Five steps to a

successful event
Event Management
Planning Your Event: 5cs

Concept Coordination

Control Culmination Closeout

 I.
The better research you conduct before your event the
more likely your event will be successful.

Research Techniques:
Quantitative: to determine demographics information.
Qualitative: to find out information beyond demographic info such as the use of
focus groups.

Effective Pre-Event Research Findings should :

- Determine your audience & customize your presentation to their personal

communication learning styles.
- Describe the purpose and importance of research.
- Explain how the research was collected and describes limitations
- Reveal key findings
- Summarize findings to support goals and objectives of the research plan.
Develop a plan: concept
D Define company/event objectives

R Research and develop event visions

I Innovate and create a customized event

experience

V Visualize your event step by step

E Execute with detailed precision and timing

 SWOT ANALYSIS

Existing Conditions

Strengths Internal & external (views

Weakness toward organization)
Future/ Predicative
Conditions
Opportunities External/Internal
Threats

Major part of the strategic planning tool during the research

phase. The Analysis scans internal and external event
environment but can proceed to the next step of analysis of the
weakness and provide solutions to improve the event planning
process.
 II.

Brainstorming
Mind mapping activities
Creative ideas to match goals and objectives.

This is accomplish through a needs assessments & analysis

The assessment enables you to create an event that closely satisfies the
stakeholders. Must be accomplished in the research stage.
Helps to make the event effective:
Why: a series of compelling reasons that confirm the importance of hosting the
event.
Who: the stakeholders of the event (internal & external)
When: Through research evaluation to determine when the event is appropriate
to be held.
Where: the location of your event, determine if the location that is appropriate
for your targeted audience.
What: Match the event product to the needs, wants, desires, and expectations of
your guest while satisfying the internal requirements of your organization.
How: determine your organization resources to produce the maximum benefit for
the stakeholders. Best determine through SWOT ANALYSIS.
 A goal without a plan is just a wish.
Antoine de Saint-Exupry

By failing to prepare, you

are preparing to fail.
Benjamin Franklin

If you don't know where you

are going, you'll end up
someplace else.
Yogi Berra
Caterer Marketer Writer

Entertainment
Management Decorator

Musical
Contractor
Agenda:

How to develop a conference timeline

Creating request for proposals (RFP)
hotel/venue
audio visual supplier
destination management company (DMC)
Negotiating how to get the best deal
Food and beverage planning
Hotel room block management
Summary
Get Organized:

Utilizeworksheets and tools in creating

contacts, contracts, and list of suppliers
labelsections for venue, budget, catering, meeting
notes, entertainment, transportation, decorations, etc.
Keep an electronic and hard copy of all
documents and correspondence pertaining to
the event.
create a contact list in your email account for
your event contacts
Communications..

Meet regularly with your event planning team, but not TOO regularly
Make sure that everyone involved knows what the events goal isand that they agree to it
Clearly define each persons responsibilities
Make sure you have updated and correct contact information for everyone involved
create a contact sheet for everyone with this information
Create a Facebook page or a webs.com Event page for your event-let Social Networking do
a lot of the work for you!
Create checklists for the tasks that need to be done. Use the worksheets included in this
presentation, and personalize them for your event
Review the event timeline and progress made at each meeting
 Put together a timeline for your event

Begin planning by considering all tasks and dates required in planning:

Budgeting requirements
sponsorship requirements
Build a technical program
Abstract submission CONCEPT PAPER
Paper submission PROPOSAL PAPER
Review process
Approval Process
BRAINSTORM: event components

Site size, capacity, ingress/egress, cost, accessibility

Theme message or image associated with event
Hospitality food, beverage and added touches
Dcor visual enhancement
Programming/entertainment
Technical sound, lighting, audio-visual, special effect
Graphics marketing collaterals, signage, support documents
Operations human resource and materials required for event administration and
execution
Health and safety security, medical services, risk assessment
Legal permits, waivers, rules and regulations, contracts
 III.

Involves the use of:

: determine how much time you have to act or react

before the big day!

refers to both the physical space where the event

will be held and the space of time between critical decisions
pertaining to the event.

The process must match frame time

 IV.

Coordinating minute by minute activities of the event is based on decision

making.

Decision methods:
1. Collecting all information
2. consider the pros & cons of your decisions and who it affects.
3. Consider the financial implication of each decisions.
4. Consider the moral and ethical implications of your decision.
5. Make the decisions and don`t look back.
 4.1 Plan and coordinate
Projected budget
Establish your budget from the beginning
Your budget doesnt have to define your event or interfere with your goal
How will the event be funded?
Sources of revenue?
Expenses?
Sponsorship requirements? Strategy? Target market?

GET ORGANIZED BEFORE YOU GET STARTED.

Utilize the worksheets included in this workshop
Keep track of all expenses as you go along
Forecast expenditures
Plan and coordinate

Revisit and define event components:

Site
Theme
Hospitality
Dcor
Programming/Entertainment
Technical
Graphics
Operations
Health and Safety
Legal
Plan and coordinate
Outline sequence of activities and locations
(consider movements of crowd)

Develop a risk management

plan
Identify event contingencies
and develop PLAN B
Define event polices and
procedures (internal staff and
external stakeholders)
Budget, sponsorship plan, event
publicity and marketing plan
 time and money: coordination

DEVELOP A TIMELINE..

e.g. Conference
registration early registration deadline or onsite
registration activities
contracts and obligations deposit due dates,
contract room block review dates, cancellation dates
exhibit management floor plan, booth assignments
other functions socials, tours and transportations
assigned tasks to committee members
 sample timeline
Action/Description
Timing Date Completed (x) Responsibility Subcommittee Comments
(required actions are bolded.)
4-6 months before event
or more depending on size
Create Event Plan All members
of event Who, What, Why, When
Goals
Connection to Plan of Work
Financial Limitations
Create a Budget
Budget Tips and Tricks and Things to
Consider: Go to the website
Select Venue
RFP
Contract negotiation
Signed Contract
Book Speakers
Speakers above $600 require PSC (Link)
May book before venue, if speaker is more
critical than date or location

Create Preliminary Agenda of Event

Create Sponsor Packages If needed

Create system for tracking sponsorships

Send Potential Sponsors Materials

Do a run through of selected venue if you are

unfamiliar
 Lets organized: control, prepare and produce
start considering your guests
Number of participants
Guests and invited speakers
Target market participation
transport and tour services
entertainment from start to finish
theme and concept
Food and beverage catering
Audio video
location & venue

Prepare and produce all necessary components,

materials, equipment and personnel for the
implementation stage
4.2
Lets organized: control
After analyzing your projected guest list and details, get catering set up, secure a venue, hire
entertainment, get invitations printed, begin advertising, and make purchases
Develop, print and distribute sponsorship packages
Arrange and confirm sponsorship, guests, and speakers

save the date cards

make sure the invitation set the mode for the event
determine whether the event be
invite only
general admission
Floor plan
Contracts and retain all documents

CARDINAL RULE # 1
NEVER RUN OUT OF FOOD
4.3:
PREPARE (Culmination)
PLAN THE UNEXPECTED!
consider other events
book entertainment ahead of time ASAP
consider outdoor event scenarios
volunteers?
 Request For Proposal (RFP)
What is it?

The RFP is a request for a quote for service

identifies the goals and objectives
provides a profile of the group
provides historical data

When writing an RFP, think about it as the first step to negotiating a contract

Consider what you need vs. what you want

needs are non-negotiable
wants can become the basis for negotiations
Hotel RFP

A hotel needs as much information as possible so they know what is important to the
event
Dont assume a hotel will have space available later
be sure to include all space requirements at the start
Be specific about the number and type of guest rooms required
number of rooms needed at varying rates
government vs. standard;
upgrades for VIPs
Dont be overly optimistic about the block; you will pay if you fall below the allowed
shortfall
Event history, if available, is invaluable to the negotiation process
establishes the value of the event to the hotel
reduces risk to the hotel by demonstrating solid history

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Hotel RFP
What It Should Include

Group profile (who/what the event is about)

Preferred event dates (pattern and any flexibility)
Number of attendees (if possible, include attendee profile)
Meeting space requirements (i.e. setup of each room, # of people, accessibility)
Preliminary schedule of events
Estimated food/beverage functions
Room block pattern (days/number of rooms per night)
Concessions (i.e suites required, parking passes, etc.)
Specify if you plan to use your own a/v supplier
Conference history (past locations, actualized room pick up, food/beverage spend)
Date when proposals are due
Decision date
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Sample Hotel RFP

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Sample Hotel RFP
Audio Visual (A/V) RFP

A/V is critical to the event

Cost should always be considered, but should not be the most

important criteria

Clearly communicate as much detail as possible about your technical

needs

The needs of the event will determine what vendor to use

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Audio Visual (A/V) RFP
What It Should Include
Event name

Dates, time, location

Preliminary schedule of events

Rooms assignments and setups

A/V requirements per room (i.e. projectors, screen, podium, microphones)

Concessions (what you would like)

Date when proposals are due

Decision date

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Sample Audio Visual RFP

DATE BEGIN END EVENT LOCATION ROOM SET-UP # of Pax A/V & Telecom Needs

1-Screen with dress kit

Region 4 U-Shape for 15 with 10 1-Projector with appropriate VGA cable
Wed, 17- Beaumont &
8:00 12:00 Executive Committee Hilton chairs in rear of room for 25 1-AV Cart
Sep-2008 Belair
Meeting observers 1-Powerstrip to the Projection Cart
1-Power Strip for each 6' table in the U

U-Shape for 25 with 10

Wed, 17- MGA Student
8:00 17:00 Hilton Beauport chairs in rear of room for 35
Sep-2008 Activities Committee
observers

Region 4
Wed, 17- Beaumont &
13:00 17:00 Long Range Hilton Exsiting Set-Up 25 Existing Set-Up
Sep-2008 Belair
Strategic Planning

1-Screen with dress kit

U-Shape for 40 with 20 1-Projector with appropriate VGA cable
Thu, 18- Region 2 Committee
8:00 17:00 Congress Center 301 A/B chairs in rear of room for 60 1-AV Cart
Sep-2008 Meeting
observers 1-Powerstrip to the Projection Cart
1-Power Strip for each 6' table in the U

1-Screen with dress kit

U-Shape for 40 with 20 1-Projector with appropriate VGA cable
Thu, 18- Region 4 Committee
8:00 17:00 Congress Center 302 A/B chairs in rear of room for 60 1-AV Cart
Sep-2008 Meeting
observers 1-Powerstrip to the Projection Cart
1-Power Strip for each 6' table in the U

1-Screen with dress kit

Region 7 (IEEE U-Shape for 40 with 20 1-Projector with appropriate VGA cable
Thu, 18-
8:00 17:00 Canada) Committee Congress Center 303 A/B chairs in rear of room for 60 1-AV Cart
Sep-2008
Meeting observers 1-Powerstrip to the Projection Cart
1-Power Strip for each 6' table in the U
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Destination Management Company (DMC)
or Professional Conference Organizer (PCO)
RFP
They save time, research, and money

DMCs/PCOs offer a wide range of services including

tours
transportation
convention staffing
Extra services (i.e. entertainment, dcor)

Use a local DMC/PCO

obtain recommendations from the hotel, convention center, or the citys visitor
bureau

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Destination Management Company (DMC)
What It Should Include
Detailed information will allow the DMC/PCO to develop a program and pricing specific for your event.
Details should include:
Group profile
Event services desired
Offsite event shuttles (buses, mini vans)
Tour program (which days, time frame, cost)
Offsite event location selection and planning (gala dinner, reception)
Airport transfers
Budget
Anticipated attendance
Conference dates and location (venue name)
Specify if you intend to have an exclusive tour program
Date when proposals are due
Decision date

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Sample DMC/PCO RFP
 Negotiating
How to Get the Best Deal

Negotiating is the process leading up to the point of contracting

Many items are negotiable most of the time

The ability to negotiate depends on your knowledge of the

meeting (history; size, scope; profile; revenue generated for the
facility)

Recognize that are vendors/suppliers are in the business to make

money, you should understand how each vendor makes its money
(sleeping rooms, f&B, a/v, ancillary)
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Room Block Management

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Room Block Management
Keep an Eye on the Contract

Many hotels require conferences to pick up at least 80% of the contracted room block
Monitor the room pickup regularly and assess if reductions/increases in block are
required
increases may not be available or may be at higher rates
before increasing, confirm that it is necessary
reductions may incur penalties
If fall below the contracted room block
attrition charges may apply
concessions may be reduced or eliminated
meeting space allocation may change due to the size of the group and
space charges may apply
All changes to the contract should be agreed in writing by both parties (hotel and
conference chair) by creating a contract addendum

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Room Block Management
Tips for Success
Understand the conference pickup pattern
How far in advance do delegates normally make their
reservations?
Monitor and compare the pickup to the previous years to
determine if you are on target
Confirm the following have made their reservations
VIPs (ie. award winners, plenary speaker)
Authors/speakers
Committee
Compare hotel rooming list to conference registration list(s)

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 V.

- Written survey
- A monitor (person who observe the attendees reactions)
- Telephone survey
- Mail survey
- Do a pre- and post event evaluation to find out attendees
opinion before and after the attendance of the event.
step five:
close out
Review and evaluate plan progress
Final Report budget, portfolio, documentation
Quality improvement
Handover of project/event file
 In summary

The five step process is a framework for every

effective event. The event process cannot be
complete of be totally effective unless each of the
five steps are carefully considered.

Research Design Planning Coordination Evaluation

SUCCESSFUL EVENT
Summary
There are many components to planning a successful event
The timeline is key to staying on track to meet deliverables
Always keep an eye on the contract terms
Dont be afraid to ask for help from an expert; there are many
resources available
Event management professionals
Convention visitors bureau
Destination management company
Audio visual suppliers

7-Aug-17 43
Questions?

ASSIGN TASK:

ASK DEAN OR DEPARTMENT HEAD WHAT POSSIBLE EVENTS ARE IN THE PIPELINE. ASK IF
YOUR SECTION OR GROUP COULD ASSIST THEM IN COMING UP WITH SUCH EVENT. WHEN
THEY ALLOW YOU, USE ANY OF THE CHECKLIST THAT MAY SUIT THE EVENT AND DISCUSS IT
TO THE CLASS.

http://www.marriott.com/Multimedia/PDF/check_time.pdf (conference checklist)

http://www.niu.edu/outreach/conference/tools/Meeting%20Planning%20Sample%20Ti
meline.pdf (MEETINGS)

http://eventplanning.unt.edu/timeline (SPECIAL EVENTS)