Class 1 powerpoint

1. INTRODUCTION
TO
EVENT PLANNING

2. WHAT IS EVENT PLANNING?
THE OFFICIAL DEFINITION (US Dept. of Labor)
Event Planning consists of coordinating every detail of events,
meetings, and conventions, from the speakers and meeting location to
arranging printed materials and audio-visual equipment.
Event planning begins with determining the objective that
the sponsoring organization wants to achieve. Planners
choose speakers, entertainment, content, and arrange
the program to present the organization's information in
the most effective way.

3. WHAT IS EVENT PLANNING?
AN OPTIMIST’S VIEW
Event planning is the energizing art of choreographing people and
activities in order to create a show that creates memories of a lifetime.
Designing and producing an event, whether it‘s a wedding, private party
corporate event, fund-raiser, tradeshow or any other event, is in many
ways comparable to directing a live stage performance. An added bonus,
for those who love to travel, it provides an amazing opportunity to travel
to luxurious hotels, interesting new places and meet speakers and
attendees from around the world.
All of this, while enjoying a high level of autonomy and independence!

4. ROLES FOR EVENT PLANNERS
Event Planning Agency
• Companies who plan various kinds of events for many different kinds
of clients
Corporate
• Work for one company planning all of their company events including
meetings, destination conferences and company holiday parties
Non-Profit
• Work for the non-profit agency planning their fundraising events as
well as donor cultivation events
Hotels, Restaurants, Event venues
• Planner represents the venue and plans all kinds of events with
many different clients

5. “IT TAKES A VILLAGE”
People You May Work With As You Plan Your
Event
• Venue Managers • Graphic Designers
• Caterers • Celebrants
• Rental Companies • Transportation Services
• Hotels • Florists
• Photographers • Videographers
• Lighting Designers • Audio/Video Technicians
• Tenting companies • Security
• Police/Fire Detail • Town/City Permitting
• Musicians/Music Agencies • Hair & Make-up Stylists
• Linen Companies

6. TYPES OF EVENTS
• WEDDINGS
• PRIVATE PARTIES
• FUNDRAISERS
• GALAS
• LAUNCHES
• MEETINGS
• CONFERENCES
• CONVENTIONS
• TRADE SHOWS

7. WEDDINGS
• Ceremony Rehearsal
• Rehearsal Dinner
• Ceremony
• Cocktail Hour
• Reception

8. PRIVATE PARTIES
• Birthday Parties
• Anniversaries
• Holiday/Seasonal
• Special Occasions

9. FUNDRAISING EVENTS
• Raise funds for Non-profit organization
• Create awareness and branding
• Message to donors and potential
donors
• Cultivate new donors and volunteers
• Engage and involve guests in raising
funds
• Get Media attention
for cause

10. CORPORATE EVENTS
• Milestones
• Holidays
• Product Launches
• Brand-name recognition
• Award Dinners / Incentives
• Employee/ Client Appreciation
• Support a fund-raising cause

11. CONFERENCES & CONVENTIONS
• Bring a wide range of people together
to exchange information and ideas
• Opportunity to bring staff, sales,
suppliers, clients and dealers together
• Launch new products

12. INITIAL PLANNING
CONSIDER THE PRIORITIES OF YOUR CLIENT
• Determine the Purpose of the Event: What are your Objectives?
• Determine your Budget: How much can you Spend?
• Visualize your Event: What does the overall event and flow look like?

13. BUDGET
• Create a budget estimate for overall event
• Get real estimates from your vendors
• Work with client on their priorities to understand what will
work within their budget, and what will not

14. TENTATIVE BUDGET
ESTIMATE

15. GET ESTIMATES FROM
VENDORS

16. CREATE EVENT
PROGRAM/FLOW
• Create timeline for everything that happens during the event,
from the moment the guests arrive until departure.
• Include Food Service cues, Lighting cues, Audio Visual cues,
Speakers,
and Entertainment
• All production staff and vendors should have ONE timeline so you are
all working off the same schedule

17. EVENT PROGRAM/FLOW
YMCA Event Program
Oak Square YMCA, November 16, 2011
Rev.6, 11.10.11ak
5:00pm Production complete
6:00pm Valet in Place
Registration set
Raffle set
6:30pm Guests arrive
All Lobby Bars open
Background music piped into Lobby
DJ playing background music
Appeal “sales”
(60 min)
6:45pm Synchronized Swimming performance
(5 min)
7:00pm Synchronized Swimming performance
(5 min)

18. EVENT PROGRAM/FLOW
7:15pm Synchronized Swimming performance
(5 min)
7:30pm Doors open to Gym
Bars open
Games open
Photo shoot open
DJ music playing background music
(20 min)
7:50pm Lion Dance Performance ends on Stage
(7 min)
7:57pm Games and Photo shoot close for speaking program
Jack Fucci takes stage, thanks the group,
Welcome Remarks and Introduction of Kevin Washington
(5 min)
8:02pm Kevin Washington Remarks
Sponsor Thank yous
Introductions of real “Everyday MVPs”
(5 min)

19. EVENT PROGRAM/FLOW
8:07pm Brief Remarks by Everyday MVP honorees
(5 min)
8:12pm Kevin takes stage again, thanks kids and asks for appeal
(Appeal logistics TBD)
(3 min)
8:15pm DJ VOG invites guests to enjoy dinner
Food stations open
DJ plays background music
Games re-open
Photo shoot re-open
(15 min)
8:30pm DJ announces African dance group
Group performs
(5 min)
8:34pm DJ music resumes
(15 min)

20. EVENT PROGRAM/FLOW
8:49pm DJ announces Zumba dance
Zumba Dance performance
(3 min)
8:52pm DJ music continues to play
(15 min)
9:00pm Rolling Dessert Stations opened
9:07pm DJ announces Second African dance performance
Group performs
(5 min)
9:30pm Event ends

21. CREATE PRODUCTION
SCHEDULE
• Create a timeline of everything that happens during set-up throughout
your entire time in production
• List every vendor, their arrivals, what they are doing and departures
• All your vendors should also have this one document so everyone
know what is going on around them

22. PRODUCTION SCHEDULE
McLeod Wedding
Tentative Production Schedule
August 30-31, 2012
Mt. Hope Farm, Bristol, RI
Thursday, August 30
7:00am Sperry Tents load-in
Port Lighting load-in
7:00pm Tent and lighting production complete for Day 1
Friday, August 31
6:00am Sperry Tent onsite to build floor
10:00am Amy Kimball Events onsite
AVFX load-in
Port Lighting arrives
10:00am New England Country Rentals delivers and set-up Ceremony
12:00pm Tent floor complete
Rental Unlimited delivers rentals and lounge furniture
Blooming Blossoms Florals arrives
1:00pm Blackstone Catering arrives

23. PRODUCTION SCHEDULE
2:00pm Luxury Loo arrives
3:30pm McLeod Family onsite for Family formal photos
Photographer arrives with Family
3:45pm Sound Engineer for Amhir arrives
4:00pm Sound check in main tent for Amhir
String Trio arrives and set-up for Ceremony
Bagpiper arrives
Officiant arrives
4:45pm Guests begin to arrive
5:00pm Ceremony
6:00pm Amhir arrives, goes to Cabin/green room/dinner served there
6:15pm Bagpiper departs
7:00pm Anima departs
7:00pm Eye2Eye arrives go to Camp/Green Room
7:30pm New England Country Rentals arrives to breakdown Ceremony
8:45pm Amhir departs
10:30pm Guests depart via Shuttle busses
11:00pm PRODUCTION TRUCKS CANNOT ARRIVE ONSITE BEFORE 11:00PM
11:30pm Breakdown commences

24. QUESTIONS