Savvy planners will add Event Planning to their personal reference library as a useful guide to work. The Business of Event Planning is a must-read for those involved in event planning. For event planners tired of being a well-kept secret, Marketing Your Event Planning Business offers invaluable advice on targeting talent and targeting clients.
Event planning : the definitive guide to successful meetings, corporate events, fundraising galas, conferences, conventions, incentives and other special events / Judy Allen.
Preface
This second edition will cover ways event planning companies protect themselves. The Business of Event Planning: Behind the Scenes Secrets of Successful Special Events (Wiley, 2002) takes event planning to the next level. Marketing Your Event Planning Business: A Creative Approach to Gaining the Competitive Edge (Wiley, 2004) takes readers through marketing, market development, and marketing efforts (both business and personal).
This book will enable event planners to see the event from their client's perspective as well as from the event planning perspective.
Acknowledgments
Over seven years, due to reader response to the first edition of Event Planning: The Ultimate Guide and requests from future planners, field planners and business professionals for more event planning answers, Event Planning: The Ultimate Guide grew into a series of best-selling business books that are being used worldwide by industry professionals and corporate executives, as well as by universities and colleges for course approval and required reading. I've learned that there is tremendous benefit to an active lifestyle personally at home, at work, and while traveling the world on inspections, family trips, and fieldwork programs (and fueled by nutrition and fitness, nutrition, and exercise, not just caffeine, and meals on the run when they can fit in between work deadlines and the demands that can be intense in this 24/7 industry) - and. They shared their talents and expert knowledge with me, giving me new tools that I can use every day for the rest of my life, taking on the world and the world of opportunities ahead of me personally and professionally through my company, 2jproductions, with Joe Shane.
There is no one I want to take this journey with more than you, because together we bring Sensual Home LivingTM, Sensual Living for TwoTM, Sensual Suite(s)TM, Vacation(s)TM, and Welationship(s)TM home , life and lifestyle design and world class resorts around the world.
Location (local, out of state, out of country)
Date
Season
Where do most of the guests live and what transport and accommodation costs will need to be included in your cost analysis. At another event held at the same venue, personal fans were handed out to guests as a way to beat the heat and became a lasting memento of the event.
Time of day
Whether you are planning an indoor or outdoor aff air You can place your event at risk if you plan to have it outdoors
Whether the event is taking place in one or more than one location
Budget considerations
Think about the style of the event and the feelings you want to convey. Choose one that captures the spirit of your event's objectives and the emotions that will make your event stand out. This can be a bespoke employee wellness program, designed and launched as a team building training event, made for all fitness levels.
No matter what the "spin" is, the event's main objective should be meaningful, for example introducing an important product such as a new car, rewarding top sales performance or reducing costs that affect the bottom line, such as those listed above. justify the cost of the event.
Organization and Timing
The function sheets are the information guide that tells your suppliers how you want your event to be handled. Let vendors know that you will assign a staff member to promote or oversee every aspect of your event. Think carefully about the time of year you plan to hold your event.
If your event is in Kuala Lumpur, you need to know this and factor it into your program. The day of the week you are considering holding your event can have an impact on achieving your goal, as can the time of day. If your event is scheduled to take place over one of the school breaks (times and schedules may differ from original destination and final destination), you may want to give special consideration to your choice of location.
Are major sporting events taking place at the same time as your event? They will register your event and let you know what might be in conflict. Does your event compete with other events inviting the same people?
What else may occur on your selected dates that may affect your event. You want to get as much out of the way as early as possible so you can finalize your event feature sheets, but you have to be realistic.
Location, Location, Location
Before you move in, you need to know what's planned and make sure the proper time buffer is in place. To come up with an accurate budget, you need to look at all aspects of your event to make sure you include as many expenses as possible. Do you need to bring registration tables, draperies and borders or beverage tables.
You should consider the type of tent that will best suit your requirements. Does the tent rental company have string exit signs or will you need to provide them. You need to make sure that the guests move to this area and spend time there so that the indoor area is not too crowded.
What insurance do you need to protect your guests, your customer, your business and yourself. Some venues can be perfect with a few additions; others almost have to be transformed. If you are considering giving speeches or audiovisual presentations, pay special attention to the sight lines.
The carpets in the venue will need to be sent out to be cleaned for your event. What are our client's move-in requirements and what do we need to ensure is in place for them. Will any of our event providers have any special requirements that we need to be aware of and ensure are available for them (such as access to running water, refrigeration, etc.).
Should we extend the time we have blocked to accommodate our event providers' attrition and pull out.
Transportation
If limousines are going to be part of your event, you need to know how many to provide and which VIP guests will come with their own limousines. You need to know if the limousine you are booking is to be somewhere else immediately after your airport pick-up or pick-up and transfer to your event. And if you book two one-way limousine transfers, you need to find out if the return trip will be made by the same driver and car.
You can arrange for the hours of the lot to be extended at an additional cost, which should be factored into your budget. You will need to speak directly to the car park owners and make any necessary arrangements directly with them. If you hold your event in a hotel, you should bear in mind that a large part of the space can be used by hotel guests.
If you collect the costs of parking for your guests, you must factor these increases into your budget. You may need to add the cost of additional parking staff to monitor this and direct your guests to the designated parking area. For example, you need to get one for all exhibition areas, or if you include searchlights and the like.
You will need to speak to both the authorities and the head of the taxi association to see what can be negotiated in everyone's favor. Of course you don't want uninvited guests at your event and you have to take that into account for others.
Guest Arrival
But greeting arriving guests is not the first step—the first step takes place at the original airport where guests depart and includes things discussed earlier, such as arranging check-in for a private group, having someone carry luggage carts for provide you guest comfort and perhaps set up a private room with refreshments reserved for your group if airport regulations permit. When guests arrive at the destination, it is important that they are offered a touch of local culture. On the shuttle there are refreshments and cool towels, and at the hotel a private group check-in has been set up exclusively for them.
For example, if you are going on an evening charter cruise, don't just think about the appearance of the ship - which is of course important - but also look at the area around the pier. When the new ship was launched, the guests were turned away before they even got on board. Remember that the ship you are inspecting may not be moored at the pier from which it normally sails.
Depending on the time your flight arrives - such as an evening arrival when the sea is not as visible - you can choose to take the faster route to the hotel and use the scenic East Coast Road route when returning to the airport, giving your guests a last look at the island before they leave. Of course, if the budget allows, you can pay for an extra night at the hotel and have the rooms available for immediate occupancy, or negotiate early check-in for your guests depending on the season. If your guests drop off their passengers at the front door due to inclement weather and they get into busy rush hour traffic, they will need to proceed with caution when opening their doors.
On the return trip to the airport, guests can board the coaches at the side door so they can identify their luggage. Find out if the entrance is covered at the time of year you will be holding your event.
