Download Event Planning for Salons Document

Event Planning for Salons
I have years of event planning and organizing. I have planned events from the small surprise 30th birthday
party for my husband to the 300+ Girl Scout Camporee. I am always looking for ways to do things better,
easier, faster, and more profitable! Aren’t we all.
Salon Events are great for many reasons; increase clients and/or sales, membership appreciation, charity
fundraiser, etc. However, the planning into these large events can be overwhelming. My salon, 2b Tan, has a
Late Night Luau in early March every year. This kick starts our tanning season as well has incorporates our
membership appreciation. It’s a huge event and yields a lot of clients and a lot of sales in 1 night. I have
devised a system to plan, prepare, and track your event. I hope that it helps you and your salon’s success.
Goals and Scheduling
I recommend starting this process with your event details. This might sound weird, but it’ll help with the rest
of the planning. Once I have an idea as to WHAT I want to do during the event or the reason FOR the event,
then the rest will fall into place.
When do you want to HAVE your event? Timing is a huge foundation for the success of your event. For
example: Just at start of peak season (when I have mine), middle of slow season (July/August for example), or
maybe for winter holidays. Whatever you choose; stick with a plan and complete the process. If you are
doing the event for a charity fundraiser – see when they have a biggest need, or when they have their large
dates – St Baldrick’s (cut hair for children’s cancer) Events are usually around St. Patrick’s Day. A lot of Animal
Shelters in my area go low in supplies during the winter months. You can do a Free Tan Weekend with every
holiday without much planning.
What would be your goals for this event? If you advertise well (we’ll get to that) – you’ll increase your client
count, thus increasing sales. Use the Goals sheet (Event Strategy) to write those goals down. Doesn’t matter
what your goals are, this is just a way to track them and focus.
Planning – using the Excel Charts Provided
Using the To-Do chart will give you a good time line as to WHEN to do things for your event. This has been a
great list for me to remember that supply ordering, sample asking, business networking, printing, etc. takes
time. A blank To-Do worksheet is in the Excel file for you to fill out your own notes.
Use the Specials chart (Event Specials) to help the details as to what special/deals you will be offering – and
track the other duties that are involved: POS, materials, cost/profit, etc. The Emps chart is to assign duties to
your employees before, during, and after your event. This chart will ensure that you don’t over assign the
same duty or that you don’t miss something being completed for your event.
The other charts will help with Inventory, printing Door Prize slips, and taking Special Orders. Once you are
organized it’s easy to follow your plan. Get your team on-board to help with marketing, advertising, and event
duties.
During the Event
I still get nervous and stressed for each event. Butterflies in my stomach and ibuprofin for the headache. I
prep my team to set-up at least an hour before the event; this last time, we even set up most of it the day
before. We assign employee stations and roles with expectations. I have multiple copies of release forms
printed off and on clipboards. I also assign one employee to be the “assistant” for the event: bed/booth
cleaner, supply runner, etc. SPECIAL NOTE – Get someone to TAKE PHOTOS for you! Myself and my staff have
been too busy every year to take photos – I ask someone to help remind me to pause for a minute and smile!
Event is Done
Follow-up at all the places that you advertised or partnered with to say Thank You. Also mention what a great
event it was and how the success is due to wonderful clients and partners (#SmallBusinessesUnite). I like to
also post a “Congratulations” to the Door-Prize winners on Facebook – as an added Thank You.
The last important thing for you to do with every event is to look back and review. What were your total costs
compared to budget? What would you have done differently? Did you make your goals? Event planning can
be stressful, but can also be fun – when you have your strategy in place. Setting your team up for success is
the BEST way to have a wonderful event. No matter the event goals – seize the moment and go for it! Be sure
to breathe, follow your list, and have FUN!