SAVE THIS HANDOUT - REQUIRED STUDY MATERIAL FOR THE CTSM EXAM

C T S M R E Q U I R E D S E S S I O N

       

 

SESSION 61017

eTrak Online Session | JULY 18, 2017 | 2PM ET, 1PM CT, Noon MT, 11AM PT

The Basics of Event Planningand Management

REBECCA COONS

All Materials Copyrighted by EXHIBITOR Magazine / Rebecca Coons© 2017 Rochester, MN

PRODUCED BY EXHIBITOR MEDIA GROUP

ABOUT THE INSTRUCTOR

Rebecca Coons

Rebecca has been in the live meeting and special event industry since 1986. She has received numerous awards, serves on key industry associations, advises influential publications and has been a spokesperson at major events.

From 1995 until 2005 she managed the new business development for Extraordinary Events as Executive Vice President of Sales & Marketing. At EE she honed her production skills, learned to love the live show and built lasting relationships with vendors and clients alike. She created events large and small from Gala dinners to new product launches and even managed the Olympic Torch Relay from Mexico City to Montreal in partnership with GPJ/Samsung. She produced multiple headline acts including Sheryl Crow, Peter Frampton, Don Henley, Stevie Wonder, Santana, The B-52’s, Jonny Lange, Chicago, The Doobie Brothers, and Jay Leno just to name a few. Her clients included, Carlson Marketing Group, Chrysler, Dell, GPJ, Porsche, Interval International, BB&T and Mattel.

From 2005 until 2010, Rebecca served as Executive Vice President of Southern California based Ethos Design and Lounge22. She was charged with managing the sales teams of both companies, developing new business and creating strategic alliances. She was able to develop her creative skill sets while learning the exhibit and fabrication industry. She focused on strategic marketing, meetings and brand engagements. Her clients included Ubisoft, Qualcomm, Walmart, Sam’s Club, Carlson Marketing, Ogilvey/Healthworld, Public Storage, Bluehole Studios and Starwood Hotels Worldwide.

In 2010 she launched her own firm, Nalu Creative LLC, (Hawaiian for "wave") to create momentum in the area of experiential marketing, meetings and events. Nalu is the culmination of 20+ years of experience and provides clients with the perfect balance of creative solutions, design, entertainment and production expertise. Her current focus is to help clients maximize ROI while avoiding what she terms “Attention Deficit Theatre.” Keeping audiences engaged and excited in order to maximize retention and create value. Her current clients include Microsoft, AIMIA, BMC Software, Public Storage, AES, DaVita, L’Oreal Paris, COTY, TAG and Toyota.

Among her industry awards and activities: Awarded Event Planner of the Year 2004 by Event Solutions MagazineAwarded 2 WOW! Awards 2003 Nominated Event Planner of the Year 2000 by EventSolutions MagazineNominated for 9 Special Events Magazine Gala Awards and Awarded 5 including BestFair Festival and Best Corporate Event over $500KAwarded Ex Award for Best Single B2B Marketing Event for “Walmart the Musical” in2007. EX Award for Siebel/George P Johnson event in 2003 for Best Single Venue B2B Event.2005 President of the Florida chapter of SITE.Served on the Special Event Magazine Advisory Board for two years.Active member of Meeting Professionals International (MPI) and ISES.Active Faculty/Speaker for the Exhibitor Show since 2004.

ESSENTIAL LEARNING COMPONENTS

The Basics of Event Planning & Management

The Essential Learning Components listed below represent the main learning objectives of this session. These core concepts are the basis of the knowledge transfer objectives of The Basics of Event Planning & Management.

ELC #1: Determining Objectives: Knowing and understanding the goals of an event is critical in planning an event. Without objectives, you will not have a focus or a means for measuring the success of the event. Students will learn how to develop meaningful objectives for an event.

ELC #2: Developing a Budget: Identify sources of revenue and expenses so a comprehensive budget can be developed. This will help avoid unexpected charges for an event.

ELC #3: Developing a Pre- Production Timeline: Overview of timeframes for planning small, medium and large events.

ELC #4: Site Inspection/Site Selection: Not every venue is right for your event.Learn things to be aware of including hidden charges and contract loopholes

ELC #5: Developing an RFP and Selecting Vendors: Chances are you will need to hire vendors to help support you in some capacity. It is essential to learn how to develop a “Request For Proposal” that clearly identifies your needs so that vendors can accurately bid on your event. The right vendors are key to your success. Learn what to look for and how to properly manage expectations, contracts and budgets. Understand what is appropriate for samples, renderings and tastings.

ELC #6: Developing a Theme and Hiring Entertainment: Having the right theme (or no theme at all) as well as the right speakers or entertainment will have a huge impact on the success of your event. Learn what to look for and how to determine what is right for you. Consider Executive Involvement.

ELC #7: Food and Beverage: This is a huge part of any event whether it is the focus or not. Learn some tips for a successful food event.

ELC #8: Contracts and Pay Schedules: Learn what to look for and what to demand. Establishing a pay schedule for both you and your vendors.

ELC #9: Insurance and Permits: This is a big piece of the puzzle that no one wants to talk about. Learn what questions to ask and who to ask them to.

ELC #10: Get the Word Out: Now that you know what you are going to do…don’t forget to tell people. Invitations, advertising…whatever the plan may be you need to include in your schedule.

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The Basics of Event Planning & Management

Part I of a II Part Series

Rebecca CoonsPresident

NALU CREATIVE

ELC #1: Determining Objectives

Who is responsible for determining objectives?

Reconfirm the goals in writing.

Always keep them in mind as they will be the backbone of your event.

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Some questions to ask to help determine your

objectives:

Some questions to ask to help determine your objectives:

What type of event do you want to have?

Who are the attendees?

What is the brand objective?

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What do you want the attendees to see/think/experience when they are at your event?

Are there multiple objectives?

How will you measure your results?

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How Will Your Objectives Affect the Planning Process?

So how do your objectives begin to affect your planning process?

Location

Timing

Transportation

Type of food and beverage

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Entertainment

General style…casual? Reception? Elegant? Speeches? A/V presentation?

Involve your vendors in the process

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Objectives must be:

Realistic

Specific

Measurable

Time sensitive

Challenging….YES

Unrealistic….NO

Examples of Objectives:

Bad: To generate a profit.

Good: To generate a 10% profit in the first year of the event.

Bad: To generate leads.

Good: To generate 20 leads per day of the show.

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Must have a budget in mind

It can grow and change

Give budget ranges if you can’t get the answers you need.

ELC #2: Developing a Budget

Having an idea of where your budget is going will help you to get bids from your vendors.

Be as specific as possible with your vendors about your budget.

Keep a contingency fund as your backup.

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Where are you getting your budget from and when will it become available?

Partners?

Sponsors?

Internal?

Several Internal Departments?

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Identify Sources of Revenue

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Travel; Hotel; Venue Rental Fees

Food & Beverage; Invitations; Signage

Promotion; Freight; Labor; Staff

Activities; Give-a-ways; Insurance

Identify Sources of Expenses

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Gratuities; Spouse Events

Audio/Visual; Lighting; Custom Video

Décor; Entertainment; Rider

Photographer; Videographer

Identify Sources of Expenses

ELC #3: Developing a Pre-Production Timeline

Your timeline needs to include two major parts: Pre-production Budget

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Pre-production: always start at your event and work backwards:

Guest guarantee

Registration deadline

Send out invitation

Design invitation

Secure vendors

Secure venue

Determine budget

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Finding a Venue:

Ask colleagues

Keep a venue file

Convention & Visitor’s Bureau

Movie location scout sites

ELC #4: Site Inspection/Site

Selection

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Finding a Venue:

Wedding photographer websites

Caterers

Exhibitor magazine location guide

The Web

ELC #4: Site Inspection/Site

Selection

If asking a vendor to assist, be clear with your objectives so they find the right kind of facility.

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Considerations for a venue:

What type of event are you planning?

What is the capacity?

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When can you load in and when do you have to be out?

Fees? What do they include? What do they not include?

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Insurance requirements.

Union?

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Preferred or mandatory vendors?

Load in access? Loading docks, truck parking etc…

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What else is going on in the venue around your dates?

Be clear with your expectations and what you might expect to do so they are aware. Do not surprise your venue.

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Make sure to ask “is there anything else you think I should know or be aware of that pertains to your venue or your fee structure?”

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Conduct a site inspection with all vendors and team members to ensure that everyone is on the same page and can identify potential issues quickly.

Create and use a site inspection form

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ELC #5: Developing an RFP and Selecting Vendors

A statement about your company and product(s) or service(s).

The purpose and objective of this event.

The location and venue if you know them.

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The number of attendees expected.

The attendee demographic.

The type of event you are planning; i.e. reception, cocktail party, seated dinner, entertainment, speeches, presentation etc…

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Time frame for delivery of proposal.

Expectations for inclusions in proposal such as creative proposal, line itemed or lump sum budget, renderings, story boards, hard copy or electronic, company history, references, menus, samples etc…

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Budget and what it needs to include.

Methods to contact you with questions.

Any other pertinent information that will assist your vendors in responding.

Confidentiality agreement.

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Some Vendors You Might Need

DMC’s: Destination Management Companies

EMC’s: Event Management Companies

Production Companies

CVB’s: Convention and Visitors Bureaus

Staffing Companies

Entertainment Companies

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Referrals:

Friends

Vendors

Venues

Colleagues

Competitors

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MPI: Meeting Professionals International

SITE: Society of Incentive Travel Executives

IAEM: International Association of Exhibit Managers

NACE: National Association of Catering Executives

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Trade Magazines and Events such as Exhibitor Magazine and the Exhibitor Show.

Pay attention to who is winning awards and who is on the floor and who is teaching seminars.

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CVBs: This is what they are there for so make use of their websites and their knowledgeable people. Make sure to ask for multiple suggestions.

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The Web

Check references of potential vendors

Visit their facilities if possible

Meet the staff that you will be working with

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So your CEO wants the Eagles….But is it the right fit for your event?

Entertainment must “make sense” and serve a purpose.

Entertainment must work to support your brand and your event goals.

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ELC #6: Developing a Theme and Hiring

Entertainment

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Always keep your objectives in mind: Incentive? Motivational? Educational?

Always remember brand harmony.

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Does it make sense?

Put yourself in the shoes of a guest.

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If necessary, get opinions from your company to make sure you are on track.

For entertainment, review tapes and get references. Discuss song lists of acts proposed. Make sure you have adequate space, dressing rooms, talent wranglers etc…

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Understand executive involvement early on.

Don’t forget about the entertainment rider; be sure you can afford it.

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Be clear with entertainment about your objectives and make sure they are in agreement. Be careful NOT to tell an entertainer how to perform or what to perform. It will usually backfire…this should be a “discussion.”

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What kind of event are you having? Seated dinner? Cocktail reception? Brunch? Breakout?

What type of guests are you inviting?

Establish a budget.

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ELC #7 Food and Beverage

Are you a foodie?

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Offer a variety of hot and cold appetizers; a variety of chicken, beef and vegetarian options.

Consider guest experience as it relates to utensils, seating and service.

Consider the time of day and what guests have done previous to your event. How long do you want them to stay?

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Don’t forget the vegetarians for main course.

Kosher?

Men tend to like meat and chicken and shy away from lamb and fish.

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Women like salad options and vegetables.

Everyone likes dessert in small quantities. Consider bite size offerings or presentations in shot glasses.

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Consider your location: culinary interest?

Include regional cuisine but make everyone happy so include a variety.

Do you have international attendees?

Kid size portions and kid friendly menus and buffets.

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Don’t be afraid of exotic foods just make sure to balance it with standard fare if needed.

Know all ingredients and beware of food allergies. Make sure the service staff is informed as well. MSG, peanuts, peanut oil, nuts and seeds…

Get involved in the pre-con with the catering and wait staff.

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The Bar is a place where you can save money if you need to so plan accordingly.

For average service: 1 bar per 100 guests

For higher service: 1 bar per 75 guests

For ultimate service: 1 bar per 50 guests

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Wine and beer only?

Premium liquor or call brands?

Favorite brands of executive team

BAR

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For seated dinner, standard ratio is 1 server per 4 tables

For higher level of service you will want 1 server per 1-2 tables.

Labor and Serving Staff

Rentals

Estimate for your budget at least $20-25.00 per guest for rentals.

Will be higher if you have special needs.

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Schedule a tasting once you have decided on a menu.

Expect to pay for additional tastings.

Be creative and have fun

ELC #8: Contracts & Pay Schedules

Request a contract from all vendors and then read them.

Make sure you can abide by all of the terms.

If not, you must respond in writing with any requests or changes.

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Do not forget to run it through legal if that is necessary for your company and allow enough time for it.

Communicate with your vendors what you are doing so they understand.

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Make sure you sign your contracts and return them as promptly as possible and get executed copies back for your records.

Always have hard copies with you on site.

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If your company has vendor contracts in place, make sure to give them to your vendors well in advance of the event or even the contract stage if possible.

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Make sure overtime labor or entertainment charges are outlined clearly.

Make sure food and beverage guarantees are clearly outlined and how you will be charged for these services (per person, on consumption, flat fee, hours?).

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Review insurance coverage and requirements.

Review custodian coverage.

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Review security deposits and how they are returned. Take photos or video to protect yourself both before and after event.

If event is in another country, make sure to review if costs are quoted in U.S. dollars or subject to currency fluctuation.

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Make sure all taxes, gratuities, customs, shipping etc...are included. If not, make sure to have a good idea of what these will cost.

Decide on a pay schedule with your vendors and stick to it. Understand what happens if you are not able to do so.

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ELC # 9: Insurance and Permits

Be sure that your insurance coverage is adequate for what you are doing. Be proactive and talk to your legal department to be certain of your requirements and understand your liabilities. Know that if you sign the contract with a venue you are liable.

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Make sure your vendors have adequate insurance and be listed as additionally insured if possible.

Make sure to have copies of everyone’s insurance on site.

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Make sure to fill out a security report in case of any issues on site to protect yourself going forward.

Check with venue, vendors and fire marshal about any permits that may be required.

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Venue – Public Land, Private Land for Public Use, Residential Area

Tenting

Street Closures

Noise Abatements

Permits you may need:

Permits you may need:

Liquor

Food

Entertainment

Branding

Traffic; parking meters

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ELC #10: Get the Word Out

You need guests…so first you must identify them if they are not internal or pre-assigned.

Identify your target audience.

Who are they?

What do they read?

How do they communicate?

Approach them in their comfort zones.

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Plan in advance; people are busy.

Save the date.

Once you have identified them:

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The invitation: Brand your event Company and corporate logo Information on destination: city, hotel, web links Dress code Program outline Benefits of attending R.S.V.P.

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Send out reminders

Web based registration

Make sure to communicate with conference planners and follow all appropriate rules for such event. Use this as a way to get free advertisement as well if you want.

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Consider signage on site where appropriate.

Know your competition.

Consider your brand and your reputation. This is also a way to build a brand identity at a specific conference.

Press if appropriate.

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THANK YOU

rebecca@naluco.com

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ADDENDUM

SAMPLE Pre Production Schedule:

# Month

Day

Year

Task Committee/Person(s) Responsible

1 Sep 02 Create Budget Guidelines

2 Sep 02 Create Event specifications

3 Sep 02 Define Inductee Nominating Committee

4 Sep 02 Kick Off / Brainstorm Committee Meeting

5 Sep 02 Meet with Potential Event Production Companies for Bids

6 Sep 02 Secure Event Venue

7 Sep 02 Secure Host Hotel

8 Feb 28 03 Choose Event Production Company

9 Apr 03 Obtain Bids from Caterers

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May 03 Create Meeting Schedules

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May 03 List of potential sponsors/ contributors

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May 03 Meet with Printing & Design Group re: initial requirements/timelines/Invites

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June 1 03 Sign Venue Contract

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June 1 03 Sign Tent Contract

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Jun 13 03 Select and Sign Contract for Caterer

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Jun 03 Secure MC and Name Entertainment

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Jun 03 Solicit Gift Bag Items

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Jun 03 Sign Production Company Contract

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Jul 03 Create outline for Credential Access and Policies

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Jul 03 Design of Invitations

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Jul 03 Determine Inductees

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Jul 03 Overall Program Budget Review

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Aug 03 Confirmation and coordination of logos, signs, etc.

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Aug 03 Design and order Event Credentials (Upscale)

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Aug 03 Gift bag items solidified and confirmed

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Aug 03 Invitation Mailing List

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Aug 03 Order Awards

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Aug 03 Plan storage needs (on-site and off-site)

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Aug 03 Work on copy, lists, acknowledgements for Program book

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Sep 5 03 Photos/Bios due for all Inductees and others who will be in Program Book

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Sep 29 03 All artwork (logos & messages) due for Program book

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Sep 29 03 Mail out invitations

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Sep 03 Create Dinner Ticket & Table Seating Card

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Sep 03 Create list of items to be included on Insurance Rider

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Sep 03 Determine all On-Site Staff needs

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Sep 03 Determine Staff Uniform

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Sep 03 Engage Security and get bid on outside company

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Sep 03 Identify and submit applications for all permits required

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Sep 03 Photography planning, contracting, etc.

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Sep 03 PR Communications Plan

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Sep 03 Prepare plans for Media and Guest Check-In

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Oct 6 03 Final approval for all copy for Program book

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Oct 13 03 Program book to Printer

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Oct 03 Accommodations for Inductees and out of town guests

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Oct 03 Inventory of items for gift bags

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Oct 03 Meetings @ Venue with Committee Members

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Oct 03 Policies and Procedures for internal Attendees

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Oct 03 Radio Requirements

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Oct 03 Secure Transportation to Event

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Oct 03 Shuttles

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Oct 03 Staff orientation

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Oct 03 Tracking RSVPs

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Oct 03 Travel for Inductees and out of town guests

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Oct 03 VIP Parking Allocation

Sample Site Survey Form

Date:

Site Name: Facility: (Public ____ Private ____) Address: City: State: Zip: Contact: Title: Phone (main): Phone (direct): Fax: E-mail:

Total Fee: $_______________________ Deposit Required: $_______________________ Date Required: Balance Due: $_______________________ Date Due:

Fee Includes:

Fee Does NOT Include:

Refund Cancellation Policy:

Date(s) Available: Hours

Set Up/Tear Down Times:

Overtime Charge: (Yes ____ No ____) Cost

Reserve _______ months in advance.

Storage Space Available: (Yes ____ No ____) Cost Fire Marshal Approved Capacity: Standing ________ Seated _________

Insurance Needed: (Yes ____ No ____) Cost Included in cost: (Yes ____ No ____) Cost

Type of Insurance: Bring in Own Caterer: (Yes ____ No ____) On-Site Caterer's Name: Recommended Caterers:

Kitchen Facilities:

Kitchen Rentals: China and Glasses: Qty. Cost: Serving Dishes: Qty. Cost: Silverware and Serving Utensils Qty. Cost: Linens - Cloth Napkins Qty. Cost: Miscellaneous Qty. Cost:

Equipment Available: A/V: Dance Floor: Stage: Gazebo/Arch: Tent: Other: Other Rentals: Tables: Size: Quantity: Cost: Size: Quantity: Cost: Chairs: Size: Quantity: Cost: Size: Quantity: Cost:

Custodian Provided: (Yes ____ No ____) Cost: $_______________ Security Provided: (Yes ____ No ____) Cost: $_______________

Décor (props): Flowers: Balloons:

Restrooms: (Yes ____ No ____) Public Telephone (location/number): Parking: (Self ____ Valet ____) Cost: $

Special Conditions/Restrictions: Alcohol: Decorating: Electrical: Music:

General Comments:

Same Day Functions:

References from Previous Events:

Directions to Venue:

Attach Floor Plan(s) (with measurements):

Tips for Hiring Headline Entertainment:

• If you are unfamiliar with the process of booking headline entertainment, go through a reputable firm.

• Read every detail of the contract and rider to make sure you understand all of the terms.

• Understand that selling tickets to the event will change the scope of the payment terms in the contract.

• The fee quoted for the artist is only for the artist. It does not include backline, production, labor, lighting, rigging, sound, catering, travel or accommodations. Make sure you understand all costs involved so you are not surprised.

• If you want a VIP meet and greet make sure this goes into the initial offer to the act and be aware that they will determine where it is and whether or not it is before or after the show.

• If you have any other special requests for the act make sure it is stipulated in writing in the initial offer.

• Find out from the tour manager how the act likes to be announced on stage before you finalize your show script. This is usually non-negotiable, especially with the larger acts.

• Be prepared with all payment in cashier’s check format. Usually requires a 50% deposit and the balance back stage prior to going on stage. Act will not perform if you forget this balance so don’t forget.

• Hire a good stage manager and a good back stage manager as well as a great technical director. The three key players in a successful stage show.

Catering - Corporate or Social

Catering considerations and questions:Where are you located? Are you an off-premises or preferred caterer? Do you have a permit? (Health, Liquor License, Insurance)Do you have a commercial kitchen? Is the caterer responsive to your needs?Is the caterer professional in appearance and actions? Does the caterer have a courteous and well-trained staff? Have you tasted the caterer’s food? Who will be the contact on-site responsible for catering Have you reviewed the caterer’s portfolio and letters of recommendation? Have you called references?

Timing issues to consider:Know the setup and tear down time allotted from the facilityKnow the time required by the caterer for set-up and strike Hours for: Cocktails/Refreshments; if an open bar, closing time? Hors d’oeuvres; if butler-style, how often served? How many people serving?If Banquet style with a program during meal what will be pre-set?What is the timing for the remainder of the meal?Will there be any speeches, awards, or entertainment during mealIf, yes will catering staff need to clear the room during program Dessert, any special Birthdays, acknowledgements?If a meeting/seminar, are refreshments being served? When? How often?

The different serving styles:Informal versus formal Hors d’oeuvres/butler- or buffet-style Open seating versus reservedSit-down dinner or buffet Food stations; how many?

Menu issues to consider:

Type of food Hot or cold food; both? Variety of menu; is there a choice of entrees? Uniqueness Number of coursesTheme-related foods Special dietary requirements available (Vegetarian, Kosher,etc.)

Beverages considerations:Restrictions; beer, wine, champagne and alcohol Host or no-host bar Premium bar? Well bar? Specialty drinks? Include mixes, condiments cocktail napkins and glasses, disposable Alcohol beverage licensing/permits; caterers or venue responsible? Liquor liability insurance Soda? Juices? Specialty water? (Any preferences by client)Tea and coffee (or iced tea for Banquet service)Beverage to be served with dinner, who serves? Wait staff or designated Bar

Considerations:Who provides the staff, caterer or coordinator? Bartenders; how many? Wait persons; how many? Bus persons; how many? Kitchen personnel; how many? Personnel; what is their attire?Personnel with First Aid/CPR training?

Location considerations:Dining or meeting rooms Private dining rooms Outside/Patio FoyersBusing stations (appearance &noise level)

Room/Table arrangements considerations:Round tables (size and quantity)Rectangular tables (size and quantity)U-shaped, square, etc. layout (design & layoutVIP tables Are tables to be numbered or identified? Or open seating? Chairs in rows, no tables Chairs on perimeter, no tables Accommodations for extra people

Room/Table arrangements considerations (continued):

Space for bar(s) Space for program and entertainment Storage space/personal and equipment How will traffic flow?

Facility/Equipment considerations and whose responsibility?

Kitchen facilities/restrictions Tables/chairs China, crystal and utensils Linens; clothes and napkinsOther rentalsDecorations; props Flowers, balloons, etc. Power Dist.Special equipment Preparation Serving, etcFoodBeverage Personnel Extra charges; overtime, security, etc. Damage & replacement policyGratuityTax Deposit amount, when due Balance due

SchedulingFinal head count due Cancellation PolicyDelivery date and time Delivery access to unloading/loading Setup time/Cleanup time Length of service Rental pickup date and time

Entertainment

Questions to include in your interviewing process:How many years of experience do you have performing?Can we call or see your references?What person or group will be at my event? Who will be in charge?Is there a backup person in case of an illness or accident?Can we see you at a performance? If not, do you have a video?Have you ever performed at my chosen event location?How do you select the appropriate music?Can we select some of the music? See your song list?Can you play special requests? Play my CD’s/tapes on your system?Do you provide your own audio-visual equipment? Carry backup

equipment?What are your electrical requirements?Do you need a dance floor? A stage?What do you and your performers wear? Tuxedos?Can you act as MC?What is your performing style (i.e. conservative, wild)?What does your fee include?Is there a setup fee? When do you setup?Is there a travel fee? How much?Is overtime available? Extra charge?Do you require breaks? How many? Is music played during breaks?Do we provide you with food and beverage?

Your contract should include the following as well as other details that arise from the interviewing questions:

Date, time and location of the event?Entertainer’s rules and regulations set by the facility.Setup and tear down times?Event timeline?Cancellation fees/policy/refunds?Number of breaks?

It is your responsibility to advise the performers:Parking location? For unloading and loading?Where to setup equipment?Where they can store equipment?Where their dressing or break room is located?

Entertainment Rider Costs

Name of Act: Cost of Act: Technical/Stage Requirements:Sound: Lights: Backline: Additional Technical: Stage: Set and/or Draping: Miscellaneous Rider Requirements: Hospitality: Number of Rooms and Type Needed: Ground Transportation: Air Transportation: Air Freight: Local Musicians, if required: Union Dues: Customs: Work Permits: Contingency Fee: Stage Manager: Management Fee:

Linen/Table Chart1. At the top of the chart, find the table size you will be using.2. Follow down the column to the desired effect you would like the linen to produce.3. Then staying in the row, move across to the left to locate the proper linen size.

Table Sizes

Linen Size 72" Round 66" Round 60" Round 54" Round 48" Round 30" Round 8' Banquet 6' Banquet

72" Round 3" Drop 6" Drop 9" Drop 12" Drop 21" Drop Top Cloth Top Cloth

90" Round 9" Drop 12" Drop 15" Drop½ Down 18" Drop 21" Drop To the

Floor Top Cloth Top Cloth

102" round 15" Drop½ Down 18" Drop 21" Drop 24" Drop 27" Drop

108" Round 18" Drop 21" Drop 24" Drop 27" Drop To The Floor

120" Round 24" Drop 27" Drop To The Floor

130" Round To The Floor

8' Banquet(60" x 96")

Front & Back

15" Drop10'

Banquet(60" x 120")

Front & Back

15" Drop

Front & Back

15" Drop12'

Banquet(72" x 144")

Front & Back

21" Drop6' Table Drape

(90" x 132")

To The Floor

8' Table Drape

(90" x 156")

To The Floor

54" x 54"Square Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth

72" x 72"Square Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth Top Cloth

Table Skirting 19' Needed 17' Needed 16' Needed 15' Needed 13' Needed 8' Needed

21' All Sides13' (3) Sides

17' All Sides11' (3) Sides

Skirting Clips

Required20 Clips 18 Clips 17 Clips 16 Clips 14 Clips 9 Clips

22' All Sides14' (3) Sides

18' All Sides12' (3) Sides

Critiquing Your Event:

Was it a good choice?Did it attract the audience you targeted? If not, why?What could be changed to improve it?Did you achieve your goal(s)?Were all emergencies handled in a professional and timely manner?

BudgetDid you stay within your guidelines?Does the amount you raised warrant repeating such an event?Were there items missing from the budget? If you were to do this again, how could you cut?Expenses? Is there anything you might want to add? Were there any financial surprises?

Event ManagementWas your manager able to handle all aspects of the event? Emergencies? Personalities? ContractNegotiations? Delegation of authority? Available as problems arose?

CommitteesDid each complete assignment?Were tasks done in a timely manner and within the budget?Did the chairperson communicate regularly with the events manager?Were there sufficient numbers of people on each committee?Did the committees meet regularly? Have a sufficient number of meetings?

LocationWas your site the best suited for the event?Should it be larger or smaller? Was weather a consideration? The available equipment adequate(Enough tables, chairs, kitchen facilities)?Was parking adequate?

EntertainmentDid it enhance the event? Was it appropriate?Was it within the budget?Were the sound and light systems adequate and functioning?Were all the contracts properly negotiated?

Food/ServiceHow was the presentation?Was there sufficient food and beverages?

Was staff sufficient, personable and efficient?How would you rate the service?Was the budget adequate?

PublicityDid you have sufficient lead time to produce the publicity you wanted?Did publicity get to the right sources?What other sources did you need?Were sufficient mailings sent out and in a timely manner?Was there good follow-through?Were the mailing lists up-to-date?

RegistrationDid it go smoothly?Did you have adequate staffing?How could it be improved?

Event Scheduling

6 to 12 Months Ahead

Yes No

___ ___ Decide event purpose (raise funds, visibility, celebration, etc.)___ ___ Choose a theme___ ___ Visit potential sites___ ___ Research/appoint an event coordinator/manager___ ___ Research/select committees/chairpersons___ ___ Chairperson forms subcommittees___ ___ Get cost estimates (site rental, food, drinks, sound/lights, etc.)___ ___ Get recommendations for entertainment; hold auditions___ ___ Get bids for entertainment___ ___ Get bids for decorations___ ___ Get bids for design/printing___ ___ Get bids for other major items___ ___ Finance committee drafts initial budget___ ___ Decide on admission cost___ ___ Create sponsorship amounts/levels___ ___ List items to be underwritten and possible sources___ ___ Research/approach honorees___ ___ Compile mailing list (individuals/businesses)___ ___ Check proposed date for potential conflicts, finalize date in writing___ ___ Get written contracts for site, catering, entertainment, etc.___ ___ Develop alternative site (if event is outdoors)___ ___ Consider pre-party event for publicity or underwriting___ ___ Invite/confirm VIPs___ ___ Pick graphic artist; begin invitation design___ ___ Create logo for event with graphic artist___ ___ Order hold-the-date cards or other event announcements___ ___ Set marketing/public relations schedule___ ___ Develop press release and calendar listings___ ___ Select photographer; arrange for photos of VIPs, chairmen, honorees___ ___ Get biographical information on VIPs, celebrities, honorees, chairmen___ ___ Investigate need for special permits, licenses, insurance, etc.

3 to 6 Month Ahead

Yes No

___ ___ Begin monthly committee meetings___ ___ Write/send requests for funding or underwriting to major donors, corporations, sponsors___ ___ Request logos from corporate sponsors for printing___ ___ Review with graphic artist invitations, programs, posters, etc.___ ___ Prepare final copy for invitations, return card, posters___ ___ Prepare final copy for tickets___ ___ Complete mailing lists for invitations___ ___ Order invitations, posters, tickets, etc___ ___ Sign contract with entertainment company___ ___ Make list of locations for posters___ ___ Finalize mailing lists; begin soliciting corporations and major donors___ ___ Obtain lists from honorees, VIPs___ ___ Obtain radio/TV sponsors, public service announcements, promos___ ___ Set menu with caterer for food and beverages___ ___ Secure permits and insurance___ ___ Get written confirmation of celebrity participation/special needs___ ___ Finalize audio/visual contract___ ___ Select/order trophies/awards

2 Months Ahead

Yes No

___ ___ Hold underwriting or preview party to coincide with mailing of invitations; invite media___ ___ Assemble/address invitations (with personal notes when possible)___ ___ Mail invitations___ ___ Distribute posters___ ___ Finalize transportation/hotel accommodations for staff, VIPs, honorees___ ___ Obtain contracts for decorations and rental items___ ___ Confirm TV/radio participation___ ___ Release press announcements about celebrities, VIPs, honorees___ ___ Follow up to confirm sponsorships and underwriting___ ___ Obtain logos from corporate sponsors for program printing___ ___ Review needs for signs at registration, directional, etc.___ ___ All major chairpersons to finalize plans___ ___ Hold walk-through of event with responsible committees, chairpersons and responsible

Site members at event site___ ___ Review/finalize budget, task sheets and tentative timeline___ ___ Start phone follow-up for table sponsors (corporate, VIP, committee)

1 Month Ahead

Yes No

___ ___ Phone follow-up of mailing list (ticket sales)___ ___ Place newspaper ads, follow up with news media, on-air announcements___ ___ Confirm staff for registration, hosting, other___ ___ Write to VIPs, celebrities, program participants, confirm participation___ ___ Complete list of contents for VIP welcome packets___ ___ Get enlarged site plan/room diagram, assign seats/tables___ ___ Give estimate of guests expected to caterer/food service___ ___ Meet with all outside vendors, consultants to coordinate event___ ___ Review script/timeline___ ___ Continue phone follow-ups for ticket/table sales___ ___ Continue assigning seats; set head table, speaker's platform___ ___ Confirm transportation schedules: airlines, trains, buses, cars, limos___ ___ Confirm hotel accommodations___ ___ Prepare transportation and accommodations (include arrival time, flight number, airline,

person assigned to meet flight)___ ___ Confirm special security needed for VIPs, event___ ___ Prepare welcome packet for VIPs, chairmen, and key staff___ ___ Schedule deliveries of special equipment, rentals___ ___ Confirm setup and tear down times with event site___ ___ Finalize plans with party decorator___ ___ Give caterer revised numbers___ ___ Meet with chairpersons, key staff to finalize any of the above

1 Week Before

Yes No

___ ___ Meet with all committees for last-minute details___ ___ Finish phone follow-ups___ ___ Confirm number attending___ ___ Finish seating/table arrangements___ ___ Hold training session with volunteers; finalize assignments___ ___ Secure two or three volunteers to assist with emergencies___ ___ Finalize registration staff___ ___ Distribute seating chart, assignments to hosts/hostesses___ ___ Schedule pickup or delivery of any rented or loaned equipment___ ___ Double-check arrival time and delivery times with vendors___ ___ Reconfirm event site, hotel, transportation___ ___ Deliver final scripts/ timelines to all program participants___ ___ Finalize catering guarantee, refreshments___ ___ Confirm number of volunteers___ ___ Make follow-up calls to news media for advance and event coverage___ ___ Distribute additional fliers___ ___ Final walk-through with all personnel___ ___ Schedule rehearsals___ ___ Schedule volunteer assignments for day of event___ ___ Establish amount of petty cash needed for tips and emergencies___ ___ Write checks for payments to be made for the day of the event

Day Before Event

___ ___ Lay out all clothes that you will need the day of the event___ ___ Recheck all equipment and supplies to be brought to the event___ ___ Have petty cash and vendor checks prepared

Event Day

___ ___ Arrive early (with your change of clothes)____ ___ Unpack equipment, supplies and make sure nothing is missing___ ___ Be sure all VIPs are in place and have scripts___ ___ Reconfirm refreshments/meal schedule for volunteers___ ___ Go over all the final details with caterer and setup staff___ ___ Check with volunteers to make sure all tasks are covered___ ___ Setup registration area___ ___ Check sound/light equipment and staging before rehearsal___ ___ Hold final rehearsal

Post Event Wrap

When the event is finished (WITHIN FIRST WEEK) production is responsible for thank you notes to all vendors. Account Exec. is responsible for note/gift to client.

Final billing and financial reports including list of payables and receivables to be prepared with accounting to provide AE and Producer with P&L of the job.

Producer to clean-up notebook and all pertinent paper are filed with wrap-up notes on the event, as well as final P&L of the job

Account Exec dates possible follow-up for future jobs

Pictures ordered, if applicable

Pictures posted on Web Page if applicable.

Contact numbers turned over to have entered into rolodex.

DECOR

_ Know what the facility will allow in terms of interior/exterior decor._ Know what the facility’s policies are regarding installation./power requirements_ Know the local policies or laws regarding decorating materials._ Communicate clearly in writing, and verbally, the purpose of your event: luncheon, banquet,

reception, awards dinner, theme party or other._ Provide an estimated number of attendees, themes used in the past, preferred color schemes_ If possible, provide a floor plan of the venue. Include square footage, ceiling height and

entrance door measurements._ Know if there are any safety issues regarding the materials used for decorating._ What is the budget?_ How long will it take to decorate?_ Which existing scenic pieces can be modified to fit your theme?_ What decor does the facility have?_ Do your decorators have insurance?_ Have they ever decorated your site?_ Do they have pictures of their work at your site?_ Do they offer packages?_ For centerpieces, will they give you a prototype? What is the cost?_ Are they willing to do small, intimate decor, or only large, extravagant decor?_ Is it possible to visit a site in the near future to observe their work?_ Do they have recent references?

For floral pieces, consider the following before making a decision:_ Are the floral arrangements creative? Do they show good use of colors?_ Is the theme well developed? Does it convey what you want to achieve?_ Is the product practical? If a meeting lasts several days, do the centerpieces have a good

shelf life (blooming flowers, potted plants)?_ What is the duration of the centerpieces? If they do not last, will they replace them at no extra

cost?_ What is the florist’s capability for mass production? The prototype may be perfect, but can the

company create 300 arrangements of the same quality in one day?_ Will the florist be responsible for any overage?_ Be aware of the height of the arrangement ( Awards ceremonies, stage or video

presentations)_ If the centerpiece is a gift will the container be such that the guest can carry away easily?

Open Bar Serving Amounts

Complete Open BarSuggested Amounts per 100 people per 2-5 hours

(reduce by 1/3 for no host bar)

Alcoholic Beverages Mixers & Non-Alcoholic Beverages

Scotch (6) Liters Club Soda (6) LitersBourbon (2)Liters Tonic (6) LitersGin (4) Liters Ginger Ale (3) LitersVodka (6) Liters Coca-Cola

(reg)(3) 2 Liter

White Wine (2) Cases Coca-Cola (diet)

(4) 2 Liter

Red Wine (1) Case 7-up (reg) (3) 2 LiterBeer (regular) (6) Six Packs 7-up (diet) (3) 2 LiterLight Beer (6) Six Packs Sparkling

Water(1) Case

Still Water (1) Case

Other suggested items include tequila, rum, Bloody Mary mix, sweet and sour mix, lime juice, orange juice, grapefruit juice, cranberry juice, lemons and limes.

Reception Alcoholic Drink EstimatorLength

of Receptio

n

½ hr ¾ hr 1 hr 1¼ hrs 1½ hrs 1¾ hrs 2 hrs

Guests Drinks Per Person25-29 2 3 3¾ 4 4¼ 4½ 4¾ 60-99 2 3 3¾ 4 4 4½ 4¾

100-229 1¾ 2½ 3 3½ 4 4 4½ 230-299 1½ 2 2½ 2¾ 3 3¼ 3½ 300 &

Up1½ 2 2½ 2¾ 3 3¼ 3½

Based on all male attendance, easy access bars. With 50% female attendance, average 2½ - 3 drinks per hour; With 100% female attendance, average 2-2½ drinks

per hour.