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Event Planning Week 4

Event Planning Week 4. Agenda. Guest Speaker – Megan Gilligan Report out on Financial Goals for event Organizational and Planning Considerations Next Week. Objectives Week 3. Upon completion of this week, the student will understand : Organizational and Planning Considerations

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Event Planning Week 4

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  1. Event Planning Week 4

  2. Agenda • Guest Speaker – Megan Gilligan • Report out on Financial Goals for event • Organizational and Planning Considerations • Next Week

  3. Objectives Week 3 Upon completion of this week, the student will understand: Organizational and Planning Considerations • Establish communication process, timelines and checklists • Develop framework, timeframe and tools to manage event • Understand fundamentals of the event- vision, goals and objectives, site selection, marketing, attendees, outline of activities, budget, timeline, food and beverage, staffing, and transportation • Delegate roles and responsibilities

  4. Client Communication Basics Homework before you meet with any client Event planning manual What should the manual include? • Example: Angel at your Service

  5. Client Communication Basics Event Planning Manual elements • Calendar or planner for recording client contact info and dates for all bookings • Initial contact forms • Handouts: Culinary Institute of America A-Z Personal & Event Concierges • U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\A-Z Event Planning Worksheet.doc

  6. Client Communication Basics Event Planning Manual elements • Proposal forms • Examples: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Masters Classic III Proposal.ppt • Contracts and receipts for deposits • Portfolio of ancillary service providers • Banquet event order • http://www.tripleseat.com/blog/how-to-create-a-banquet-event-order-template/ • Final billing forms • Follow-up correspondence

  7. Client Communication Basics Client Meetings • Plan every meeting • Agenda • Initial client information • Specific details for event • Follow-up timelines and responsibilities • Examples: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Meeting with Alison Darling March 13 2008.docx • U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Darling March visit schedule.xlsx

  8. Client Communication Basics Initial Consultation • Do you have a date in mind for the event? • What is the purpose of the event? • Have you selected a location for the event? • How many guests are you anticipating? • Is the event going to be held during the daytime, evening or weekend? • What is your budget? • How did you hear about us? • What role do you want the event planners to play? • A-Z wedding consult form: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Wedding Initial consult form.doc • U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\A-Z Wedding Planning Questions.doc

  9. Client Communication Basics Specific Details for Events • From initial consultation develop checklists for scope of services • U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Consultant Information Form.xls • U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Consultant Information Form- Ali Darling.xls • All contract services required to provide appropriate services • Site selection, invitations, marketing, caterers, floral/décor, rentals, lighting, AV, etc. • Options for client to consider • Dobleman Golf tournament

  10. Client Communication Basics Follow-up Timelines and Responsibilities • Develop timelines for follow-up meetings and overall event • Delegation of responsibilities to appropriate team members, contract service providers, and client • Wedding timelines: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Time Lines for Wedding.xls • Dobleman Golf tournament: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Masters Classic Timeline 2007.xls • Example from Catering: A Guide to Managing a Successful Business Operation

  11. ICA High School Culinary Invitational • School Assignments for interviews/pictures – next week • Examples of 2012 poster • Develop template for 2013 poster • Questions?

  12. Next Week • Guest speaker: Tracy Diehl, owner Florals Etcetera • Report out on event project • Financial considerations • ICA High School Culinary Invitational

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