents, movement of people during presentations, attendees' line of vision, and so on. A site inspection is mandatory. Invitations – What will be special about them? Will they follow a theme? What about follow-up reminders, as well as final confirmations of atten- dance? Logistics/details – These will be contained in what Ms. Ruberg calls the event overview. "If you use no other forms, use this one; this is your event bible," she emphasizes. "Include every detail in your event overview, no matter how insignifi- cant you think it is." It is essentially a blow-by-blow account of all setting up, monitoring, assisting, serving, presenting – everything, in a form subdivided by item, clock time and who has responsibility. Menu/beverages – All sorts of considerations here, including dietary restrictions. Consult with the caterer. Build in time for clearing away so it does not distract from the program. Décor/flowers – Theme or no theme, think it through and picture the effect you want to achieve. View the exact combination of flowers/con - tainers that attendees will experience. Audio-visual – Lots of potential pitfalls, so you want to preview the presentations (including atmospheric visuals and audio that provide back- ground while people are entering, for example) and ensure that technicians have everything covered and are pres- ent to address problems. Floor plans – Run through every detail, every minute of the event in your mind; picture how each part of the program will proceed. Set up prac- tice test if needed to assure pieces will fit into a predictable whole. Ideas/resources – From the time you are asked to plan an event, col- lect all sorts of ideas (entertainment sources, venue list, ideas from other events, comments from colleagues who have planned events or attended events) that may come in handy in your own planning. Clearly, each of the elements above has too many facets to go into here, but the key is to give each its due: think it through thoroughly and pic- ture it actually happening in as fine a detail as you can. Immediately after the event, write "debrief notes" on every aspect, whether it went well or not so well. Bring together all people who helped plan and implement the event and in- clude their observations. These notes will be invaluable, whether you or someone else plans the next one. Always think about the guest experience: What can you do to enhance it? ☐ Communications (leading up the event) ☐ Entering the event venue ☐ Signage ☐ Name badges (placement of) ☐ Music ☐ Custom menus ☐ Ticket holders (if tickets are part of the event) ☐ The table experience – linens, fun conversation starters ☐ What's on the projection screens ☐ Gifts / giveaway Items

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