Day 2 Day Activities

• Venue Selection & Coordination: Research and visit potential venues. Negotiate contracts, ensure venue availability, and finalize contracts. Confirm logistics like capacity, catering, and equipment.
• Vendor Sourcing and Coordination: Research, hire, and negotiate with vendors (caterers, decorators, photographers, etc.). Ensure they meet the client's needs and stay within budget. Confirm delivery times and responsibilities for each vendor.
• Budget Management: Track the budget and ensure that the client stays within their financial limits. Review contracts and payments to vendors.
• Event Design & Theme Creation: Based on the client's preferences, create event concepts, themes, and decor ideas. Present designs, including color schemes, table settings, and floral arrangements.
• Schedule Creation: Develop a detailed timeline for the event, from setup to the final moments of the event, including transportation, check-in, and entertainment schedules.
• Catering Menu Development: Work with caterers to design the menu. Discuss options based on the theme, guest preferences, dietary restrictions, and budget.

Logistics Coordination

• Transportation and Accommodation: Book transportation for guests, speakers, or performers, including flights, shuttles, or private cars. Coordinate accommodation arrangements for out-of-town guests and staff.
• Tech Equipment & Setup: Ensure that the necessary sound, lighting, and AV equipment is sourced and arranged, including the technical team for setup and troubleshooting.
• Permits and Insurance: Apply for any necessary permits or licenses for the event (such as liquor permits, parking permits, or public event permits). Organize insurance to cover liabilities.
• Guest Management: Create and manage the guest list, handle RSVPs, special requests (dietary needs, seating preferences), and maintain guest communication.

2. Finalizing the Details (1-2 Weeks Before the Event) Confirmations and Final Touches

• Vendor Confirmation: Double-check all vendor arrangements to ensure services will be delivered as expected. Confirm arrival times, setup instructions, and any special requests.
• Final Guest List & Seating Arrangements: Confirm the final guest count, update any last-minute RSVP changes, and prepare seating arrangements or name tags if necessary.
• Personalized Details: Finalize personalized touches, such as thank-you gifts, event programs, or custom signage.
• Event Timeline: Share a detailed schedule with all involved parties (venue, vendors, staff) to ensure everyone is on the same page. This includes setup times, event flow, and breakdown.

Rehearsals & Dry Runs

• Rehearsals: For events such as weddings, corporate events, or performances, conduct rehearsals to ensure the timing and flow of the event are smooth. This could include rehearsing speeches, performances, or the order of events.
• Walkthroughs: Do a walkthrough of the event space with key vendors (caterers, decorators, audio technicians) to ensure all elements are in place and meet expectations.

3. Event Day Activities Morning of the Event

• Final Setup Supervision: Arrive early to oversee the event setup. Make sure all elements (furniture, decorations, audio/visual equipment) are placed correctly.
• Vendor Check-In: Ensure that all vendors arrive on time and begin their setup (caterers, photographers, sound technicians, etc.). Review contracts and ensure they follow their agreed-upon timelines and specifications.
• Guest Welcome: Ensure that staff is prepared to greet guests as they arrive, directing them to the right area, providing name tags, and answering any questions.

During the Event

• Event Flow Management: Ensure the event is proceeding according to the timeline. Make any necessary adjustments if there are delays or changes in the program.
• Problem-Solving: Be on hand to handle any last-minute issues or emergencies, from technical difficulties to unexpected guest concerns. Ensure that everything runs smoothly.
• Vendor Liaison: Act as the point of contact for all vendors throughout the event. Ensure that catering, entertainment, and any other services are being provided as agreed.
• Guest Coordination: Ensure guests are comfortable and have everything they need. Manage special requests, assist VIP guests, and handle any concerns that arise.
• Timeline Management: Keep track of the schedule (e.g., speeches, performances, meals) and ensure that the event stays on track.

Post-Event

• Guest Farewell: Ensure that guests are properly thanked and given any necessary instructions (such as transportation, after-party details, etc.).
• Event Breakdown: Supervise the breakdown of the event, ensuring that all vendors remove their items, and that the venue is left in good condition.
• Payments and Contracts: Ensure that all vendors are paid promptly, and that all contracts are settled.
• Collect Feedback: After the event, gather feedback from clients and guests to evaluate what went well and what could be improved for future events.

4. Post-Event Follow-Up (Days After the Event)

• Send Thank-You Notes: After the event, send thank-you messages to vendors, staff, and any special guests who helped make the event successful.
• Feedback Review: Analyze client and guest feedback to identify areas of improvement for future events. Review vendor performance and address any issues.
• Budget Reconciliation: Review the final budget and compare it to actual spending. Make adjustments and document any discrepancies or cost-saving lessons for future events.
• Final Report: Prepare a final report for the client summarizing the event's successes, areas for improvement, vendor performance, and the event's overall impact.

Skills & Tools an Event Planner Uses for Day-to-Day Activities

Skills:

• Time Management: An event planner must juggle multiple tasks and deadlines while staying on top of every detail.
• Organization: Maintaining detailed schedules, keeping track of numerous contacts and information, and ensuring nothing slips through the cracks.
• Problem-Solving: Being able to handle unforeseen issues efficiently and keeping calm under pressure.
• Communication: Clear and effective communication with vendors, clients, and staff is key to ensuring the event runs smoothly.
• Attention to Detail: Every element, from the smallest decor piece to the guest list, requires careful attention.

Tools:

• Event Management Software: Tools like Eventbrite, Cvent, or Whova help manage guest lists, schedules, and vendor coordination.
• Budgeting Tools: Using software like Excel, Google Sheets, or budgeting apps to track costs and ensure the event stays within budget.
• Task Management: Project management tools like Asana, Trello, or Monday.com are used for organizing tasks and ensuring deadlines are met.
• Communication Platforms: Email, SMS apps, or WhatsApp are crucial for communicating with clients, vendors, and guests.
• Design Software: Tools like Canva or Adobe InDesign are used for creating event programs, invitations, and other printed materials.

Conclusion

As an event planner, Day 2 Day activities involve meticulous planning, coordination, and communication across all phases of the event. From initial concept and vendor coordination to the event day itself and post-event analysis, an event planner's role is to ensure that every detail aligns with the client’s vision and runs seamlessly. Being well-organized, flexible, and proactive ensures a smooth and memorable event experience for everyone involved.