Is Structuring An Event Like Building With Jelly?

If you’ve ever had an event, you know the feeling of waking up to find your house is turned upside down. You’re scrambling to find chairs and plates for your guests, while also finding a place for the buffet table in your kitchen. It’s like trying to build with jelly.

This post will help you plan and design your event so that it goes off without a hitch! We'll take a look at what elements are most vital to structuring an event, how those elements can work together, and more importantly--what doesn't work. Whether you're planning for a party or conference, this post will give you all of the tips that'll help make things go smoothly.

We’ll take a look at what elements are most vital to structuring an event, how those elements can work together, and more importantly--what doesn't work. Whether you're planning for a party or conference, this post will give you all of the tips that'll help make things go smoothly.

What’s An Event? This post will help you plan and design your event so that it goes off without a hitch! We'll take a look at what elements are most vital to structuring an event, how those elements can work together, and more importantly--what doesn't work. Whether you're planning for a party or conference, this post will give you all of the tips that'll help make things go smoothly.

What Are Your Goals? It's important that you know what your goals are for the event you're planning. This will allow you to tailor your solution and design to meet those goals. While planning an event, remember not to get caught up with buzzwords like "dynamic" and "stimulating." Instead, focus on gathering data on your target audience--when they want to come, how they want to get there, what they need once they arrive--and use it to plan accordingly.

The Main Goals of Planning

The main goals of planning an event are to make sure that your guests are happy and comfortable, that the events you have planned are interesting and enjoyable for them, and that you make sure everyone has a great time. So how can you do that? Let's start by taking a look at what elements are most vital to structuring an event.

In order to design your event properly, you need to know all of the elements involved, who will be using them, and how they'll be used.

The Elements of Event Structuring When planning an event, you'll want to keep in mind all of the elements involved. Remember to plan smart, and make sure that each element is compatible with the rest—and that each one will be used properly and help you achieve your goals. Here are the most important elements:

The Venue

Timing & Coordination

Food & Drink The Venue Every event needs a venue! Be sure to know where you're hosting your event before you do anything else; this will help you plan accordingly. Use this checklist for choosing venues for events: What facility is available? These include convention centers, hotels, restaurants and cafes, even backyards or parks. You'll want to consider size, accessibility, and other factors like if there's electricity or seating available.

These include convention centers, hotels, restaurants and cafes, even backyards or parks. You'll want to consider size, accessibility, and other factors like if there's electricity or seating available. What environment is available? Different environments give off different vibes--a stuffy room with a long table may make people feel uncomfortable and awkward. Alternatively, a park with lots of open space may give the party an informal vibe that you don't want. Consider the mood you're trying to create for the party when choosing your venue.

Different environments give off different vibes--a stuffy room with a long table may make people feel uncomfortable and awkward. Alternatively, a park with lots of open space may give the party an informal vibe that you don't want. Consider the mood you're trying to create for the party when choosing your venue. What is available in terms of facilities? From meeting rooms to kitchens, you'll want to know what's available at your venue before planning things like food, drinks, or even seating arrangements. Remember that some venues will fit certain kinds of events better than others; for example, an outdoor venue won't be suited for speeches or presentations. Timing & Coordination Your event will depend on how you plan and structure it. Be sure that your timing and coordination are in line with each other; make sure to only use the necessary elements to achieve your goals. Timing refers to how long an event takes, and can affect what other elements you should use (will there be enough time for physical activity? Will there be enough time for food breaks?). Your timing will also depend on your guests' schedules—you'll need to build in enough time so that they can get there on time, eat dinner, have a keynote speech, give feedback during a brainstorming session, and stick around until the end of the event. Coordination refers to the amount of time you'll allow for all the aspects of your event. Things like food, drinks, and even decorations may require a certain amount of coordination. If you're planning an event in a city that doesn't have many public transportation options, it will be difficult for your guests to get there on time. On the other hand, if you're hosting an event in a remote area--like at a park or in the middle of nowhere--it might make sense for everyone to drive their own vehicles and get there quickly. Food & Drink Your event will depend on what kind of food you have available and how much access it has to diners. For example, if you're hosting a party and want to maximize the amount of people you can fit in your house, having a big party with finger foods might be the way to go. On the other hand, if you're planning an event that will require long periods of brainstorming and short periods of rest—like a strategy session or project planning session--then it might make sense for you to organize and cater meals. In either case, your guests’ access to food affects how they behave at your event. You'll want to make sure there are enough food and drink options available, or that they have plenty of time between eating.

Conclusion

So you've planned and structured your event, but now what? Use this checklist to make sure you're putting together everything that you need:

Have all attendees submitted their RSVPs. Have all of the elements of the event ready to go. Review the list of attendees for missing details—anything that they haven't let you know about yet can cause needless problems. Have all food and drink on hand. Have a contingency plan in place if any part of your event fails (e.g., if a speaker doesn't show up).