• Communications Group: The communications team is essential to get the word out about the fabulous event you are planning. The communications group is responsible for creating any promotional materials – flyers, newspaper advertisements, invitations, etc. They will design promotional materials, manage the guest list, send out invitations, place advertisements with newspapers, and if the event is a public affair, arrange for media coverage. They are also responsible for any signage needed the day of the event, as well as a program. If your company has a public relations or communications office, you definitely want to use them. If you are planning a personal or community event, ask those people you know who are creative or already work in the communications business.

• Decorations: The decorations team is responsible for securing all decorations needed for the event. This could include flowers, candles, tablecloths, lights or other theme-related pieces. The decorations team should secure enough people to help decorate the night before or the morning of the event (but remember the whole team is responsible for set up and clean up of the event).

Depending on your event, you may have one or two more specialized groups on your overall team; but, the groups outlined should work perfectly for planning any event.

After assigning sub-teams it is almost time to adjourn your first meeting. Before you do, set a time to meet each month for updates. Once the event is a month out, you will want to meet weekly to make sure everything is in order.

One other important aspect you cannot overlook is “Plan B”. Make sure you have another plan for the location (especially if it is outside and rain is expected the day of the event), speakers and activities. Don’t waste so much time that you have two mirror events planned, but do make sure you have some back ups just in case the unthinkable happens the day of the event.