Event planning or meeting planning companies supervise and coordinate the strategic and logistic activities necessary for the production of events.
Event planning includes planning the budget of the event, selection of dates and establishing alternate dates, selection and reservation of the event site, acquiring permits (alcohol permits, insurance licenses, etc), and arrangement of transportation and parking for the attendants.
Event planning may also include; developing a theme for the event, arranging for audio systems, arranging décor for the site of the event to match its theme, arranging tables, chairs, and tents, event support and security, catering, police support, fire safety arrangements, arranging portable toilets, arrangement of parking and signage for the attendants’ convenience, emergency plans, arranging support from health care professionals and aid stations, and clean-up after the event.
The most important step in planning of any event is to determine the purpose of the event, whether it is for a wedding, a company meeting, festival, graduation ceremony or any other event. After this step, the planner can plan accordingly and make arrangements that would be suitable for the particular event. The event planner needs to choose entertainment, location, guest list, audio system, food, seating and theme. The location for an event depends on the type of event, but the most preferred locations are hotels, convention centers, and reception halls.
An event planner must manage time wisely for the event, and also the length of preparation needed for each event, to make each event a success.
Sustainable event management is the process of event planning employed to plan an event with a reason of particular concern for particular environmental, economic and social issue. Sustainability in event management requires decision making in the planning that is socially and environmentally responsible. This involves incorporation of myriad sustainable principles in all levels of event organization. Sustainable event management aims to ensure that an event is hosted responsibly. It represents the total package of interventions at an event, and must be done in an integrated manner. Event greening needs to start at the inception of the project, and must involve all the key role players such as clients, organizers, venues, sub-contractors and suppliers.