Before the Event:
Determine event goals and objectives. This is very important with client events and sales meetings. It will really help you keep on track.
Identify possible dates for the meeting. No matter what date you pick someone will complain it doesn't work but thinking ahead can limit the inconvenience for all parties.
Prepare a preliminary agenda and guest list. This will help you set the criteria for the venue.
Send meeting requirements to selected sites with requests for written proposals. If you are signing a contract you should always get a written proposal. No surprises is a good thing!
Review site proposals from responding suppliers; select potential sites and begin site negotiations with potential venues. Whenever possible speak to companies that have hosted similar events at the venue.
Conduct site visits as required. This is very important the first time you use a facility.
Negotiate hotel rates and blocks. If you use a hotel for the event, you should get a significant discount on rooms.
Add any deadlines and other requirements to timetable. Establishing these milestones for your event will keep you on track.
As the Event Gets Closer:
Form committees as required. The larger the event the more work that is involved. Make your life easier by getting others involved. Organizations that have regular events should consider standing committees that meet as needed.
Develop a promotional strategy.
Do some PR for the event. Calendar notices, press releases, interviews may all be appropriate depending on the size of your event.
If it is a non-profit or charity event, line up sponsors. Prepare and mail letters to potential event sponsors requesting consideration in their budgets.
Prepare preliminary budget categories and set preliminary budget. Unless you manage your corporate event closely it is very easy to see budgets grow unexpectedly.
Identify needs for outside consultants, and specify requirements. Sometimes you need professional help. The better prepared you are when you interview a consultant the more likely you are to extra value.
Hire a printer for all your needs. What might you need?
Invitations/RSVP/Other Printed Items
___Invitation to Ceremony, Party, Benefit or Main Event
___Invitation to Reception (if applicable)
___Response Card
___Response Envelope
___Calligraphy
___Invitations
___Seating Cards
___Cocktail Napkins
___Matches
___Programs
___Agenda
___Newsletter
Establish meeting theme and preliminary graphics (logo, program, etc.). Corporate events are great ways to enhance your corporate brand. Take advantage of the opportunity!
If you are charging admission to the event establish registration-fee structures and policies, being certain to include clear cancellation policies.
Identify areas of need for outside suppliers; outline specific requirements, and select decorator, security, airline, car rental, audiovisual, entertainment, destination management, transportation, and registration services. Obtain references from other companies in the area. Remember to check if they have adequate staff to handle your event and if they have insurance coverage.
Know exactly how much you will be charged. Understand the price structure, e.g. minimum hours for which you will be charged, charges for extra mileage, method for calculating mileage, and so on. Get everything in writing.
Invite and confirm key speakers. This includes people within your organization. Don’t assume the VP of Marketing is automatically available.
Determine preliminary food and beverage requirements and negotiate menus and prices. Remember, it’s all negotiable, but the more you customize the deal, the more you have to manage.
Obtain audiovisual needs from speakers and presenters. Order all necessary equipment as soon as you can.
Review, update, and confirm final event budget. An important step in keeping your costs under control.
Prepare list of available hotel function areas and specifications. Hotels can be very accommodating if you only ask.
Incorporate topics and speakers into meeting format. You should have an agenda for any event, even retirement parties and birthday lunches. Doesn’t have to be formal but know who’s doing the toast and who’s serving the cake.
Establish and implement credential process. This includes preparing registration lists and preparing name badges.
Identify and communicate on-site responsibility areas for committees and volunteers. You have to keep these people happy if you want your guests to receive the best treatment possible. The key is training volunteers and educating them about your expectations.
Select and order speaker gifts and any awards you may be handing out.
Order special decorations for your corporate event. Sometimes for a small incremental charge you can personalize your décor with exceptional results.
Determine security needs.
Prepare sign list; order signs. Consider ordering special signage to build your brand.
Arrange for all staff and VIP travel and housing. We often get speakers together with key sponsors for a more relaxed networking session.
Finalize food and beverage guarantees. A common mistake is ordering too much of everything to "be safe."
Day of the Event:
Have a staff/volunteer meeting to review responsibilities, procedures, and overlap areas like registration. It will feel like you don抰 have time, but taking 10 minutes for an informational, and motivational, meeting will save you a lot of headaches later in the day.
Confirm and monitor pickup of all rental equipment and supplies. Sure, you ordered it, but did it really show up?
Walk through the venue and check the following:(You should use this checklist twice. First, when you order supplies, decorations, etc. for your event, and again on the day of your event to make sure everything has arrived and is in place.)
The Room
___Party Planner, Consultant or Meeting Planner
___Location
___Caterer
___Liquor
___Bartenders
___Linens ___Cloths (to floor?) ___Napkins, Colors
___Menu Planning
___Cake
___Votives, Votive Candles
___Napkin Rings
___Table Candy
___Table Games
___Bar Candy
___Glitter or Confetti
___Bathroom Florals
Give-Aways/Prizes
___T-shirts
___Caps
___Socks
___Glow
___Necklace
___Earrings
___Glasses
___Tricks
___Theme Oriented Items
___Premiums (items with company logo for corporate event)
Other
___Photographer ___Videographer
___Candles (candlelighting, other)
___Dress Determination
___Casual ___Dressy Casual ___Dressy ___Optional BT ___BT
___Gift Table
___Information Table
Out of Town Guests
___Hotel Reservations
___Weekend-at-a-Glance or Itinerary
___Maps (to/from airport; other locations)
___Welcome Gifts, Totes, Baskets
___Transportation
___2nd Mailing to Out-Of-Town Guests
___Calligraphy
___Rainforest Tix
___Hall of Fame Tix
___Great Lakes Science Ctr Tix
___Other______________________
Decorations
___Sign-in Board
___Message Book
___Centerpieces
___Welcome Sign
___Entrance Piece At Door
___Band Backdrop
___Balloon Bouquets
___Buffets - Decor
___Buffets - Signage
___Ceiling Treatment(s)
___Outside Lobby Area
___Sign Over Seating Cards
___Directional Signage
___Easels
___Other...Theme Oriented
___Company Display (if applicable)
Entertainment
___DJ
___Band Type__________________
___Music During Cocktails
___Caricaturist
___Magician
___Balloon Magic
___Clowns ___Jugglers ___Mimes ___Other_________________
___Palmreaders, etc.
___Handwriting Analysis
___Photo favors
___Tattoos
___Special Presentation: Who to emcee? Who to present?
___Roasts ___Toasts
___Audio/Visual Needs?
___Other...Theme Oriented
Immediately After the Event:
Pack and inventory all material. Many of your collateral materials are reusable. It抯 a big investment, so take good care of it.
Do financial reconciliation. With a big event, you抣l have many invoices and you need to make sure you have been billed correctly and you pay in a timely fashion. Watch expense reports, since a lot of cost can be hidden in those reports.
Perform post-budget performance review. Were you on budget? Could you have saved money?
Prepare list for thank-you letters. Prepare and mail letters.
Collect and organize data for final meeting reports. Obtain evaluations from staff, volunteers, consultants. It is very important to evaluate what went right and what went not so right so the next time is easier.
Tuesday, February 22, 2005
Tips for Event Planner
Event Types:
Checklist, schedule, budget, confirmation letters, room set-ups, etc.
How to find and select reputable vendors (hotel, caterer, photographer, etc.)
How to find entertainers and celebrities for event
How to get companies to sponsor your event or donate products and services
How to market your event to get people to attend
organizations that need event planners
Corporations
Country clubs
Theme parks
Hotels
Cruise lines
Caterers
Convention centers
Non-profit organizations
Event planning firms
Casinos
And more!
Conferences
Fairs and festivals
Charity fundraisers
Meetings
Holiday parties
Grand openings
Birthdays
Weddings
Trade shows
Political events
Company socials
Family reunions
New product launches
Children's parties
Or many other types of events
Checklist, schedule, budget, confirmation letters, room set-ups, etc.
How to find and select reputable vendors (hotel, caterer, photographer, etc.)
How to find entertainers and celebrities for event
How to get companies to sponsor your event or donate products and services
How to market your event to get people to attend
organizations that need event planners
Corporations
Country clubs
Theme parks
Hotels
Cruise lines
Caterers
Convention centers
Non-profit organizations
Event planning firms
Casinos
And more!
Monday, February 21, 2005
The Ten Commandments of Meeting Planning
Ten Commandments of Meeting Planning
Imagine a meeting with an attendance that equals the population of a mid-sized American city, with everyone intent on receiving the value that motivated them to register, pay a fee, and cope with the logistics of getting there. They must be fed, housed, entertained and in most cases, educated.
Their unexpected needs require attention, too. A sudden illness, family crisis or other personal matter can necessitate immediate attention. Add to this, such emergencies as failure of a key speaker to arrive, inclement weather or faulty audio-visual equipment, and you have an idea of some of the challenges of a professional meeting planner.
Following are some meeting planning strategies to help you successfully cope with the expected and unexpected requirements of a meeting.
1. Establish clear objectives
As with any business decision, organizing a meeting must have a defined objective. For the meeting to be valuable it has to have clear intent, buy-in from all parties, provide a deliverable, measurable value to the attendee, and return on investment.
2. Supply what is demanded
For supply to meet demand, a meeting program should provide value to the audience. Successful meetings happen when the audience is presented something of value, whether it is education or training, new product information or networking opportunities — content is key. Content also drives the demand to attend the event or meeting.
3. Create it, plan it, sell it, manage it, do it, and review it
Successful meetings require creative programming, aggressive negotiation skills, and disciplined operational and financial skills. The final component is to wrap up and review. Answer the ROI questions. How much value did you provide? What is your company’s ROI? Will the audience attend again next year? Use those answers for future planning.
4. Strive for excellence, not perfection
No matter how big or small the meeting, well-laid plans will execute less than perfectly. The important thing is to advise, devise, and revise. A strategic planner should remain flexible, adaptable, and demonstrate strong leadership abilities.
5. Understand the Hospitality Industry
To deliver successful meetings you need to understand the industry, terminology, and trends as a whole. The complexity of the meeting increases when the number of attendees increases. Level of the audience, budget, agenda development and scope of the project are paramount.
6. Don’t be penny-wise and pound-foolish
In the beginning, there is always room for negotiation. However, at the end of the day, a supplier will have to service your account--they are critical to your meeting’s success. Don’t diminish their profit to the point of sacrificing the quality of your meeting.
7. Remember the customer is #1
Your audience is your customer, and your customer pays the bills. They must perceive and receive value. They must feel important and get what they paid for. Build the program they expect and deliver the same.
8. Monitor to avoid surprises
It is critically important that your process allows you to monitor budget versus actuals. Variances must be analyzed and adjustments made along the way. Spending the extra dollar should benefit the attendee first and foremost. Avoid categorizing expenditures as liabilities. Look at them as investments.
9. Utilize and maximize the use of technology
Technology is your ally. Capture as much data as possible on the front end. Make the use of technology easy for your customers and internal staff. But, always remember that that technology does not replace personal contact.
10. Communicate clearly and concisely
Clear, concise communications is the key to internal success, supplier success, venue success, and your success. Get to ground zero with your communications: think like an attendee. They know nothing of the internal planning, programming, or logistics. View all communications as if you were a new attendee.
These 10 commandments won’t guarantee a stress-free experience or a perfect meeting, but they will position you to be an effective manager, and will give your meetings the best chance for success.
Imagine a meeting with an attendance that equals the population of a mid-sized American city, with everyone intent on receiving the value that motivated them to register, pay a fee, and cope with the logistics of getting there. They must be fed, housed, entertained and in most cases, educated.
Their unexpected needs require attention, too. A sudden illness, family crisis or other personal matter can necessitate immediate attention. Add to this, such emergencies as failure of a key speaker to arrive, inclement weather or faulty audio-visual equipment, and you have an idea of some of the challenges of a professional meeting planner.
Following are some meeting planning strategies to help you successfully cope with the expected and unexpected requirements of a meeting.
1. Establish clear objectives
As with any business decision, organizing a meeting must have a defined objective. For the meeting to be valuable it has to have clear intent, buy-in from all parties, provide a deliverable, measurable value to the attendee, and return on investment.
2. Supply what is demanded
For supply to meet demand, a meeting program should provide value to the audience. Successful meetings happen when the audience is presented something of value, whether it is education or training, new product information or networking opportunities — content is key. Content also drives the demand to attend the event or meeting.
3. Create it, plan it, sell it, manage it, do it, and review it
Successful meetings require creative programming, aggressive negotiation skills, and disciplined operational and financial skills. The final component is to wrap up and review. Answer the ROI questions. How much value did you provide? What is your company’s ROI? Will the audience attend again next year? Use those answers for future planning.
4. Strive for excellence, not perfection
No matter how big or small the meeting, well-laid plans will execute less than perfectly. The important thing is to advise, devise, and revise. A strategic planner should remain flexible, adaptable, and demonstrate strong leadership abilities.
5. Understand the Hospitality Industry
To deliver successful meetings you need to understand the industry, terminology, and trends as a whole. The complexity of the meeting increases when the number of attendees increases. Level of the audience, budget, agenda development and scope of the project are paramount.
6. Don’t be penny-wise and pound-foolish
In the beginning, there is always room for negotiation. However, at the end of the day, a supplier will have to service your account--they are critical to your meeting’s success. Don’t diminish their profit to the point of sacrificing the quality of your meeting.
7. Remember the customer is #1
Your audience is your customer, and your customer pays the bills. They must perceive and receive value. They must feel important and get what they paid for. Build the program they expect and deliver the same.
8. Monitor to avoid surprises
It is critically important that your process allows you to monitor budget versus actuals. Variances must be analyzed and adjustments made along the way. Spending the extra dollar should benefit the attendee first and foremost. Avoid categorizing expenditures as liabilities. Look at them as investments.
9. Utilize and maximize the use of technology
Technology is your ally. Capture as much data as possible on the front end. Make the use of technology easy for your customers and internal staff. But, always remember that that technology does not replace personal contact.
10. Communicate clearly and concisely
Clear, concise communications is the key to internal success, supplier success, venue success, and your success. Get to ground zero with your communications: think like an attendee. They know nothing of the internal planning, programming, or logistics. View all communications as if you were a new attendee.
These 10 commandments won’t guarantee a stress-free experience or a perfect meeting, but they will position you to be an effective manager, and will give your meetings the best chance for success.
Tour Guide -- Standardized Behavior and Duties (A)
A -- Inflight Checklist
(1) Before going to the airport, check with the airport on arrival time;
(2) Arrive at the airport before the flight arrives;
(3) Check that you have the following: Travel Service Plan, room numbers (if possible), travel brochures, microphone, itinerary (in Chinese) for the driver, typed itinerary in English for all the tour members (if possible), rooming list, logo, map of your city, Travel Service Bus Sign, expense report sheets, identification card, and the like;
(4) Check that you have all needed supplies and personal belongings;
(5) Be sure to wear Your Travel Service name tag from here on. Introduce yourself as a national/local Guide.
(6) Stand in an obvious place and greet Tour Members as they arrive;
(7) Count the number of checked group luggage;
(8) Make a point (Be sure) to speak for several minutes with each person. It is your best chance ot clear up any misinformation, answer questions and set an organized and friendly tone for the tour. This is also a good opportunity to find out their motivation for coming on the trip, what their special interests are, clearing up any misinformation and establishing yourself as friendly and knowledgeable tour Guide.
(9) Make notes on any tour member's special needs or requests;
(10) Check to see that the number of the tour members conforms to your Travel Service Plan;
(11) Check that each Tour Member has his/her declaration form and passport;
(12) Check that the Tour Leader has the valid group visa;
(13) Check that all Tour Members board the bus before you take your seat.
(1) Before going to the airport, check with the airport on arrival time;
(2) Arrive at the airport before the flight arrives;
(3) Check that you have the following: Travel Service Plan, room numbers (if possible), travel brochures, microphone, itinerary (in Chinese) for the driver, typed itinerary in English for all the tour members (if possible), rooming list, logo, map of your city, Travel Service Bus Sign, expense report sheets, identification card, and the like;
(4) Check that you have all needed supplies and personal belongings;
(5) Be sure to wear Your Travel Service name tag from here on. Introduce yourself as a national/local Guide.
(6) Stand in an obvious place and greet Tour Members as they arrive;
(7) Count the number of checked group luggage;
(8) Make a point (Be sure) to speak for several minutes with each person. It is your best chance ot clear up any misinformation, answer questions and set an organized and friendly tone for the tour. This is also a good opportunity to find out their motivation for coming on the trip, what their special interests are, clearing up any misinformation and establishing yourself as friendly and knowledgeable tour Guide.
(9) Make notes on any tour member's special needs or requests;
(10) Check to see that the number of the tour members conforms to your Travel Service Plan;
(11) Check that each Tour Member has his/her declaration form and passport;
(12) Check that the Tour Leader has the valid group visa;
(13) Check that all Tour Members board the bus before you take your seat.
Subscribe to:
Posts (Atom)
