planning -lect #2[1] (1) (1).pptx
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8/9/2019 PLANNING -LECT #2[1] (1) (1).pptx
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PLANNING
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PLANNING & LOGISTICS After vision is determined, create
committees assign roles and responsibilities
and tasks.
Decide what tasks to outsource-consultants,vendors, suppliers
Be clear about who is doing what and who
has the last say.
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TASKS /COMMITTEES Goals and objectives
Dates, times, themes
Budget
ite selection peaker
ecurity, registration
!ood and beverage-menu "ntertainment
#ublicity and promotion
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TASKS/COMMITTEES #rogram
Decoration $ environmental standards
Gifts, awards, certification
#rotocol Gadgets, %ontracts
&n-site logistics
"valuation and final report etc
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CATEGORIES FOR THE ABOVETASKS &perational ' (his team has overall
responsibility of operations of the event,
including management of all team members.
!inancial-(his team determines sources of
revenue, creates budgets, and financial
timelines and designs the accounting
systems.
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CATEGORIES (CONT’D )arketing ' (his team knows the audience,
promotional techni*ues, how to reach
participants, how to design and implement
the process, and understand the latesttechnology strategies
+egal- (his team is clear on contracts,
insurance, taes and is skilled atnegotiations.
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%reate timelines and checklists. All events
are a process. o event is too small for an
official planning session
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THINGS TO BEAR IN MIND #lanning sessions should include all the
significant players eg. staff, consultants,
bursaraccounts dept. vendors, etc.
/f these can0t attend make sure they get thenotes and summary reports.
"stablish key decision makers, core planners,
internal resources and decide whether
outside help is needed. Decisions will be created, refined, confirmed
$ even transformed with time.
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LIST CONT’D After each meeting write a summary of the
decisions and distribute it to the appropriate
people.
/f the event is one that is repeated, look atfinal reports from past events including the
participants evaluations, summaries and
notes with improvement strategies
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FIRST PLANNING SESSION
Answer these *uestions and add to the
specifications as needed.
1ho should attend2
1ho will run the meetings2 3ow many meetings are needed2
3ow long for each meeting2
1ho will create the agenda2
1hat goals and objectives will be discussed
$ determined2
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1ho, 1hat, 1hen, 1here and 1hy 'logistics2
1ho gets the summary reports and notes2
1here will the meeting be held2
1hat to do first2 (hink the big picture. 1hatgoals do you want to achieve2 1hy have the
event. (he answer is in your goals.
(ake the above *uestions to the meeting to
get the creative juices flowing.
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ASSIGNING ROLES &RESPONSIBILITIES 3ere are *uestions, suggestions and issues
that need to be discussed4
1ho is the head coordinator2
Determine decision making chain ofcommand
3ow many committees are needed2
1ho is in charge of each committee2
3ow often should they meet2
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Divide areas of responsibility4 program
com0ttee, logistics, budgeting, promotions.
%reate checklists with appropriate details.
%reate schedules with achievable dates. After a com0tee0s job is complete, place the
members on another committee.
Assign specific tasks to those responsible.
1hen setting up committees try to match
skills and talents with responsibilities.
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CREATING TIMELINES ANDCHECKLISTS (hese tools are important and helps
everyone to keep on track and meet
deadlines.
5efine them and use often. 6iew the ones from the %D.
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EVENT TASK STATUS REPORT
Activity
Agenda
!acultypeaker
"ntertainment selection
Destination election
ite election
Budget
(ravel(ransportation
Design and #rinting
)arketing
"nvironmental tandards
Audio 6isual
!ood and Beverage
5oom assignments and setup
Start Dat
C!"#$t Dat
Pr%! R%#!%i'$
N!t%
Stat%
7(hese are the different
columns that you would
need you would need for
the checklist8
7%reate your own list to suit
your event.8
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Ta%)%
3ave pre-planning meeting
%onfirm defined vision
/dentify your goals and
objectives
%onfirm financial goals
%reate environmental
standards
Define roles and
responsibilities
Begin talking about the
budget
Begin to develop timelines
and checklists
N!t%
D Dat
7(hese are the
different columnsthat you would
need for the
checklist8
7%reate your own
list to suit your
event.8
Defining Your Event
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BUDGETING
HERE IS A LIST OF EXPENSES TO GET YOU STARTED. SOME WILL BE APPROPRIATE FOR YOUR EVENTAND SOME EXPENSES ARE NOT INCLUDED HERE.
Activity / It"%Accommodations
Activities ' etracurricula
r
Administrative overhead
Advertising
Audio6isual e*uipment
Awards
Bartenders
%ommunications ' cell
phones, pagers, radios,
copiers, computer
"ntertainment
!ood and Beverage
E%ti"at C!%t
Acta$ C!%t%
7(hese are the
different columnsthat you would need
you would need for
the checklist8
7%reate your ownlist to suit your
event.8
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FOOD AND BEVERAGE FUNCTIONSCREATE A CHECKLIST FOR EACH SEPARATE MEAL AND BEVERAGE FUNCTION EVEN IF IT IS A COFFEE BREAK IN
THE MORNING AND ONE IN THE AFTERNOON
9now what your participants
want and need
Assignment of room
+ook over menus and get
bids
"stablish your food and
beverage budget
1ill the price of the meal be
included in the registration
or separate charge2
%reate timelines for menuplanning
)eet with the chef andor
catering department
#rovide catering dept with your
agenda and timelines
Decide styles of service
Buffet
5eception
it-down
!ormalinformal !reelimited pour for receptions
!or cocktail reception
Buffet or served
Bar setup and how many bartenders2
%hargenot charge and how for
li*uor Determine themedecorations
)ake notes on each
7%reate your own list to suit your
event.8
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ROOM SET +P AND A+DIO VIS+AL NE EDSCREATEA CHECKLIST FOR EACH SEPARATEROOM WHEREAUDIO VISUAL NEEDS AREREQUIRED.
Ta%)%
(alk with
speakersentertainers
about their needs
(alk with andor meetwith audiovisual and
(echnical department
5eceived bids from
outside vendors #ut costs in budget
5eview and sign
contract
N!t%,
(%reate your ownlist to suit your
event.8
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TIMELINE FOR SMALLER EVENTSMAKE SURE ALL THE TASKS CONNECTED WITH YOUR TYPE OF EVENT ARE INCLUDED. MAKE IT AS COMPREHENSIVE AS POSSIBLE.
TIME FRAME
: months out
(en weeks out
ine weeks
"ight weeks
even weeks
3old committeestaff meeting '
define goals and objectives,
financial goals ' Defined vision;
5eview 5oles and
5esponsibilities; %reate Budget,
define audience
ecure itefacility, signcontracts; tart promotional
material
ecure peaker or entertainment
tart preparing menus; Design
layout
Determine )eeting !ormat;
%omplete contract agreements
etc.
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