



























Study with the several resources on Docsity
Earn points by helping other students or get them with a premium plan
Prepare for your exams
Study with the several resources on Docsity
Earn points to download
Earn points by helping other students or get them with a premium plan
Community
Ask the community for help and clear up your study doubts
Discover the best universities in your country according to Docsity users
Free resources
Download our free guides on studying techniques, anxiety management strategies, and thesis advice from Docsity tutors
Everything you need to know about Event Planning.
Typology: Study notes
1 / 35
This page cannot be seen from the preview
Don't miss anything!
Why
'Why' means, why you want to organize the event i.e. event objective.
What do you want to get from the event? For eg: do you want to organize the event to enhance your company's brand image, to increase company's sales, to promote your client's products/services or to promote a social cause etc.
Defining event objectives at the very start of event planning is very important as it gives you the direction in which you should proceed to accomplish your objectives. Organizing an event without clear objectives is a huge waste of both time and resources.
What
'What' means what you are going to do in the event i.e. what will be the:
Event Name What will be the name of the event? For eg: 'Auto Expo 2007".
Food and Beverage Menu It contains the list of food items and beverages you will serve during the event to guests and target audience. Always consult a caterer while deciding your food and beverage menu as he knows the best which wine is served with a particular course (i.e. meal).
Keep event theme, preferences and religion of target audience and guests in mind while deciding the menu. If majority of your target audience are vegetarian, then it is not a good idea to serve non-veg in the event. Similarly if majority of your guests are very health conscious then there should also be some low calories food items in your menu. You don't want them to go back with an empty stomach.
Also keep climatic conditions into account. Don't serve out of season food items and beverages. Like serving ice cream/cold drink in winter, food (like spicy food) that provides warmth during summer or food that provides coolness during winter.
Event Profile What the event is all about? For eg: This event is an International exhibition on new models of Cars and its accessories
Guests Profile Who will be your chief guest and other guests? Your guest list must include organizers, sponsors, partners, clients and specially media people. Use your imagination to create good titles to woo your guests. Like 'Guest of honor', star guest etc. Never give special treatment to one particular guest or guests' group.
Event Theme Theme means subject. An event can be based on a particular theme like : hollywood, hawaaian, egyptian, balloon,
When you are going to organize the event (i.e. date and time)? Keep following things in mind while selecting date and time for the event:
Select date and time according to target audience convenience and availability. For e.g.: don't organize events during work days, examination days or festival times. The best time to organize events is during weekends like Saturday or Sunday.
Make sure that your event's date and time, don't clash with other event's date and time specially bigger event's date and time. For e.g.: it is not a good idea to organize your music concert on a day when there is Bon Jovi concert.
Keep climatic conditions into mind while selecting date and time for your event. It can be disastrous to organize event outdoor on a day when the weather is stormy or heavy rain is expected. Here you can take help of your own experience if you are familiar with the climatic conditions of the region where you intend to organize the event or you can take the help of the meteorological department for the weather forecast. Find out how the weather will be on the day of your event.
Where
Where you are going to organize the event (i.e. venue)? Check out the venue selection tips.
Who
Who will be your organizers, sponsors, partners, clients and target audience? How many target audience you are expecting to visit the event and why? You must have very good reason to this 'Why' as you will have to convince your prospective organizers and sponsors that why particular number of people will attend the event.
How
How exactly are you going to market and produce the event.
Conference Planning
Monday, 30 April 2007 Tuesday, 1 May 2007 Wednesday, 2 May 2007
8:00 Registration
8:30 Chair: M. Eisenhut; Heidelberg, Germany R Haubner; Innsbruck, Austria Session 4: Amino acids, peptides and proteins
9:10 Session 7: Angiogenesis
9:00 Chair: H.H. Coenen Opening and welcome addresses 10:00 Coffee break^ 10:00 Coffee break
10:00 Coffee break
10:30 Chair: K.Suzuki, Chiba, Japan Session 5: Interdisciplinary
10:30 Chair: J. Fowler; Brookhaven, USA Session 8: PET-nuclides II
10:30 Chair: A. Luxen; Liège, Belgium Session 1: PET-nuclides I RADIOCHEMICAL YIELD DEPENDENCE OF 3’-DEOXY-3’
12:00 Lunch and Posters 12 :00 Lunch
12:00 Lunch and Posters
13:30 Ann Arbor, USA Session 6: Click labelling methods
13:30 Chair: S. McQuarrie, Edmonton, Canada Session 9: Radiopharmacology
13:30 Chair: S. S. Jurisson; Missouri, USA Session 2: Radiometals
16:30 Adjourn 16:30 Closing & Farewell
15:00 Coffee break
16:30 Adjourn
Event Venue Selection
you will have to do less amount of work in making the venue suitable for the event. If venue has noise ordinace problems in the past like neigbours calling the cops to shut down the event, then it is not a good idea to organize event there especially outdoor event.
Before hiring a venue check out the number of services provided by the venue like:
Parking facility Make sure venue has its own parking space. It should be big enough to accommodate your target audience's vehicles conveniently. If parking space is not adequate then look for other venue. Never compromise on parking space especially if you are organizing event on a large scale.
Security Arrangements Security of guests, service providers and target audience is a very important issue which should never be neglected or compromised at any cost. Make sure that your venue has adequate number of fire extinguishers, fire alarms, emergency escape routes, sprinkler system (a system consist of overhead pipes designed to control or extinguish fires), security personals, handicap ramps, security cameras, first aid kits and power backup (like generator, inverter, UPS). Your venue must have separate entrance and exit gates and it should not be more than 30 minutes away from the nearest hospital. If your venue is at a remote location then presence of doctor and ambulance is a must. Also make sure your mobile phone properly works there. If your mobile phone network area is weak there or doesn't exist then you must have some other modes of communication like satellite phone. For large scale events presence of fire fighters, fire engine, police, paramedical team with ambulance is a must.
Venue Staff Your venue must have adequate number of staff to serve your guests. Find out the ratio of servers to guests. The venue staff must be friendly, helpful and courteous. It should be decently dressed. Give special attention to there personal hygiene. Nobody likes to be served by someone who is stinking and looks like a pirate of the 13th century. Ask you venue manager whether or not the staff is able and willing to work overtime.
Restrictions Every venue has some unsaid restrictions like photography and videography restrictions, alcohol restrictions, music restrictions, dress code, decoration related restrictions (like you can not install your own structure and lights for decoration or paste/paint anything on the venue's wall), advertising restrictions (like you can not put a banner on the main gate of the venue) and other restrictions like outside caterer is not allowed or outside security service is not allowed etc. Find out all these restrictions before hiring a venue.
Additional Services Some venue provides additional services like catering, floral decoration, fireworks, audio- visual aids; Staging, Lighting, props, decor for event production; ticketing, reservation, transportation and sight seeing tours for the guests; DJs, anchors, performers etc for event programs.
Ask following questions from venue manager before hiring a venue:
Q1) What is the venue fee? Does it include all other taxes? (Negotiate rental fee to ensure the best deal.)
Q2) What is included in the venue fee? Is dance floor included in venue fee? Are table, chairs and linens included in the venue fee? Is security and liability coverage included in the venue fees?
Q3) What is not included in the venue fee?
Q4) Is there any cost for parking? Generally parking space is provided free of the cost by the venue but some venues may charge separately for parking facility.
Q5) What is the price range for a seated/buffet lunch and dinner?
Q6) What are the Corkage fees? i.e. fees to server liquor. Make sure that venue has the license to serve alcohol. Check the license for expiration date.
Q7) What is the cost of sleeping rooms?
Q8) What is your cost per person and per food item?
Q9) What are your bartending and bar set up fees?
Q10) What are your fees and how do you charge for providing additional services? Such as floral decoration, fireworks, audio-visual aids; staging, lighting, props, decor for event production etc.
Q11) What modes of payments are available?
Q12) What are your payment, refund and cancellation policies?
If you will go as an event manager to a venue for inspection you will be shown the venue as an ideal venue for organizing your event. So best way of inspecting a venue is to check-in there as an anonymous guest, stay there for 2-3 days and deliberately use all the services provided by the venue.
Make sure Air Conditioners, fans, water tabs work properly, elevators are operational. There is adequate lighting and ventilation. Check out for sanitation and infestation.
What is a Contract?
It is an agreement that is enforceable by law.
What is an Agreement?
An agreement is a promise or set of promises.
When a contract is considered to be valid?
A Contract is considered to be valid when:
1.) The agreement has been made between two or more parties who are legally competent and authorized to enter into a contract. For e.g. you can not enter into a contract with a minor.
2.) The agreement has been made on the free will of the parties. Free will means, the agreement has been made:
3.) The contract contains consideration (i.e. benefits and detriments). A contract without detriments (i.e. damages and harms) is legally insignificant.For e.g. if your contract doesn’t contain the penalty/compensation if a certain clause is violated, then it has no significance.
4.) The objects and consideration in the contract are not lawful either wholly or in parts. For e.g. the following contract is considered to be void: 'After getting payment of US $ 1.22 million from Black Rose Corporation you will kill person 'A' or you will do a robbery on our behalf.'
Important points to remember while contracting Event Venue
Never negotiate anything verbally. If the other party refuses to accept your proposal or there own promises in a written format, then don't do business with them.
Decide the compensation in case your event is forced to shut down or cancelled because of: noise ordinance, venue staff strike, change in the management staff, change in the ownership of the venue, buy outs, bankruptcies or other guests housed by the venue who are not associated with your event.
Make sure that the contract guarantees:
Never sign a contract immediately after the venue inspection. Take a copy of the contract agreement home/office. Read it thoroughly several times and discuss it with your team members and attorney. Compare the contract with contracts of other venues and then accept/reject it.
Always Consult your personal attorney to review the contract for you and make sure that the contract protects your interests against forceful shutdown of the event, venue staff's strike/shortage, change in the management staff or ownership of the venue, buy outs, bankruptcies or violation of any agreement or clause.
Stop duct taping your organization together. Learn how Membership Management Software can do the heavy lifting for you.
Get a special consumer guide on how 14,182+ organizations stopped doing things manually in your inbox.
The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date:
If you want your event to stand out, you need to choose a timely and compelling theme that sets you apart from your competition. This means that you need to come up with a dynamic overall theme and you need to take great care with the actual name – since it can be a key attention- getter, especially in online media.
This plan should encompass all aspects of the event, including:
Also see Event Checklist - see link below.
In other words, how are you going to keep track of your planning, registration, budget, guest and speakers lists, etc.?
If you are a Wild Apricot Membership Management client, you can quickly and easily create an event and manage your registration through our online event management system.
If your website or membership database is not powered by Wild Apricot, you may want to determine how to best organize and track all of your event information. You could review event management software tools through a directory, such as Capterra (http://www.capterra.com/event-management-software).
Are there organizations that you could partner with or call on for sponsorships to defray the costs and increase potential participation? When you involve other people or groups in your event, they have a stake in helping spread the word and making the event a success.
Event Planning: Requirements to Be an Event
Planner
Education Requirements
Career Requirements
Event Planning Associations
performance through education while promoting ethical conduct. ISES works to join professionals to focus on the "event as a whole" rather than its individual parts.
It is comprised of over 4,000 professionals in over 35 countries representing special event producers (from festivals to trade shows), caterers, decorators, florists, destination management companies, rental companies, special effects experts, tent suppliers, audio- visual technicians, party and convention coordinators, balloon artists, educators, journalists, hotel sales managers, specialty entertainers, convention center managers etc.
The solid peer network ISES provides helps special events professionals produce outstanding results for clients while establishing positive working relationships with other event colleagues.
International Festival and Events Association (IFEA) The International Festivals & Events Association ("IFEA") is a voluntary association of events, event producers, event suppliers, and related professionals and organizations whose common purpose is the production and presentation of festivals, events, and civic and private celebrations. IFEA officially represents members in 38 countries on 5 continents, under the umbrellas of IFEA North America; IFEA Europe; IFEA Asia; IFEA Australia; and IFEA Africa/Middle East.
Indian Association of Amusement Parks and Industries (IAAPI) Enhance its membership so that all the players in the entertainment industry come under one umbrella for mutual benefits. Being a representative body, to present members views in proper perspective. Act as a Platform with the government for formulation of progressive policies. Publishing of "Thriller" Magazine & Industry Directory. Organize trade shows to bring the industry face to face with end-users.
Events Industry Alliance (EIA) The EIA is focussed on promoting the events industry and to driving industry wide issues to its five target audiences of: Press, Clients, Agencies/Media Planners, Government and Academia.
The Association of Event Organisers Ltd (AEO) It is the UK trade body representing companies which conceive, create, develop or manage trade and consumer events.