Intern's Notebook: Event Planning Pointers

This past summer, we asked an intern in our event planning division here at Changing Our World to share some experiences after her summer-long internship. And so, with input from everyone else on the staff, the idea for the “Intern’s Notebook” was born. Going forward we hope to offer many more insights from the “not-quite-professionals but not-quite-students” who work with us day in and day out. If you are an intern, and you would like to contribute to this occasional feature, please write in! Thanks, FLiPs, and enjoy the Intern’s Notebook.

Do you like to dress to impress?  Mingle with movers and shakers?  Be wined and dined?  If so, special event planning might be a fabulous fit for your career.  What you have to realize, however, is that your job won’t be exclusively about the glamour.  It can take months or even a year to plan an event properly; I learned this in my event planning internship this past summer.  Here, a few of the tips and tricks I made note of along the way:

The client is key
Your client is your number one concern.  Try to take into consideration their needs and requests, and keep an open mind.  At the same time, recognize that they are working with you because of your industry know-how; you are the expert on all-things events, and so you shouldn’t be afraid to speak up when there is a difference in opinion.  Make suggestions that you feel will benefit your client as well as the event.

Have a plan of attack
Be ready to tackle each big event-planning step head on.  Some of the “biggies” include, but are not limited to:

• Location: Book as far in advance as possible.
• Save the Date: Once you have your space, set out finding a graphic designer to create save the date cards, to be followed by actual invitations.  Be prepared to mediate between designer and client, always keeping the client’s goals in mind.
• Sponsorships: Seek out corporate and/or small-business sponsors for your event, who will receive publicity in exchange for their donation (e.g. listing in the program, display of signage at the event).  One trick that works well in securing sponsorships is to go off the beaten path; contact small companies that aren’t constantly being solicited.  They may be more receptive.
• Goody Bags: Do as much advance planning as possible.  See what you might be able to have donated, or get discounted.  Goody bags are a great touch, and a wonderful way to have your guests take a piece of the event with them…but they aren’t worth it if they’re breaking your event bank!

Remember the details, details…
With so many big items to be “attacked,” sometimes we tend to forget the minor details that are so fundamental, pushing them off to the side or ignoring them all together.  This will only hurt you and your client in the end.  Stay organized, above all else.

As you can see, there are so many pieces to putting together a successful event.  You must be devoted, committed, and dedicated to your client, from start to finish.  Time will fly by as you plan, so stay on track with your schedule and be prepared for inevitable mishaps along the way.  Then, come event night, get ready to make a toast to a job well done.  It is, after all, a party; enjoy!

Attention FLiPs: care to share a page from your own intern’s notebook?  If you had or currently have a fundraising or philanthropic internship and would like to share tips and tricks with fellow FLiPs in a post, let us know at flip@onphilanthropy.com.