A “How To” Guidebook for Event Planning, Case: Power to Change ry

Abstract

This thesis is built on the basic structure of report writing at Haaga-Helia. I will begin the thesis by outlining the goals and aims of the product. These goals are based on the instructions I received in the course “Thesis and Methods” and from my own professional experience in the area of planning processes, as well as on the needs of the commissioning party, Power to Change ry. After explaining the goals of the thesis, I will then introduce the commissioning party by explaining its history and the activities in which it engages. To dive into the field of event designing, I will then talk about the key concepts of event planning and event management. I will take the meetings of a small business event as an example to explain this topic. In section three, I will show the “backstage” processes of my work, including how I planned to write the thesis, as well as show what methods I used to get the information that was relevant to my product.

The product of this thesis will function as a guidebook for the future event planning team of Power to Change ry. I have worked in this organisation for five years, and have studied in Haaga-Helia for four years, which has increased my passion, experience, and knowledge in event planning, as well as launching my current career in wedding planning. This book will aid in clear and concise event planning, as well as helping planning teams avoid some of the major mistakes commonly made in organising events.

This guidebook will serve to assist a person in every step of planning an event, such as the ones organised by Power to Change ry, from creating an initial event team to the final minutes before, and the responsibilities during, the actual event. In addition to outlining the full structure of organising an event, this book presents the most important “dos and don’ts” of event planning. My product will be used for events of all sizes, from simple meetings to full weekend conferences or trips. Each type of event has its own specific planning process, timeline, and “to-do” list.

By using the step-by-step guide presented in this thesis, an event team will have the benefit of knowing exactly what to do, and when, for each kind of event they will be organising in the future. This step-by-step guide informs a planning team when to begin each part of the planning process, and it lays out a timeline for each kind of event.

Since the creation of this thesis idea in early Autumn of 2018, and throughout the process of writing it, I have used the guidebook contained in it to successfully plan three team meetings, as well as one larger conference. Because of the clear instructions and guidance of this book, these events were planned and completed smoothly and with ease. In addition, fewer mistakes were made in the process. While organising these events, I monitored and evaluated the process of planning in order to gain the most relevant information for the future product of this thesis. I used the events organised by Power to Change ry in my time as a volunteer, as well as the personal weddings I have organised for my business, to collect data and experience on what is needed to successfully plan different styles of events.