Guest Speaker – Megan Gilligan Report out on Financial Goals for event Organizational and Planning

Considerations Next Week

Upon completion of this week, the student will understand:Organizational and Planning ConsiderationsEstablish communication process, timelines and checklistsDevelop framework, timeframe and tools to manage eventUnderstand fundamentals of the event- vision, goals and objectives, site selection, marketing, attendees, outline of activities, budget, timeline, food and beverage, staffing, and transportationDelegate roles and responsibilities

Homework before you meet with any client

Event planning manual

What should the manual include?

Example: Angel at your Service

Client Communication Basics

Event Planning Manual elementsCalendar or planner for recording client contact info and dates for all bookingsInitial contact forms

› Handouts: Culinary Institute of AmericaA-Z Personal & Event

Concierges › U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\A-Z Event Planning Wor

ksheet.doc

Client Communication Basics

Event Planning Manual elementsProposal forms

› Examples: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Masters Classic III Proposal.ppt

Contracts and receipts for depositsPortfolio of ancillary service providersBanquet event order

› http://www.tripleseat.com/blog/how-to-create-a-banquet-event-order-template/

Final billing formsFollow-up correspondence

Client Communication Basics

Client Meetings›Plan every meeting›Agenda

Initial client information Specific details for event Follow-up timelines and responsibilities Examples:

U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Meeting with Alison Darling March 13 2008.docx

U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Darling March visit schedule.xlsx

Client Communication Basics

Initial Consultation›Do you have a date in mind for the event?›What is the purpose of the event?›Have you selected a location for the event?›How many guests are you anticipating?›Is the event going to be held during the daytime, evening or weekend?›What is your budget?›How did you hear about us?›What role do you want the event planners to play?›A-Z wedding consult form: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Wedding Initial consult form.doc›U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\A-Z Wedding Planning Questions.doc

Client Communication Basics

Specific Details for Events›From initial consultation develop checklists for scope of services

U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Consultant Information Form.xls

U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Consultant Information Form- Ali Darling.xls

›All contract services required to provide appropriate services

Site selection, invitations, marketing, caterers, floral/décor, rentals, lighting, AV, etc.

›Options for client to considerDobleman Golf tournament

Client Communication Basics

Follow-up Timelines and Responsibilities›Develop timelines for follow-up meetings and overall event›Delegation of responsibilities to appropriate team members, contract service providers, and client

Wedding timelines: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Time Lines for Wedding.xls

Dobleman Golf tournament: U:\Event Planning\Event Planning Class Winter 2012\Week 4 resources\Masters Classic Timeline 2007.xls

Example from Catering: A Guide to Managing a Successful Business Operation

Client Communication Basics

School Assignments for interviews/pictures – next week

Examples of 2012 poster Develop template for 2013 poster Questions?

› Guest speaker: Tracy Diehl, owner Florals Etcetera

› Report out on event project› Financial considerations› ICA High School Culinary Invitational