Time Required to Organize Parties and Conferences?

HerkDia
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February 23, 20130 found this helpful

This sounds like a question my daughter just had on one of her college courses. I can't give you exact times, but some guidelines to think about when planning for a party. You have to figure out the number of guests, call for locations, plan the food, the entertainment, etc. Invitations have to be sent. Responses recorded.

The same with a conference. You have to find a location, book the conference for the time and date, contact people for a speaker, plan on food/meals/snacks, you might have to arrange for transportation, send out notices/invitations. These are just a few ideas in planning for a large event. Hope this gives you some ideas.

emilys1821

February 26, 20130 found this helpful

I work as an assistant event planner and for birthday or anniversary parties or work meetings/dinners the clients usually book a few months ahead of time, but we don't need to start working on their details until a month out, and we order for the event a week out.

Details would include menu choice, what equipment they will need such as podium or screen or microphone, centerpieces, what bar package they want, floor plan of the tables and room, etc. Their final count is due a week before the event so we know exactly how many of everything to order.

The clients choose their own DJ and he arrives about 30 min. before the event occurs. The parties/meetings are allowed 5 hours in the room and this comes with a food and beverage team which stays the whole 5 hours and cleans up afterward.

The food and beverage crew usually arrange the tables and linen the day before the event, then set the table a few hours before the event. The florist usually arrives 2 hours before the event and sets up, and the cake arrives about an hour and a half before the event. Hope this helps!