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More About This Title Event Planning:The Ultimate Guide To Successful Meetings,Corporate Events,Fundraising Galas,Conferences,Conventions,Incentives & Other Special Events
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Any event you plan and stage is a reflection of your company's image — from the initial invitation to onsite operations. Whether you're planning a product launch, conference, sales meeting, an incentive event, or a gala fund-raiser, remember that the magic of a truly memorable event is in the details, but so is the devil. Special events are fraught with thousands of details, and have to come off without a hitch. Whether your event is for 50 or 2,000 people, whether it has a budget of a few thousand dollars, or hundreds of thousands, planning and executing the project is like a high-wire act without the safety nets. Event Planning gives you a blueprint for planning and executing special events with flair and without any unexpected surprises and expenses. This unique book is loaded with practical advice on every aspect of organizing and managing special events: Choosing the best venuePreparing and managing the budgetScheduling and staffingCoordinating food and beverage, décor, entertainment, and themesWorking with professionals, such as public relations firms and creative directors.
What you don't know or know to ask can have a major effect on the success of your event and on your budget. Event Planning takes you through every aspect of organizing and executing a successful event: the planning stages, timing and logistics, budget preparation, operations, and on-site management. Event Planning:
Includes sample costing forms to help you generate a detailed project plan and budget.Explains what you need to ask before you contract with suppliers.Is loaded with practical tips and examples that will help you avoid expensive mistakes.Features a companion website with forms from the book, additional forms, author Q&A, and more.Event Planning takes you behind the scenes, and provides practical tools for anyone who has to plan and execute a truly special event:
Corporate in-house event plannersPublic relations and communications companies, and their clientsMarketing and corporate communications professionalsFundraisers and not-for-profit organizationsProfessionals in the hospitality and entertainment industriesEnglish
Highly skilled in staging events that are strategically designed to be one-of-kind experiences and a master of transforming the energy of an event environment by engaging the senses with trademark primary design principles, Allen has worked closely with CEOs, CFOs, presidents and their executive staff around the globe to create, implement and oversee their corporate and social business events.
The many diverse events that Allen has designed and executed extend from complex one-day events to elaborate arrangements of theme productions taking place over the course of a week. These events ranged from very exclusive VIP events to multimillion-dollar, multimedia fantasy extravaganzas including seven new-car product launches and involved high-tech stage and show productions.
Allen, and her 2jproductions (www.2jproductions.com) partner, Joe Shane, are now bringing their dynamic creative energy, innovative style and perceptive insight to home, life and lifestyle design and world class resorts around the world through Sensual Home LivingTM (www.sensualhomeliving.com) and other initiatives.
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Acknowledgements.
Chapter 1:The First Steps: Initial Planning and Budgeting.
How Much Can You Spend?
The Purpose of the Event.
Initial Planning.
Visualization.
Budget Breakdown.
Chapter 2: Organization and Timing.
Critical Path.
Function Sheets.
Timing Is Everything.
The Time of the Day and the Day of the Week.
Date Selection.
Chapter 3: Location, Location, Location.
Site Selection.
Location Requirements.
Hotels and Convention Centres.
Restaurant, Private Venues, Catering.
Location: Q&A.
Theatres.
Tents.
Contracts.
Gala Openings in New Venues.
Chapter 4: Transportation.
Limousines.
Motor Coaches.
Parking Transportation: Q&A.
Chapter 5: Guest Arrival.
Weather Considerations.
Arrival & Weather Considerations: Q&A.
Fanfare.
Fanfare: Q&A.
Registration: Guest Pass Security and Ticket Pick-up.
Registration: Q&A.
Chapter 6: Venue Requirements.
Staging, Audio-Visual, Lighting.
Staging, Audio-Visual, Lighting: Q&A.
Room Requirements: Q&A.
Chapter 7: Who's It All For?
The Guest List.
Invitations.
Media.
Media: Q&A.
Children At Your Event.
Chapter 8: Food and Beverage.
Menu Planning.
Staffing.
Chapter 9: Other Considerations.
Entertainment.
Entertainment: Q&A.
Photographer.
Photographer: Q&A.
Themes and Programs.
Final Touches.
Conclusion.
It's A Wrap.
Applause! Applause!
Your Next Event.
Appendix A: Sample Cost Sheets.
Appendix B: Sample Payment Schedules.
Appendix C: Sample Function Sheets.
Index.
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— John Bailey, National Account Executives, Marriott International, Inc.
"This book is long overdue and will make a great contribution to the event planning industry."
— Keith Stein, Vice President Corporate Affairs, Magna International Inc.
Praise for Event Planning
"Allen is a good teacher. Wise planners will add Event Planning to their personal reference library as a useful working guide."
—Meeting Professional Magazine
"A blueprint for executing events for 50 or 2,000 with budgets of a few thousand dollars to hundreds of thousands."
—Success Magazine
"Event Planning will save beginning event planners from plenty of heartbreak and headaches."
— Lisa Hurley, Special Events Magazine
"Event Planning gives readers a blueprint for planning and executing special events for flair. Consider the book as preventative maintenance."
—Sales Promotion Magazine
"A guide to well planned events. Event Planning is a must for any Pr maven.t"
—Marketing Magazine
"This book will be a help to all event planners, from rank beginners to seasoned professionals. It provides excellent guidelines as well as helpful details."
— Katherine Kossuth, Director of Operations and Special Events, Canadian Film Center
PRAISE FOR The Business of Event Planning, ALSO BY JUDY ALLEN
"The Business of Event Planning is a must-read for those in the event planning business. Strategic in thought and design and user-friendly in presentation, it literally tells youu the paths to follow and the pitfalls to avoid. Well told, with examples to follow and stories to relate to, it's the 'how-to' that's a 'must-do' for the meetings, incentive, and event planning industry."
—Peggy Whitman, President, Solciety of Incentive & Travel Executives; and Western Regional Sales Director, Marriott Incentive Awards
"Written for anyone who has to prepare dynamite meetings and special events, The Business of Event Planning is your bible and a must-have desktop reference. Thenks, Judy Allen! You saved the day!"
—Susan Fenner Ph.D., Manger, Education and Professional Development, International Association of Admistrative Professionals (IAAP)
"Guidance for new planners, reminders for experienced ones, and useful tips for everyone. This book has it all! It's the key that unlocks the mystery behind event planning, and should be mandatory reading for planners everywhere."
—Leslie McNabb, Senior Manager Event Planning, Scotia Capital
