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Planning special events
and parties is an important responsibility for the activity
department. A responsibility that cannot be appreciated until
presented with the daunting task of coordinating all the details.
Consider the following list of tasks which should be reviewed
when planning parties, special events
and large gatherings
Purpose : Why are you having
this event? To celebrate, recognize, or just get together and
have fun? The goal of the event will direct many of your decisions.
Budget : One of your first
questions should be - how much to I have to spend? This will
impact upon your entire planning process.
Entertainment : A party isn't
a party without some "noise". The entertainment should
compliment the purpose. For example, a fashion show may have
a back ground piano player, while a seasonal party may have
a sing-a-long/dance entertainer.
Food : Refreshments also contribute
to the success of your gathering. The visual presentation, as
well as substance, is an important aspect of special event planning.
Establishing an alliance with the food service department will
allow for cooperative efforts in party planning.
Decorations : A special event
is a visual event. Balloons, tablecloths, banners and other
visual indicators of the festivities are important.
Communication: Interacting
with staff in the planning stages contributes to a team effort.
Communicating plans to the residents/clients promotes anticipation.
Information can be shared through meetings, memos, posters,
written invitations and facility newsletters.
Agenda : There should be a
"master plan". Working from lists, delegating tasks
and following through on assignments maintains control and contributes
to success on the day of the event. Creating a time line for
completing tasks helps manage all the detail. Having an written
agenda for the event which coordinates the program, once it
is underway, prevents chaos and conflict.
Public Relations : Sharing
good news about the life in your facility and center is something
every facility should strive for. Inviting the photographers
to cover the event should be attempted. Don't forget to assign
someone to take photos the day of the event!
Evaluation : Before you know
it - it's over! Before the dust settles, ask yourself what would
you have done differently. If this is to become an annual event
or similar parties are planned, make notes of what was successful
and suggestions for changes.
Check out these links:
All
Balloon - Everything you need to know and need for Balloons!
Entertainers
M
& M International
Oriental
Trading Company
Party Game Central NEW
Party
People
S
& S Party Catalog
Sally
Distributers
Shindigz
Party Site
Thematic
Activity Sites
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