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EFFECTIVE MEETING AND EVENT PLANNING

EFFECTIVE MEETING AND EVENT PLANNING. The Nine Phases of Event and Meetings Planning. Phase 1 Goals & Objectives. Phase 9 Post-Event & Evaluation. Phase 2 Group History & Analysis. Phase 8 On-site Management. Phase 7 Program Development. Phase 3 Budgeting & Financial Management.

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EFFECTIVE MEETING AND EVENT PLANNING

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  1. EFFECTIVE MEETING AND EVENT PLANNING

  2. The Nine Phases of Event and Meetings Planning Phase 1 Goals & Objectives Phase 9 Post-Event & Evaluation Phase 2 Group History & Analysis Phase 8 On-site Management Phase 7 Program Development Phase 3 Budgeting & Financial Management Phase 6 Destination Determination & Site Selection Phase 4 Event Plan or Critical Path Phase 5 Event Pattern & Event Agendas

  3. Agenda Day 1 0900-0930 Introductions, Learner Objectives & Expectations 0930- 1030 Nine Phases of Event Planning Phases 1 and 2 1030-1045 BREAK 1045-1200 Phase 3 1200-1300 LUNCH 1300-1430 Phase 4 1430-1445 BREAK 1445-1600 Phase 5

  4. Agenda Day 2 0900-1030 Phase 6 1030-1045 BREAK 1045-1200 Phase 7 1200-1300 LUNCH 1300-1430 Phase 8 1430 -1445 BREAK 1445-1600 Phase 9 Evaluation

  5. The Nine Phases of Event Planning: 0900-0930 Introductions, Learner Objectives & Expectations

  6. The Nine Phases of Event and Meetings Planning Phase 1 Goals & Objectives Phase 9 Post-Event & Evaluation Phase 2 Group History & Analysis Phase 8 On-site Management Phase 7 Program Development Phase 3 Budgeting & Financial Management Phase 6 Destination Determination & Site Selection Phase 4 Event Plan or Critical Path Phase 5 Event Pattern & Event Agendas

  7. The Nine Phases of Event Planning Phase 1:Clarify GOALS & OBJECTIVES • Identify the overall goals of the organization and the desired outcomes of the event • Define SPECIFIC objectives of the event in relation to the organization’s goals • Objectives should be priorized and include primary and secondary

  8. The Nine Phases of Event Planning Phase 2:Understand GROUP HISTORY & ANALYSIS • Attendee/Audience profile • Organization’s culture/philosophy and policies • Past event history

  9. The Nine Phases of Event Planning Phase 2: P – L – A – N – S Possible - Objectives should be realisticList - Written maximizes understandingAssessable -At any given momentNumerical -QuantifySpan of Time- Pre, On-Site, Post Event

  10. The Nine Phases of Event Planning Phase 3: BUDGETING & FINANCIAL MANAGEMENT • Basic principles • Revenue and expense analysis • Break-even analysis

  11. The Nine Phases of Event Planning Phase 3: Good budgeting and financial management is based on clarity and understanding • Contracts • What’s negotiable? • Necessities in a contract?

  12. The Nine Phases of Event Planning Phase 4: EVENT PLAN OR CRITICAL PATH • It is about everything needed to plan, execute and wrap up a successful event • Importance of Timelines and OPI/OCI • Allow time, especially for program development

  13. The Nine Phases of Event Planning Phase 5:EVENT PATTERN AND EVENT AGENDAS Event Pattern aka Program of Events is everything related to the meeting, from attendees' arrival to departure • Communication is key • Consider each session's objectives and set the room accordingly • Factors to remember when developing the meeting pattern Put it in writing!

  14. The Nine Phases of Event Planning Phase 5:EVENT PATTERN AND EVENT AGENDAS Event Agendas: • What goes on in each individual session and/or function

  15. The Nine Phases of Event Planning Phase 5:EVENT PATTERN AND EVENT AGENDAS Session Agendas: • Create a basic outline of what needs to be included • Create a basic session agenda • Estimate time requirements for the major sessions and events • Slot time for each element of the program

  16. The Nine Phases of Event Planning Crafting a Scenario: • Create a scenario for each portion of the event • Include speaker remarks, room location, important information • Circulate the draft to everyone involved for comment • Circulate the final version to everyone involved

  17. The Nine Phases of Event Planning Example of a scenario for an Awards Dinner:6:30 pm Crew Call7:00 pm Presenters arrive (lapel mics on presenters)7:30 pm Doors open / strolling entertainment8:00 pm Awards Show begins/ Master of Ceremonies Welcomes guests and gives Overview of the evening; leaves the stage8:05 pm Dinner service begins8:55 pm Entertainment segment begins9:15 pm Voice-over Announcement that Awards Presentations will begin in 5 minutes9:20 pm Master of Ceremonies returns to the podium, welcomes again and introduces Presenter A9:24 pm Presenter A comes to the podium and introduces first series of awards

  18. The Nine Phases of Event Planning Phase 6:DESTINATION DETERMINATION & SITE SELECTION Destination Organization’s policies Physical requirements Attendee profileEnvironnent Travel and Budget Other considerations

  19. The Nine Phases of Event Planning Phase 6:DESTINATION DETERMINATION & SITE SELECTION Site Selection Identify the event objectivesDevelop the pattern/program for the meetingDetermine the meeting’s physical requirementsDefine attendee expectations and interestsSelect geographic area(s), region(s), and type of facilityEvaluate the choices; make recommendations; obtain approval

  20. The Nine Phases of Event Planning Format for determining space requirements: Day 1 AM Set up: Office Press Room Registration Exhibits Internet Café PM Set up: Meeting rooms

  21. The Nine Phases of Event Planning Format for determining space requirements: Day 2 AM Board meeting Registration opens Office and Press Room open PM Workshops Opening Reception

  22. The Nine Phases of Event Planning Format for determining space requirements: Day 3 AM Committee breakfast meeting Opening General Session Exhibits open Registration and Press Room open PM Concurrent sessions Exhibits open Annual Business Meeting Reception and Banquet

  23. The Nine Phases of Event Planning Format for determining space requirements: Day 4 AM Closing General Session Exhibits tear-down PM Registration, Press Room and Office tear-down Packing up and shipping

  24. The Nine Phases of Event Planning Determining space requirements: • Meeting room selection considerations • Auxiliary space requirements • Bedroom block • Options for booking accommodation • Who is paying?

  25. The Nine Phases of Event Planning Conference Services: • Audio-visual / technical support • Catering (in-house and off-site) • Theming, décor & floral arrangements • Entertainment • Photography • Printing • Freight handlers/trade show management • Local tours • Transportation & car rentals • Office equipment

  26. The Nine Phases of Event Planning Phase 7:PROGRAM DEVELOPMENT Details, details, details! Conference themeHybrid Meetings And Events

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  29. The Nine Phases of Event Planning Food and Beverage • Used to manage the minds and moods of the participants • Know your group’s preferences, idiosyncrasies and special needs • Know the facility’s capabilities and specialties • Attendees will remember an outstanding meal for a while, but a bad meal forever!

  30. The Nine Phases of Event Planning Food and Beverage • Breakfasts • Refreshment breaks • Buffets • Cocktail parties and receptions • Meal functions in general

  31. The Nine Phases of Event Planning Entertainment and Decor Special Events Speakers: • Where are speakers required during an event?Speakers for general sessions/plenary sessions, luncheons and keynote addresses, concurrent sessions, workshops, etc.

  32. The Nine Phases of Event Planning Speaker Contract: • Topic • Date, time and length of presentation • Fees, expenses and payment • Cancellation • A/V and other technical requirements

  33. The Nine Phases of Event Planning Speaker Contract: • Room set-up • Rehearsal time • Handouts • Dress code and product sales • Other requirements (biography, introduction, photo, etc.)

  34. The Nine Phases of Event Planning Room set-up considerations: • Comfort • Safety • Learning and networking • Sight-lines

  35. The Nine Phases of Event Planning Set-up: “The laying out of physical elements in a given space for a specific purpose.”

  36. The Nine Phases of Event Planning Set-up styles: • Theatre • Classroom • Banquet • Boardroom/conference • Hollow square • U-shape or T-shape

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  43. The Nine Phases of Event Planning Set-up basic principles: • Set to the long side of the room • No straight rows – angle the rows toward the presentation • No centre aisle

  44. The Nine Phases of Event Planning Set-up basic facts: • Most meeting tables are 30” high and 6’ or 8’ long • Standard table widths are 30” • 18” wide tables are used for classroom-style • Round tables are 60” or 72” wide • Maximum distance from the screen = 8 times the screen’s height

  45. The Nine Phases of Event Planning Audio-visual and technical requirements • Overview • Important Reminder – It never hurts to understand the basics • The 5 foot principle • The 2 x 8 principle

  46. The Nine Phases of Event Planning Other Components of A/V • Draping, staging and props/décor, lighting, etc. • Video-conferencing and web-casting • Audio- or video-recording of sessions • Other equipment, e.g., computers and walkie-talkies

  47. The Nine Phases of Event Planning There is an old saying, “Knowledge is power!” In event planning,“Knowledge, if not shared, is DISASTER.”

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