How to Host a Great Event!

Your how to guide for event planning

Mr. Muhammad Hafizi b Zamri
UiTM Puncak Alam

Steps to a great event:

- Set your goals

- Define your audience
- Determine date, time and venue
- Determine event theme
- Determine the event budget
- Invite attendees
- Publicize
- Set event agenda
- Confirm all plans
- Set up event
- Execute event
- Follow up

Set your goal

It is important to set realistic goals for your event. Goals should be set in terms of
attendees and the desired event outcome.
Goal of attendance
How many people do you want to participate in your event?
Goal of outcome
What do you want the outcome of your event to be / what do you want people to
think of your event?

Define your audience

Clearly define who you want to attend your event. This will
contribute in the later steps such as theme and venue.

Having a good understanding of your target audience will

prevent common complaints by attendees

Determine date, time and venue

Selecting the date, time and venue that will

work with your target audience. You want an
event that will fit in their schedules as well
as a venue that they will feel comfortable in.

Contact the venue as soon as you can!

Most venues for events require ample time
for booking.

 Having a theme can ad a dimension of

pizzazz to any event.
Themes can be carried out by all aspects
of the event such as :
Venue
Decorations
Transportation
Invitations
Food
Decorations

Determine the event budget

A budget should be determined in order to
successfully execute your event without
going over what you have to spend.

Even with a limited budget, events can still

be successful.

Try to stick with the budget as much as

possible.

Invite attendees
After you have selected who you want to invite to
your event, invitations should be sent out to the
guest.

Invitations should complement the overall theme

of the event.

The invitations should be sent out with plenty of

time for the guest to R.S.V.P. ("rpondez, s'il vous
plat,)

Publicize
Events should be publicized so that
there is a hype built up about your event
that makes the guest want to come.
There are many ways to publicize an
event including:
News paper articles
Radio announcements
Promotional flyers
Announcements

Set event agenda

All plans for the event should be set weeks
in advance so that problems are avoided.
Things to consider:
Food / Beverage
Decorations
Speaker/Entertainment
Transportation
*** ASK QUESTIONS: you can never be
too sure!***

Confirm all plans

All plans should be confirmed one week prior to your
event.
Contact your speaker/entertainment .
Visit venue for last-minute changes/ issues
Ensure on-time delivery/set up for food and decorations

Rozita Che Wans Baby Shower Event

Set up event
If possible, set up for your event a day in advance.
You should try to avoid any problems with the
layout of your venue.
Have helpers ready to help with set-up and cleanup.

Execute event
During the event, make sure that all guest
feel welcome and comfortable.
Monitor room temperature, food,
beverage, and entertainment.
Be accessible to guest.

Follow up
Be sure to thank the guest for coming to
the event.
Encourage their participation in future
event.
Send out post-event surveys to measure
the success of the event.
Measure the results and compare to the
goals of the event.

Terima Kasih
Muhammad Hafizi b Zamri
Lecturer of Event Management UiTM.
agzamry@gmail.com
muhamm9811@puncakalam.uitm.edu.my
Tel: 013-2166629
Office Num: 03-32587092