Event Planning : The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events

by Judy Allen

• ISBN13: 9780471644125
• ISBN10: 0471644129
• Format: Hardcover
• Copyright: 2000-04-01
• Publisher: WILEY

Summary

Special events such as fundraising galas, conferences and product launches are complicated, fraught with thousands of details, and have to come off without a hitch. This book gives readers practical advice on every aspect of organising and managing special events, such as how to choose the best venue; preparing and managing the budget; scheduling; co-ordinating food and beverages; selecting decor, themes and entertainment; media; and staffing. Allen provides techniques to maximise savings and avoid surprises.

Author Biography

Judy Allen is highly regarded as an expert in the field of event planning. She is founder and President of Judy Allen Productions, a full-service event planning production company that designs, produces, and orchestrates special events worldwide. Judy offers a dynamic combination of excellent planning, organizational, logistical, and negotiating skills, mixed with creativity, visualization, and an ability to focus not only on the big picture but also on the many tiny details that make the magic. She has designed and produced memorable events such as Disney's opening night gala for Beauty and the Beast, and coordinated Norman Jewison's 25th Anniversary celebration for Fiddler on the Roof. Her clients include EMI Music Canada, BPI Mutual Funds, NCE Resources Group, Tetra Pak, Cyanamid (a Division of Wyeth-Ayerst Canada Inc.), and Marriott International. Judy Allen is a frequent speaker at industry conferences, such as Meeting Professionals International, and a frequent contributor to publications such as Meeting and Incentive Magazine, and Toronto Special Events.

Table of Contents

Preface	xi
Acknowledgments	xiii
The First Steps: Initial Planning & Budgeting	1	(16)
How Much Can You Spend?	2	(2)
The Purpose of the Event	4	(4)
Initial Planning	8	(3)
Visualization	11	(3)
Budget Breakdown	14	(3)
Organization and Timing	17	(20)
Critical Path	17	(3)
Function Sheets	20	(4)
Timing is Everything	24	(4)
The Time of the Day and the Day of the Week	28	(3)
Date Selection	31	(6)
Location, Location, Location	37	(36)
Site Selection	37	(6)
Location Requirements	43	(3)
Hotels and Convention Centres	46	(3)
Restaurant, Private Venues, Catering	49	(1)
Location: Q&A	49	(13)
Theatres	62	(2)
Tents	64	(6)
Contracts	70	(1)
Gala Openings in New Venues	71	(2)
Transportation	73	(24)
Limousines	73	(3)
Motor Coaches	76	(2)
Parking	78	(2)
Transportation: Q&A	80	(17)
Guest Arrival	97	(34)
Weather Considerations	97	(2)
Arrival & Weather Considerations: Q&A	99	(12)
Fanfare	111	(1)
Fanfare: Q&A	112	(9)
Registration: Guest Pass Security and Ticket Pick-up	121	(1)
Registration: Q&A	122	(9)
Venue Requirements	131	(18)
Staging, Audio-Visual, Lighting	131	(4)
Staging, Audio-Visual, Lighting: Q&A	135	(9)
Room Requirements: Q&A	144	(5)
Who's It All For?	149	(14)
The Guest List	149	(3)
Invitations	152	(6)
Media	158	(1)
Media: Q&A	158	(2)
Children At Your Event	160	(3)
Food and Beverage	163	(44)
Menu Planning	166	(36)
Staffing	202	(5)
Other Considerations	207	(28)
Entertainment	207	(1)
Entertainment: Q&A	208	(7)
Photographer	215	(1)
Photographer: Q&A	216	(7)
Themes and Programs	223	(8)
Final Touches	231	(4)
Conclusion	235	(4)
It's a Wrap	235	(1)
Applause! Applause!	236	(1)
Your Next Event	237	(2)
Appendix A: Sample Cost Sheets	239	(27)
Appendix B: Sample Payment Schedules	266	(11)
Appendix C: Sample Function Sheets	277	(26)
Index	303