Grammatically Speaking...

Hey all! How ya doing? I'm good, getting over some graduation drama but still looks like I'm good for may! What a relief!

Well, I've been thinking about our brainstorming discussions, and I think that we should take a quick step back.  Most of the ideas and tips that I have been posting for you, are for someone who already has a general idea of what they are planning.  This could be because they are required to do a certain type of event, or are just so gun-ho about an idea that all they need is help refining. But really, a lot of us start with a blank slate.  We know we want to plan an event, but have no idea what kind. 

So today I want to go back and give a tried and true method of coming up with a skeleton outline, a place to use as a springing board for all the other lovely brainstorming that you are going to do to make your event amazing and one of a kind.   

All you need to know for this little tip, is some basic grammar.  Remember those six little questions that we were all taught to use, to think about stories.  Back to grade school we go... They were

Who, What, When, Where, Why, How

That last one always through me off... a random "H" word right?  Well anyways, as an event planner trying to figure out what you want to do, those questions are a great place to start.  We're just going to switch the order up a little for our purposes. 

Why? is going to come first.  So ask yourself, why are you planning an event at all?  What is your purpose?  Is it Fund-raising? Philanthropy? Recruitment? To Raise Awareness?  Is it bonding for your group? Or some good old fashion Fun? Once you know the answer to this question, you are more able to trim down the daunting number of options.  You will be more focused when trying to decide what type of event will help your organization. For example a group that is trying to raise money for a cause, might do better by selling something, such as a service (valentine card deliveries) whereas a walk for a cause might be better for raising awareness, as it can be done in public places.

Who? Is the next big question in the equation.  Who are you planning this for?  Does your organization represent certain values that need to be upheld?  A sorority for example can get away with doing a dance party, while a large non-profit might see that as unprofessional.  Another part of this question is who is your target audience?  If you are trying to raise money for a cause that affects the elderly it might be helpful to consider that when deciding what to do.  If you are trying to recruit young adults on the other hand, the type of events that are plausible for you will be very different.  This could very well be the most important question in deciding what type of event to do, make sure you know your target group well, and what would most interest them.

When? would come third.  This is the question in which you try to decide the best option in your calendar.  You could be working around an organizations busy schedule or your own.  You might decide to do something during a particular season, or holiday that could influence what type of event you plan.  Obviously a summer event eliminates the possibility for a snowman building contest.  So think about the time that is available to you, and what options are plausible, as well as upcoming holidays and cultural markers could help you focus your event.

The question of What? would come next, and then again later on.  What resources do you have available to you in order to make a successful event.  Do you have a budget?  How much money you can spend will put a limit on the types of events that you can do well.  Keep in mind that its better to hold a smaller, well done event, than try to do something to big for your budget.  But if you have people that you think would be willing to sponsor an event, they are resources as well.  If you have a low budget, think about what types of locations, performers, services, and supplies are available to you that are affordable or even free.  Another aspect of resources to consider is staff.  If you have a large volunteer force then you can do larger scale events, but a small event might not involve enough of your group.  For smaller organizations a large event might not be plausible to manage.  You can add these restrictions and resources to the mix to further refine what is possible for your organization. 

Where? is very closely linked to what in that it looks at what is available to you.  Specifically thinking about your location as a resource can help figure out some options too.  Are you near beaches, parks, or other locations that can make certain types of events possible?  Also, what trends are big in your area? Or what is something that isn't offered anywhere else around you?  A speed dating could be an awesome fundraiser, but not if four other locations already have them weekly. 

After you have thought about these things and come up with a list of ideas that work with your circumstances you can narrow that down.  Bring it to your group, have them vote on what they would like to do.  Having their support will make planning the event so much easier.  The other perspectives will also help, because while you may love an idea, it might not be the most appropriate for that specific time or group.  This is the second time What? comes up, what are you going to do?


When you have chosen an event is when your How? comes in.  This is the nitty gritty work of planning the actual event.  It involves the timeline, marketing strategies, budgeting, staffing, purchasing, and all the other fun details that we'll talk about later.

So I hope you found this helpful and remember next time your having trouble figuring out what type of event to do, remember your grammar  Why, Who, When, What, Where, What, and How.


Well I'm off for the day, have a good rest of the week and TTFN!