Event Planning Guide - July 2006 - Navy League of the ...navyleague.org/councils/EventPlanningGuide.pdfGUIDE Event Planning Guide Navy League of the United States July 2006 2300 Wilson

GUIDE

Event Planning Guide

Navy League of the United States July 2006

2300 Wilson Boulevard Arlington, Virginia 22201-3308

800-356-5760 www.navyleague.org

Draft

Event Planning Guide© 2006 Navy League of the United States WJW 4/12/2007 - 2 -

Table of Contents

Page Overview ......................................................................................................... 3 The First Step – Establish the Purpose of the Event........................................ 4 Create a Budget for the Event ......................................................................... 6 Set the Schedule and Milestones for the Event ............................................... 8 Organize the Event Team ……………………….. .......................................... 10 Select a Site for the Event ..............................................................................… 12 Details, Details, Details – What did you Forget? …........................................ 13 Event Critique – the Hot Wash-up .................................................................. 15

Draft


Overview

Anyone who has planned a party knows that many details can get overlooked unless the party organizer has his/her act together! Since we are not all blessed with exceptional organizational skills, this guide will review the steps in the planning process and provide a checklist for each step of the way. The usage of these checklists will depend on the size and importance of the event. The complete process for event planning includes the following steps:

1. Establish the purpose of the event. 2. Create a budget for the event. 3. Set the event schedule and milestones. 4. Organize the event team. 5. Select a site for the event. 6. Details, details, details – What did we forget? 7. Event critique – the “Hot Wash-up”

This Guide is intended to be a “living document”, which means we are seeking feedback and other good ideas to improve our event planning process and tools. Please send your input to either staff contact below. Thank you! For additional help contact: Senior Director of Regional Activities, National Headquarters 800-356-5760 OR Senior Director of Development, National Headquarters 800-356-5760

Draft


Establish the Purpose of the Event

Every event hosted by the Navy League has a purpose, which can affect the planning and conduct of the event. Larger events generally require more planning and, in some cases, may require the assistance of professional event planners. Here are some typical NLUS-hosted events and the purpose of each:

Event Purpose Target Audience Military Awards & Appreciation

Recognize outstanding performance by the men and women serving in the Sea Services

Military leaders, elected leaders, business leaders, NLUS members & membership candidates

Seminars Educate the public and elected leaders about the importance of the Sea Services to our national security and economic well-being

Elected leaders, business leaders, educators, the general public, NLUS members & membership candidates

Military Family Appreciation

Support the families of the men and women serving in the Sea Services

Elected leaders, business leaders, the general public, relatives of Sea Service members, NLUS members & membership candidates

Youth Recognition Recognize participants and their leaders in the Naval Sea Cadets Corps, Junior ROTC, Naval ROTC, and other youth groups

Elected leaders, business leaders, secondary school educators, parents and relatives of youth group participants, youth group leaders, NLUS members & membership candidates

Fundraising Raise money to support Navy League goals and specific programs

Business & union leaders, philanthropists, the general public, NLUS members

Networking Socializing, exchange business cards, membership recruiting

NLUS members and membership candidates

Commemoration & Entertainment

Honor significant Sea Service events – Pearl Harbor, Battle of Midway, Navy Birthday Ball, Marine Corps Birthday, Coast Guard Birthday

Elected leaders, business leaders, active duty Sea Service personnel, the general public, NLUS members and membership candidates

National/Region/Area Meetings

Completing the Agenda set by National/Region/Area President

NLUS leaders and NLUS members

Training Improve the performance of Navy League members

NLUS leaders and NLUS members

Draft


After establishing the purpose of the event, a series of specific questions are answered to initiate event planning. Checklists, as noted, complement these questions. Your event planning team may find the process to be iterative, as the details in the checklists can cause revisions to the budget and the anticipated participant fee. With this in mind, starting the planning process well in advance of the event will allow time to adjust expenses.

1. What is the expected attendance at this event? _____________________

2. What is the budget for this event? $ ___________________ The checklist on page 6 can be used to build a budget.

3. What is the expected fee to be charged for this event? $ ______________ Does

the fee exceed the expected cost/participant? Can your target audience afford the anticipated fee? If not, can you prioritize your budget into “must have” and “desired” expenditures in order to reduce the fee? Can some of the event costs be recovered with additional participant fees (e.g. charge for transportation).

4. Will your event have sponsors? How much revenue can reasonably be expected

from sponsors? Can fees be reduced using sponsors? $ ____________________

5. Is there adequate time to plan for the event? The checklist on page 8 is completed

to set the event schedule. 6. Can you recruit enough volunteers to support the event? If not, are you willing to

contract with an event management company? A volunteer checklist on page 12 can assist you in this decision.

7. Does your community have adequate facilities to conduct this event? Are there

alternative sites so that you can negotiate details and expenses?

8. Does your proposed event conflict with other Navy League events or major local events? If so, can you move the date and/or location to improve attendance?

9. Can local weather conditions affect your event’s attendance? If so, do you have a contingency plan?

10. How do you plan to reach and attract your target audience? The publicity checklist on page 14 is intended to help answer this question.

After completing these ten questions successfully, your event is ready to move forward in planning. Additional checklists are provided under details, page 16.

Draft


Create a Budget for the Event

The next few pages present a very detailed budget planning worksheet, which your planning team can use in total, or only parts, as needed, may be used.

Item Cost Item Cost Item Cost Event Site/Facility • Rental Fee • Permits/License • Labor

Subtotal

$______ ______ ______ $______

Security • Facility • Private

Subtotal

$_____ _____$_____

Insurance • Gen. Liab. • Rider • Specialty

Subtotal

$ _____ _____ _____ $ _____

Rentals • Heat/AC • Furniture • Tables • Registration

Tables • Chairs • Pipe & Drape • Flooring • Props • Tents/Canopies • Staging • Risers • Stanchions/Ropes • Labor

Subtotal

$______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ $______

Decorations • Event • Stage • Centerpieces • Flowers &

Plants • Candles • Balloons • Spcl. Linen • Chair Cover • Signs/Props • Misc.

Charges • Labor

Subtotal

$_____ _____ _____ _____ _____ _____ _____

_____ _____ _____ _____$_____

Printing Design/Logo Brochures Media Kits Registration Packets Posters Flyers Invitations Tickets Letterhead & Envelopes Specialty Duplicating Program

Subtotal

$ _____ _____ _____ _____ _____ _____

_____ _____ _____ _____ _____ _____ $ _____

Food Services • Food • Beverages • Bartender • Catering fees • Equipment • Tables/Chairs • Supplies –

Linens, China, Glasses, Utensils

• Labor/Staff • Gratuities • Tax • Health Permits • Misc. charges

Subtotal

$______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ $______

Entertainment Music Talent Celebrity Speaker Fees Models Labor Other

Subtotal

$_____ _____ _____ _____

_____ _____ _____$_____

Promotion Newspapers Magazines Radio TV Signs – Show, Street Banners Photos Specialty Items Production – Radio, TV, Video

Subtotal

$ _____ _____ _____ _____ _____

_____ _____ _____ _____ $ _____

Draft


Item Cost Item Cost Item Cost Audio-Visual • Television

Monitors • VHS/DVD/Tape

Players • Cameras • OH Projectors • Slide Projectors • Projector Carts • Lectern/Podium • Microphones • Sound System • Walkie-Talkies • Pointers/Markers • Easels • Black/White

Boards • Computer

Interfaces • Technical Staff • Labor

Subtotal

$______ ______ ______ ______ ______ ______

______ ______ ______ ______ ______ ______ ______ ______ ______ ______

$______

Misc. Printing & Specialties Menus Maps Sponsor Signs Special Area VIP Area Name Tags & Holders Place Cards Awards & Recognition Engraving Certificates Prizes Frames Thank You Cards Other

Subtotal

$_____ _____ _____

_____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____

$_____

Misc. Costs Accounting Legal Office Supplies Office Equipment Phone Ticket Fees Warehouse Mileage Parking Extra Supplies Event Photographer Event Videographer Coat Check Comp. Tickets Taxes Gratuities Special Labor Other Volunteer Gifts

Subtotal

$_____ _____ _____ _____

_____ _____ _____ _____ _____ _____ _____ _____

_____ _____ _____ _____ _____ _____ _____ $_____

Electrical Gen. Lighting Special Lighting Generator Extension Cords Video Production Other Rentals Labor

Subtotal

$______ ______ ______ ______ ______ ______ ______ $______

Utilities/Waste Water Hookup Portable Toilets Dumpster Receptacles Disposal Services Setup Crew Cleanup Supplies Misc.

Subtotal

$_____ _____ _____ _____ _____

_____ _____ _____ _____$_____

Personnel Event Manager Show/Event Staff Additional Staff Overtime Host/Hostess Registration Consultants Public Relations Other

Subtotal

$_____ _____ _____ _____ _____ _____ _____

_____ _____ $_____

Draft


Transportation Limo/Car Rental Truck/Van Rental Carts/Hand Trucks Special Vehicles Shuttle Mileage Reimb. Valet Parking Other Labor

Subtotal

$_____ _____ _____ _____ _____ _____ _____ _____

_____ $_____

Postage/ShippingPostage Bulk Mail Permit Mail House Freight Delivery Service Drayage Storage

Subtotal

$_____ _____ _____ _____ _____

_____ _____$_____

Accommodations & Emergency VIP Lodging Staff Lodging Medical Ambulance Weather Cost – Canopies/Tents

Subtotal

$_____ _____ _____ _____ _____ $_____

Event Financial Summary

Expenses Income

Event Site/Facility $ Ticket Sales/Admission $ Rentals Booth Space Sales Food Services Sponsors/Underwriters Audio-Visual Donations Electrical Merchandise Sales Transportation Raffle Proceeds Security Auction Proceeds Decorations Beverage Sales Entertainment Advertising Sales in Program Misc. Printing & Specialties Other Utilities/Waste Total Income $ Postage/Shipping Less Total Expenses $ Insurance Event Profit or (Loss) $ Printing Promotion Misc. Costs Personnel Accommodations & Emergency

Total Expenses $

Draft


Set the Event Schedule and Milestones

Planning an event takes time, and the amount of “lead time” is very dependent on the size and type of event. For example, hotels and convention centers are often reserved a year in advance during prime periods (summer in northern climates, winter in southern climates, and almost always in major tourist destinations). Speakers and entertainment also must be booked well in advance of the event. Below is a checklist that will assist your event committee in planning the details of the event.

Timeframe Yes No Six to Twelve (6-12) Months before Event:

1. Decide the event purpose 2. Choose a theme 3. Visit potential sites 4. Research & select an event coordinator/manager 5. Research & select an event committee chair (volunteer) 6. Chairperson organize subcommittees 7. Solicit bids for items on budget checklist 8. Draft a budget 9. Determine admission cost 10. Create sponsorship plan – levels, amounts 11. Create list of items that can be underwritten 12. Determine availability of honorees 13. Compile mailing lists – individual and business 14. Resolve schedule conflicts, then set the date in writing 15. Review (JAG) and sign contracts for site, catering,

entertainment, transportation, security, accommodations, emergency services and event management

16. Develop and alternative site for inclement weather (if event is outdoors)

17. Consider a pre-event party for publicity and/or to solicit underwriters and sponsors

18. Invite VIPs 19. Select graphic artist if special logo desired 20. Create special logo for event 21. Order “Hold the Date” cards and other announcements 22. Establish the marketing and public relations plan 23. Develop press releases and public service

announcements 24. Select photographer and arrange for or procure photos of

VIPs, celebrities, committee chairs, honorees 25. Get biographical information on VIPs, celebrities,

committee chairs, honorees 26. Determine need for special permits, licenses, CGL rider

Draft


Three to Six (3-6) Months before Event:

1. Begin monthly planning committee meetings 2. Write & send requests for funding or underwriting to

major donors, corporations and other potential sponsors 3. Obtain non-profit bulk mail permit, if needed 4. Review invitations, programs, posters, etc. with graphic

artist 5. Approve final copy for invitations, return cards, posters 6. Approve final copy for tickets 7. Complete mailing lists for invitations 8. Order invitations, return cards, posters, tickets (not

program – there may be changes); include printed bulk mail indicia, if used

9. Prepare list of sites for posters 10. Contact radio/TV media outlets for public service

announcements, promotional items 11. Set the menu with the caterer for food and beverages 12. Secure permits, licenses and insurance rider, if needed 13. Get written confirmation of celebrity participation and

determine their special needs 14. Finalize audio-visual requirements and procure the

needed items (donate, loan or contract) 15. Select and order prizes and awards

Two (2) Months before the Event: 1. Hold underwriting or preview party to coincide with

mailing of invitations; invite media personnel 2. Assemble, address invitations (with personal notes when

possible) 3. Mail invitations 4. Distribute posters 5. Finalize transportation & accommodations for staff,

VIPs, honorees 6. Sign contracts for decorations and rental items 7. Confirm radio/TV participation 8. Write and release press announcements about

celebrities, VIPs and honorees 9. Continue follow-up on sponsorships and underwriting 10. Request print-ready logos from corporate sponsors 11. Review need for signs at registration, directional, etc. 12. All committees finalize plans and share 13. Conduct initial walk-through of event at site 14. Update budget, task sheets, and tentative timeline 15. Start phone follow-up with corporations and donors for

sponsorship requests

Draft


One (1) Month before Event:

1. Phone follow-up of mailing list for ticket sales 2. Place newspaper ads and continue on-air public service

announcements 3. Confirm staff for registration, hosting of VIPs,

celebrities and honorees 4. Confirm participation of VIPs, celebrities, honorees and

program participants (e.g. chaplain) 5. Finalize program and order printing 6. Complete item list for both welcome packets -

participants and VIPs 7. Prepare site plan and room diagram; get enlarged charts

for seat/table assignments 8. Give estimate of attendance to caterer; this is not the

guarantee (normally 72 hours before the event) 9. Meet with outside vendors & consultants for

coordination planning 10. Prepare script and timeline for review by event

coordinator and master of ceremonies 11. Assign seating, set head table, speakers platform/dais 12. Confirm transportation schedules complete – airlines,

trains, buses, cars, limos 13. Confirm hotel accommodations 14. Prepare schedule for transportation and accommodations

– flight number, airline, arrival time, person assigned to meet, ground transportation

15. Confirm special security needs for VIPs, celebrities 16. Assemble welcome packets for VIPs, celebrities,

honorees, chairmen and key staff 17. Schedule delivery of special equipment, rentals 18. Confirm set-up and tear-down times with site/facility 19. Finalize plans with party decorator

One (1) Week before Event: 1. Meet with all committees for last-minute details 2. Complete phone follow-ups 3. Confirm attendance and provide guarantee to caterer 4. Finish seating/table arrangements 5. Hold training session with volunteers & set assignments 6. Assign 2-3 volunteers for assistance with emergencies 7. Distribute seating chart to host/hostess 8. Schedule pickup of rented and loaned equipment not

previously scheduled for delivery 9. Deliver final scripts/timelines to program participants 10. Make follow-up calls to media personnel 11. Final walk-through with all personnel 12. Schedule rehearsals

Draft


One (1) Week before Event (continued): 13. Establish amount of petty cash needed for tips and

emergencies 14. Write checks for vendor payments to be made on the

day of the event One (1) Day before Event:

1. Obtain petty cash and checks for event 2. Monitor deliveries of scheduled equipment and supplies

Event Day: 1. Get an early start (plan at least three hours before the

event starts) 2. Unpack and inventory equipment and supplies 3. Confirm arrival of VIPs, celebrities, honorees and

provide welcome packet and script/timeline to each 4. Muster and dispatch volunteers to ensure all tasks are

covered 5. Confirm arrival and monitor caterer and other vendors

during setup 6. Setup registration area 7. Check audio-visual equipment and all lighting around

staging before rehearsal 8. Hold final rehearsal 9. Start the event! 10. Make vendor payments as promised

Within One (1) Week after Event: 1. Prepare and mail thank you letters to VIPs, celebrities,

and volunteers 2. Complete all vendor contract payments

Draft


Organize the Event Team

A successful event must first be properly staffed. The staff can be a combination of contractors and volunteers, or may be run entirely by volunteers if the event is small. The key to success is to get organized and then staff properly. Here are some of the considerations when organizing the event team: Committees – Smaller events may only need an event committee staffed by 6-8 volunteers. Larger events may require several committees, to include: Executive Committee – Duties should include making major decisions for the event, including choosing an event purpose and theme, selecting a site or facility, selecting an Event Manager/Coordinator (which may be a contractor), selecting VIPs, celebrities and honorees, establishing the ticket price, approving all contracts, and choosing volunteers and/or vendors for the other committees. The Chairs of each of the other committees normally comprise the membership of the Executive Committee. Finance Committee – Duties may include budget preparation, setting up a separate bank account for the event, monitoring the solicitation of bids by other committees, maintaining signed contracts, verifying invoices and making payments. Members of this committee monitor accounting services, if used. Hospitality Committee – Duties may include food services, entertainment, decorations, volunteer recruiting and training, and VIP hosting duties (accommodations, escorts, etc.). Fundraising Committee - Duties include all tasks related to recruiting sponsors and underwriters: preparing lists of sponsorship opportunities, preparing list of possible sources for sponsorship/underwriting, writing and sending letters to possible sources, making follow-up phone calls, collecting gifts for auction, organizing auctions, and organizing a pre-event party for sources. Program Committee – Duties should include all activities associated with planning the event program: setting the program details, identifying and recruiting program participants (VIPs, celebrities, honorees, chaplain, etc.), printing of tickets and programs, preparing and mailing invitations, preparing welcome packets, selecting awards and recognition, and procuring framed certificates and/or gifts for participants. Transportation Committee – Duties include making all transportation arrangements: contracting for & scheduling limos, shuttle buses, and rental cars/vans, arranging airline tickets for VIPs, celebrities, honorees and staff, and procuring valet parking. Facilities Committee – Duties include all activities associated with preparing the facility for the event, including rental of tents, chairs, tables, staging, etc., requesting licenses, permits and insurance, contracting electrical, utility and waste services, contracting audio-visual equipment and services, and contracting security and emergency services. Public Relation/Marketing Committee – Duties include preparing a marketing and public relations plan, supervising the design of special logos, procuring photographic services, preparing media kits, preparing event brochures, posters, banners and flyers, writing press releases and public service announcements, preparing advertisement copy, scheduling media coverage of the event, contracting/coordinating radio, TV and video productions and executing promotions scheduled during the weeks before the event. A

Draft


public relations company may be hired for large events, in which case this committee will manage the activities of the hired firm. Volunteers – Recruiting and training volunteers to support the event is a critical activity if professionals are not being hired to manage the event. Volunteers will be needed even if professionals are hired, just not as many. Here is a worksheet for identifying volunteer needs: Issue Who’s Responsible? Complete? Recruiting of volunteers Volunteers needed for: • Hosting _________

• Registration ________

• Setup __________

• Runners __________

• Service Coordinators

_________

• Committee members

__________

Volunteer Job Descriptions – identify skills and abilities needed; and provide training as needed.

Match volunteers to jobs based upon skills, abilities and interest. Ask volunteers what job they would like.

Ensure insurance covers volunteers, or obtain hold harmless agreements. Don’t assign risky jobs to volunteers.

Collect vital information from each volunteer – name, address, phone, email, and emergency contact information.

Draft


Select a Site for the Event

Selecting a site for your event requires some additional planning. The site survey check-sheet below will assist your Executive Committee members in evaluating each site.

Question Site Information Site name? Address? Website?

Telephone numbers & fax?

Public or private facility?

Contact Person – Name, title, telephone,

email

Dates available? Hours?

Insurance coverage required (rider)?

Type?

Total Fee $

Deposit $ Date Due

Fee includes?

Fee excludes?

Refund/cancellation policy?

Must be reserved by (date)?

Labor charges? Outside labor permitted?

Overtime Rate?

Fire Marshall Approved capacity for rooms

– list each available meeting room and

capacity

Food Service available?

If yes, menus/pricing obtained?

Outside caterer allowed?

Kitchen facilities available to caterer?

Dining Services for rent? China, glasses,

serving dishes, silverware, linens? Other?

Draft


Equipment rental available?

A/V? Cost?

Stage? Cost?

Tent? Cost?

Dance Floor? Cost?

Gazebo/Arch? Cost?

Tables? Size? Quantity? Cost?

Chairs? Size? Quantity? Cost?

Outside equipment rentals allowed?

Custodian/Security provided? Cost?

Storage space available? Cost?

Props available? List.

Decoration services available?

Flowers?

Balloons?

Restroom facilities available?

Number & proximity?

Public telephones available? Number?

Parking available? How many cars?

Valet parking available? Cost?

Special restrictions or permits?

Alcohol? Bring in or buy in?

Decorating restrictions?

Electrical services?

Music? Bring in or buy in?

Other functions scheduled at the same date

& time?

References?

Driving directions obtained?

Draft


Planning Estimators

Room Setup Sq. Feet per Person

Table Size # People

Theater/Auditorium 9-10 Rectangle, 5’ x 3’ 6-8 Standing Buffet 8-10 Rectangle, 6’ x 3’ 8-10 Reception 8-10 Rectangle, 8’ x 3’ 10-12 Sitting Banquet 10-14 Round, 42” 4 Classroom 15-16 Round, 48” 4-6 For dancing, add 2 Round, 54” 8-10 Round, 60” 10 Round, 72” 12

For Parking – Estimate half as many spaces as people expected to attend.

Draft


Details, Details, Details – What did we Forget?

Here are some additional planning considerations. Agreements/Contracts – Your council’s Judge Advocate should review any contract or agreement before signing it. Guidelines for contracts include: • Always read the document completely. Ask questions and get clarification (in

writing preferably) for any point you don’t understand. Contracts should define all the details – timeline, setup, execution, sequence of events, event finish, break down and cleanup. No question or concern should be left unanswered.

• Contracts must specify scope of work, exact date of performance, contract amount and the date the contract was signed. Once you sign it, you agree to it!

• Contracts should include full legal name and address of both parties. The event name should be in the contract.

• Payment policies must be clearly stated – date and amount of deposit, date and amount of interim payments, final payment due date, and refund/cancellation policy.

• Penalty clauses and accelerated payment clauses must be stated. • Specification of goods and services to be provided by each party must be clearly

stated. • Anything unique to your event must be clearly described. • Specify what is guaranteed and what is not (such as bad weather or a turnout that

exceeds your estimate). • If you want to make additions or substitutions (i.e. floral arrangements, or extra

tables), clearly describe the procedure to allow these changes. • All changes made to the initial agreement must be dated and initialed by both parties

on all copies. • Clearly state the responsibility of third party contractors and vendors. • State ownership of any products created for this event. • A handshake is not a contract; get everything in writing! • Licenses, permits and insurance requirements must be stated and which party is

responsible for obtaining each item. Requirements for licensing and insuring vendors must also be stated.

Event Management Agreements – The following terms may be encountered when arranging an event: • Consulting Agreement – Where one party agrees to provide consulting services for

another party. • Exhibitor Agreement – An agreement between an individual exhibitor and the

sponsor or promoter of the exposition to lease floor space for a specific booth. • Vendor Agreement – An agreement between the vendor and the event manager or

client to provide specific services or products for the event. • Hotel Contract – An agreement between the hotel and the organization holding the

Draft


event to provide sleeping rooms and/or function space and other services (food and beverage) for a specific date. The number of sleeping rooms blocked out, deadline for reservations (releases the rooms) and the cost per room should be specified.

• Purchase Order – An order to a vendor to provide services or products. • Sponsorship Agreement – A contract between a sponsor and the event organizer in

which the organizer agrees to provide specific marketing services to the sponsor for a designated fee and/or other considerations (specified).

Types of Permits – Special permits may be required for some events. Types of permits and the typical issuer of these permits are: • Alcohol – Alcohol Beverage Control Department (ABC) or Parks Department • Bingo, Lottery – Lottery or Gaming Commission • Food Handling – Health Department • Occupancy – Fire Department • Parking – Transportation or Parking Department/Division • Park Usage – Parks Department • Public Assembly – Public Safety and Police Department • Pyrotechnics – Fire Department • Sales Tax – Revenue Department or Tax Collector’s Office • Outdoor Signs and Banners – Zoning Department • Street Closings – Transportation or Parking Department/Division • Tents – Fire Department Decorating Tips – Facilities may have restrictions on decorating for your event. Here are some tips: • Ask what the facility will allow in terms of interior and exterior décor. • Ask about the facilities policies and restrictions regarding installation. • Ask about local policies or laws regarding decorating materials (e.g. flammables?) • Communicate clearly in writing the purpose of your event – luncheon, banquet,

reception, awards dinner, theme party, dinner dance, or other. • Provide an estimated number of attendees, themes used in the past, and intended color

schemes. • Provide a floor plan of the venue, including requirements for square footage, ceiling

height and entrance door measurements. • Ask if there are any safety issues regarding the materials you intend to use for

decorating. • What is your budget? • How long will you need to decorate? • Can existing scenes or props be modified to fit your theme? • What is the facility’s décor? • Do you have or need decorator‘s insurance? • Have you ever decorated this site before? • Do you have pictures of your previous work at this site? • Does the facility offer decorator packages? • Does the facility have a prototype centerpiece? What is the cost?

Draft


• Does the facility do small, intimate decors, or only large, extravagant decors? • Can you visit their site for another function that is decorated by the facility? • Does the facility have references for their decorator service? Floral Arrangements – Floral arrangements are often part of the decorations. Some specific questions should be answered before selecting the floral arrangements: • Are the floral arrangements creative? Do they show a good use of colors? • Is the theme well developed? Does it convey what you want to achieve? • Is the product practical? If your event lasts several days, will the centerpieces last? • What is the expected life of the centerpieces? Will the florist replace them at no extra

cost if they don’t last? • What is the florist’s capability for mass production? If the prototype is perfect, can

the company produce the required number of arrangements of the same quality in one day?

• Who is responsible for overage? The disposition of floral arrangements at the end of the event is often addressed by allowing attendees to take them home. The selection of an attendee to take home the arrangement at their table can be by lot, by use of the “dot under the chair” method, or any random selection process that is perceived as fair. Sale of the floral arrangements at a discounted price can be a source of additional funds. Food Service Guide – Selecting a caterer can be the key to the success of your event. Attendees always remember problems with food – too little, poor quality, or too expensive are typical complaints. Once having selected a caterer, there are additional food service and meeting considerations to be addressed:

Question Response For all caterers, answer the following: • Where is the caterer located? Distance

from the event site?

• Does the caterer have all permits required?

• Does the caterer use a commercial kitchen?

• Is the caterer responsive to your needs?

• Is the caterer professional in appearance and actions?

• Does the caterer’s staff have a reputation for excellence? Are they Well trained?

• Have you tasted the caterer’s food?

• Who will be in charge at the event?

Draft


• Have you reviewed the portfolio and letters of recommendation for the event supervisor?

Timing issues to consider: • What is the setup and tear down time

for the facility?

• What are the hours for:

- Cocktails/Refreshments? If an open bar, what is the closing time?

- First course?

- Main course?

- Dessert?

• For a meeting or seminar, when will refreshments be served? How often?

Serving styles (select one): • Informal or formal?

• Hors d’oeuvres/butler or buffet style?

• Open seating or reserved?

• Sit-down dinner or buffet?

• How many food stations?

Menu issues to consider: • Type of food?

• Hot or cold food? Or both?

• Will there be menu choices? How does attendee indicate the choice?

• Uniqueness of menu?

• Food quality desired?

• Number of courses?

• Theme-related foods?

• Special dietary requirements available?

Beverage considerations: • Restrictions on beer, wine, champagne,

or hard liquor?

• Host or no-host bar?

Draft


• Full bar? Premium bar? Well bar?

• Include mixes, cocktail napkins and glasses?

• Alcoholic beverage license/permit required? Held by caterer? Or site?

• Liquor liability insurance?

• Alcohol management program?

• Soda? Juices? Specialty water?

• Tea and coffee?

• Beverage to be served with dinner?

Personnel considerations: • Who provides staff – caterer or

coordinator?

• Bartenders required? How many?

• Wait staff required? Number?

• Bus staff required? Number?

• Kitchen personnel? How many?

• Staff attire required?

• First Aid/CPR trained personnel required?

Location considerations: • Dining or meeting rooms needed?

• Private dining rooms needed?

• Outside/patio space needed?

• Busing stations needed?

• Foyer area needed?

Room/table arrangement considerations: • Round tables? Size? Number?

• Rectangular tables? Size? Number?

• U-shaped, square or classroom layout?

• Head tables required? Number?

• Do tables need to be numbered?

• Should chairs be in rows with no

Draft


tables?

• Should chairs be placed around the perimeter with no tables?

• Accommodations for extra people?

• Space for bar(s)?

• Space for program or entertainment?

• Storage space needed for equipment?

• Intended traffic flow?

Facility/Equipment considerations: • Kitchen facilities/restrictions/

• China, crystal and utensils?

• Linens – tablecloths and napkins?

• Decorations on tables? Props? Flowers? Balloons?

• Special equipment?

• Who is responsible for setup?

• Who is responsible for food service?

Cost estimator: • Food

• Beverage

• Personnel

• Tables/Chairs

• Linens – tablecloths and napkins

• China, crystal and utensils

• Other rentals

• Charges for security, overtime, etc.

• Gratuity

• Tax

• Deposit required. By when?

• Balance due. By when?

$

Draft


Scheduling: • When is final head count due?

• Delivery date and time for caterer?

• Delivery access to unload/reload?

• Setup time? Cleanup time?

• Length of service?

• Rental pickup date and time?

Entertainment – Selecting entertainment for your event requires reviewing the following considerations:

Questions Responses When you conduct an interview, ask: • How many years of experience do you

have performing?

• Please provide references that we can call.

• Who will be at the event, by name?

• Who will be in charge?

• Do you have backups for accident/illness?

• Can we see you perform? If not, do you have a video of one of your performances?

• Have you ever performed at our event site?

• How do you select appropriate music?

• Can we select some of the music?

• Do you have a list of songs you play?

• Do you play special requests?

• Can you play our CDs/tapes on your system?

• Do you provide your own audio-video equipment? Do you have backups?

• What are your electrical requirements?

• Do you need a stage? Dance floor?

• How does your group dress? Tuxedos?

Draft


• Can you perform MC duties?

• What is your performing style? Conservative, Wild, or?

• What does your fee include?

• Is there a setup fee? When do you setup?

• Is there a travel fee? How much?

• Is overtime available? What is the charge?

• What are your break requirements?

• Do you play recorded music during breaks?

• Who provide food and beverage for you?

Entertainment contract must include: • Date, time and location of the event.

• Rules and regulations for entertainment set by the facility.

• Setup and tear down times.

• Event timeline.

• Cancellation fees and refund policy.

• Number and time of breaks.

Information to provide the performers: • Parking location. Loading/unloading area.

• Where to setup equipment?

• Where to store equipment?

• Location of dressing room and break area.

Photography – Pictures of any event should be taken for publicity purposes, as well as for mementos. A skilled photographer is the best choice unless you have an accomplished volunteer. Here are some considerations in making the choice:

Issues/Questions Answers When selecting a photographer, consider: • Why do you want photographs of your

event? Be specific.

• What media do you want for the finished product – black & white, color, prints, transparencies, 4x5, 8x10, or

Draft


digital files?

• Do you have a specific idea of the type images you want – “grip & grin”, people having fun, VIPs, youth group, or other?

• How do you want the finished product delivered – proof sets, in an album, in jackets or sleeves, film negatives or digital media?

• How long do you want the photographer to be at the event?

• What time of day is best for meeting your requirements?

• When does the client need the finished product?

• What is the budget?

Questions for the photographer before booking: • Does the photographer have experience

with the type of event you are planning?

• Can the photographer produce the media you want – 35mm film, transparencies, black & white, digital?

• Who maintains the rights to the photos, negatives or digital media?

• Does the photographer have restrictions regarding the number of exposures, locations, etc.?

• How will the photos be delivered? By whom?

• Are there delivery charges?

• How soon can finished photos be expected?

• What are the payment terms?

• What are reprint charges?

• Are all details in the proposed contract?

Draft


Issues to resolve before the event: • Complete description of job provided to

the photographer.

• Include times, location, contacts, VIP guests, etc.

• Types of photos (specific shots of individuals, scenes, decorations, food, etc.).

• Specify the shots you want – the photographer is not a mind reader!

• Confirm engagement details with the photographer just prior to the event.

• Be sure all arrangements are made to meet photographer’s requirements – settings, subjects, lighting, security passes, etc.

• Designate someone to work directly with the photographer and notify both parties – photographer and staff.

Are there other details that should be addressed? Please discuss. Remember the top ten rules for event planning: 10. Event planning is stressful, but fun. If it isn’t fun, get someone else to do it! 9. Successful planners know there is always a last-minute crisis, but it doesn’t rattle them….they learn from it. 8. Know your organization’s needs and expectations, then provide information accordingly. 7. Everything is negotiable. 6. Never assume anything. 5. Planning problems are always communication problems. Get everything in writing and promulgate it in writing. 4. In the event of an emergency, someone else must be able to read your

Draft


files and be able to deduce what has been done and needs to be done yet. 3. Always ask for all the costs – some vendors will try to hide the extras. 2. Clear all major decisions with the Executive Committee, who represent your organization. NO SURPRISES! 1. It’s OK to make a mistake. Mistakes teach you valuable event planning lessons if you take the time to capture your learning. Avoid letting your audience know of the mistake, if possible, and don’t make the same mistake twice.

Good luck with your event!

Draft


Event Critique – the Hot Wash-up

Any event should be critiqued to assess what worked and what didn’t. The purpose of the critique is to improve your planning process. Here are some considerations to include in your critique:

Question Response Choice of event: • Was it a good choice?

• Did it attract the target audience? Why or why not?

• What could be changed to improve it?

• Were goals achieved? If not, why?

• Were all emergencies handled professionally and in a timely manner?

Event budget: • Did you finish within budget?

• Do the funds raised warrant another event of this type?

• Was any category omitted from the budget? List them.

• How could you have cut expenses?

• What else might you change?

Event Management: Was the event manager able to handle all aspects of the event?

o Emergencies?

o Personnel?

o Contract negotiations?

o Delegation of authority?

o Availability for problems?

Committees: • Was the committee structure adequate?

• Committees to add?

• Committees to delete?

Draft


• Did each committee complete its’ tasks?

• Were tasks completed on time and within budget?

• Did each committee chair communicate with the event manager regularly?

• Was each committee properly staffed?

• Did each committee meet regularly?

• Were sufficient meetings held?

Event Location: • Was the site suitable? Ideal?

• Was more/less space needed?

• Was weather a factor? Contingency?

• Was equipment adequate – tables, chairs, kitchen facilities?

• Was parking adequate? Valet?

Entertainment: • Did it enhance the event?

• Was it appropriate for the event?

• Was it within budget?

• Were sound and lighting systems adequate and functioning?

• Were all contracts properly negotiated?

Food/Service – rate the following: • Food presentation?

• Sufficient food and beverages?

• Sufficient staff?

• Food quality?

• Staff service?

• Budget adequacy?

Publicity: • Was there sufficient lead time to

produce the publicity desired?

• Did publicity reach the right sources?

Draft


• What other sources should be used?

• Were mailings adequate in number and frequency? Were they timely?

• Was there sufficient follow-through?

• Were mailing lists up-to-date?

Fundraising: • Were sponsors responsive?

• Were parts of the event underwritten?

• What might have attracted greater sponsorship and underwriting?

• Was the fundraising goal met?

• Were solicitation lists adequate?

Registration: • Did it go smoothly?

• Was staffing adequate?

• Was welcome packet adequate?

• How could it be improved?

Draft


Appendix A – Event Rider Many councils host events at locations that want proof of insurance for the event and location. This request is met by obtaining a rider to the NLUS Commercial General Liability policy. The rider lists the event and the additional insured (the host location or business). Please use the following procedure to request a rider.

Send an email request to Joe Sacks, Senior Director of Operations ([email protected]) 30 days in advance of the event with the following information included in the request: 1. Council name and contact person (email, telephone number – both regular and fax if

available). 2. The organization whose site will be used for the event (this organization – restaurant,

hotel, park, city hall, etc. – will be listed as the certificate holder on the rider…it is not the council). Include name and address of the organization, Point of Contact (with email, telephone number – both regular and fax if available). The rider will be mailed, emailed or faxed directly to the organization based on the information provided.

3. Description of the event – e.g. Reception for Coast Guard personnel at City Hall, September 17, 2006, 5-9 p.m. Note: date and time must be included. Include anticipated attendance.

Documents

Event Planning Guide - July 2006 - Navy League of the ...navyleague.org/councils/EventPlanningGuide.pdfGUIDE Event Planning Guide Navy League of the United States July 2006 2300 Wilson