Course Outline

The Perfect Event Planner – Level 1


12 Hours




In the following workshop, participants will get a better understanding on how to plan a professional, reliable, fault free and cost-effective conference or corporate event.

Participants will explore key event elements and planning documents, including briefing notes and event planning worksheets.

This workshop will allow participants explore the important parts of any budget and give participants some hands-on practice with budgeting.

Working with contracts is an essential part of event planning: Be lawful, otherwise, it can be awful!

Target Audience

This workshop will appeal to a wide range of audiences involved in the planning or management of events, exhibitions and conferences as well as managers and officers of public relations.

Skills Gained

By the end of this workshop, participants will be able to:

  • Understand the aim behind planning an event
  • Learn how to stay on top of your priorities – what comes first
  • Create out of your event a memorable experience and a good marketing material
  • Control cost while respecting a reliable quality
  • Add a subtle touch of creativity

Topics Covered

1.      Events and Conferences Planning Process

  • Definition of Events and Conferences
  • Types of Events and Conferences
  • Prioritization on the Planning Process
  • Logistics, Budgeting, Marketing or PR
  • Customizing the Planning Checklists

2.      Choosing the Best Supplier

  • Steps to Take While Choosing the Supplier
  • Suppliers Can Make or Break You
  • Solicit New Pitches, Quotations and Compare Different Offerings
  • The Legal Way to Sign with a Supplier

3.      How to Draft Contracts and Respect Budgets

  • The content of a Contract
  • A Company Standard Contract
  • Allocating the Right Amount for the Right Tasks
  • Fixed Expenses
  • Variable Expenses
  • Conference Revenue

4.      Drawing a Floor Plan

  •  Key Points of a Floor Plan
  • The Do’s and Don’ts

5.      The Theme of the Event

  • How to Put a Theme Together?
  • Using Creative Themes
  • The Beauty of the Corporate Event

6.      Protocol, Promoting, and Media Coverage

  • How to Invite, Confirm and Welcome Attendees
  • Setting a Plan for the Promotion of Events
  • Choosing the Right Marketing Medium
  • Marketing the Conference
  • Factors Attracting Participants

7.      Planning Your Own Event

  • Putting it All Together
  • The Application of Planning an Event

8.      Post Event Planning

  • How to Evaluate the Event
  • Key factors in assessment
  • Monitoring the Events’ Activities
  • Coordinating and Following Up


  • Learning Concepts/Presentations

  • Group Activities and Discussions

  • Tips and Tools

  • Individual and Team Exercises

  • Role Plays/Case Studies

  • Educational Videos

  • Action Plan to ensure Application of the Learning