Kimball class1

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2. WHAT IS EVENT PLANNING? THE OFFICIAL DEFINITION (US Dept. of Labor) Event Planning consists of coordinating every detail of events,meetings, and conventions, from the speakers and meeting location toarranging printed materials and audio-visual equipment.Event planning begins with determining the objective thatthe sponsoring organization wants to achieve. Planners choose speakers, entertainment, content, and arrangethe program to present the organizations information inthe most effective way. 3. WHAT IS EVENT PLANNING?AN OPTIMISTS VIEW Event planning is the energizing art of choreographing people and activities in order to create a show that creates memories of a lifetime. Designing and producing an event, whether its a wedding, private party corporate event, fund-raiser, tradeshow or any other event, is in manyways comparable to directing a live stage performance. An added bonus,for those who love to travel, it provides an amazing opportunityto travelto luxurious hotels, interesting new places and meet speakers andattendees from around the world. All of this, while enjoying a high level of autonomy and independence! 4. ROLES FOR EVENT PLANNERSEvent Planning Agency Companies who plan various kinds of events for many different kindsof clientsCorporate Work for one company planning all of their company events includingmeetings, destination conferences and company holiday partiesNon-Profit Work for the non-profit agency planning their fundraising events aswell as donor cultivation eventsHotels, Restaurants, Event venues Planner represents the venue and plans all kinds of events withmany different clients 5. IT TAKES A VILLAGE People You May Work With As You Plan Your Event Venue Managers Graphic Designers Caterers Celebrants Rental Companies Transportation Services Hotels Florists Photographers Videographers Lighting Designers Audio/Video Technicians Tenting companies Security Police/Fire Detail Town/City Permitting Musicians/Music Agencies Hair & Make-up Stylists Linen Companies 6. TYPES OF EVENTS WEDDINGS PRIVATE PARTIES FUNDRAISERS GALAS LAUNCHES MEETINGS CONFERENCES CONVENTIONS TRADE SHOWS 7. WEDDINGS Ceremony Rehearsal Rehearsal Dinner Ceremony Cocktail Hour Reception 8. PRIVATE PARTIES Birthday Parties Anniversaries Holiday/Seasonal Special Occasions 9. FUNDRAISING EVENTS Raise funds for Non-profit organization Create awareness and branding Message to donors and potentialdonors Cultivate new donors and volunteers Engage and involve guests in raisingfunds Get Media attentionfor cause 10. CORPORATE EVENTS Milestones Holidays Product Launches Brand-name recognition Award Dinners / Incentives Employee/ Client Appreciation Support a fund-raising cause 11. CONFERENCES & CONVENTIONS Bring a wide range of people together to exchange information and ideas Opportunity to bring staff, sales, suppliers, clients and dealers together Launch new products 12. INITIAL PLANNINGCONSIDER THE PRIORITIES OF YOUR CLIENT Determine the Purpose of the Event: What are your Objectives? Determine your Budget: How much can you Spend? Visualize your Event: What does the overall event and flow look like? 13. BUDGET Create a budget estimate for overall event Get real estimates from your vendors Work with client on their priorities to understand what willwork within their budget, and what will not 14. TENTATIVE BUDGETESTIMATE 15. GET ESTIMATES FROM VENDORS 16. CREATE EVENT PROGRAM/FLOW Create timeline for everything that happens during the event,from the moment the guests arrive until departure. Include Food Service cues, Lighting cues, Audio Visual cues,Speakers,and Entertainment All production staff and vendors should have ONE timeline so you areall working off the same schedule 17. EVENT PROGRAM/FLOWYMCA Event Program Oak Square YMCA, November 16, 2011Rev.6, 11.10.11ak5:00pm Production complete6:00pm Valet in Place Registration set Raffle set6:30pm Guests arrive All Lobby Bars open Background music piped into Lobby DJ playing background music Appeal sales(60 min)6:45pm Synchronized Swimming performance(5 min)7:00pm Synchronized Swimming performance(5 min) 18. EVENT PROGRAM/FLOW7:15pm Synchronized Swimming performance(5 min)7:30pm Doors open to GymBars openGames openPhoto shoot openDJ music playing background music(20 min)7:50pm Lion Dance Performance ends on Stage(7 min)7:57pm Games and Photo shoot close for speaking program Jack Fucci takes stage, thanks the group,Welcome Remarks and Introduction of Kevin Washington(5 min)8:02pm Kevin Washington Remarks Sponsor Thank yous Introductions of real Everyday MVPs (5 min) 19. EVENT PROGRAM/FLOW8:07pm Brief Remarks by Everyday MVP honorees (5 min)8:12pm Kevin takes stage again, thanks kids and asks for appeal (Appeal logistics TBD) (3 min)8:15pm DJ VOG invites guests to enjoy dinner Food stations open DJ plays background music Games re-open Photo shoot re-open (15 min)8:30pm DJ announces African dance group Group performs (5 min)8:34pm DJ music resumes (15 min) 20. EVENT PROGRAM/FLOW8:49pm DJ announces Zumba dance Zumba Dance performance(3 min)8:52pm DJ music continues to play (15 min)9:00pm Rolling Dessert Stations opened9:07pm DJ announces Second African dance performance Group performs(5 min)9:30pm Event ends 21. CREATE PRODUCTION SCHEDULE Create a timeline of everything that happens during set-up throughoutyour entire time in production List every vendor, their arrivals, what they are doing and departures All your vendors should also have this one document so everyoneknow what is going on around them 22. PRODUCTION SCHEDULEMcLeod WeddingTentative Production Schedule August 30-31, 2012Mt. Hope Farm, Bristol, RIThursday, August 307:00am Sperry Tents load-in Port Lighting load-in7:00pmTent and lighting production complete for Day 1Friday, August 316:00amSperry Tent onsite to build floor10:00am Amy Kimball Events onsite AVFX load-in Port Lighting arrives10:00am New England Country Rentals delivers and set-up Ceremony12:00pm Tent floor complete Rental Unlimited delivers rentals and lounge furniture Blooming Blossoms Florals arrives1:00pmBlackstone Catering arrives 23. PRODUCTION SCHEDULE2:00pmLuxury Loo arrives3:30pmMcLeod Family onsite for Family formal photos Photographer arrives with Family3:45pmSound Engineer for Amhir arrives4:00pmSound check in main tent for Amhir String Trio arrives and set-up for Ceremony Bagpiper arrives Officiant arrives4:45pmGuests begin to arrive5:00pmCeremony6:00pmAmhir arrives, goes to Cabin/green room/dinner served there6:15pmBagpiper departs7:00pmAnima departs7:00pmEye2Eye arrives go to Camp/Green Room7:30pmNew England Country Rentals arrives to breakdown Ceremony8:45pmAmhir departs10:30pm Guests depart via Shuttle busses11:00pm PRODUCTION TRUCKS CANNOT ARRIVE ONSITE BEFORE 11:00PM11:30pm Breakdown commences 24. QUESTIONS