Define Event Planning • Explain/Apply: • Event Planning • Event Programming (difference 2 programme of events?) • Event Elements to consider • Logical Sequencing • Production Schedule & Timeline • Reverse Planning • Theming (The Concept; Purpose; Process) • Catering Styles (Dietary Requirements) • Beverages Services OUTCOMES
Practical Skills to acquire: • Event Environment • Timelines • Critical Paths • Logical Sequencing • Reverse Planning • Production Schedules LONGEST PROCESS
A Continuous process By which events are designed And Various Actions are Shaped To in the end: Achieve event Success Manual Pg 59 DEFINE EVENT PLANNING Explain & Apply Definition
EVENT ELEMENTS Manual Pg 60 – Class Exercise
Critical Path Scheduling • The Timeline • Reverse Planning Manual Pg 62 Manual Pg 63 LOGICAL SEQUENCING? Manual Pg 64
Go to Page 76 in the Manual 2 complete: • Exercise 9.1 • Exercise 9.3 • Exercise 9.4 CRUCIAL REVISION EXERCISES!
EventProgamming = Project/Production Schedule • Progamme of Events = Guests’ programme of the event happening. DONT GET CONFUSED..
Manual Pg 65 • Manage the development/planning of the event • Follow the event programme when the event is held • Shut down the activities after the event Manual Pg 66 EVENT PROGRAMMING
Read : Pg 67 bottom 4 Staff, 2-2 work together for major setups. Estimated Times to Do Tasks: • 30 min unload trucks • 55 min per table setup (10 places, chair covers, flowers, candles) • 45 min serving station setup • 60 min photo corner setup (decor, lights) • 45 min DJ setup • 45 min DJ sound check • Client/Agency walk through 45 min before start Use Reverse Planning to finalize your Production Schedule Case Study
To use an Overarching Topic to Tie all the event elements together, to create a holistic impression. The Gold Thread WHY? Fun/Experience/Memorable/Holistic Experience/Communicate Specific Message/Build Team Work Client Meeting Questions : Pg 71 THEMING..
In House/On Premises Catering • Use kitchen at Venue, Only Catering option, Staff @ Venue • Outside Catering/ Off Premises Catering • Come from outside onto venue, bring own equipment (if necessary) staff etc. • Concessionaire • Mobile catering : Kitchen trailer like a hotdog/vetkoek/ice cream truck. CATERING ... 3 Types
SPECIAL DIETARY REQUIRMENTSGain info BEFORE event Manual Pg 72
Consider: • Pay for ALL drinks? • Set limited (ceiling) for free drinks • Pay all the way • Free Drinks @ Entry • VIP Drinks • Non alcoholic options (mocktails/water etc) • Inform guests before hand BAR/BEVERAGESCASH PAID