Effective Event Planning

Transcription

1 Effective Event Planning Eris T. Sims National Meeting Planner The Links, Incorporated The Links Foundation, Incorporated

2 National Assembly, Conference and Event Planning Committee Link JoAnn S. Brown, Chair Dallas (TX) Link M. Jean Butler Orlando (FL) Link Mary Douglass Prince George s County (MD) Link Francene Gilmer Nashville (TN) Link Karen Grays Port City (TX) Link Michelle Murrah South Suburban Chicago (IL) Link Carolyn Roberson Mid-Cities (TX) Link Roslyn Smith Baltimore (MD) Link Jan Stofer Reston (VA) Link Charlene Turner River City (TN)

3 Ten Steps to Make Your Event a Success 1. Decide What Type of Event Works for You 2. Develop Budget/Set Fundraising Goal 3. Develop Timeline and Form Committees 4. Secure Funds for the Event 5. Select Venue

4 Ten Steps to Make Your Event a Success 6. Complete Event Logistics 7. Promote the Event 8. Confirm Volunteers, Performers, Speakers and All Other Arrangements 9. Execute the Event 10. Evaluate the Event

5 Decide What Type of Event Works for You Create a Request for Proposal (RFP) Include the following information: WHO: WHAT: Name of Event Type of function (breakfast, dinner, meeting, VIP Function, etc.) WHEN: Preferred Dates of Event WHERE: Specific Cities or Places WHY: Purpose of Event and History of organization, chapter and event

6 Develop Budget/Set Fundraising Goal Establish your budget early. Make a REALISTIC list of expenses for EVERY element of your event. DO NOT EXCLUDE THE LITTLE THINGS

7 Develop a Timeline/Form Committees Determine what needs to be done and who will complete the tasks. Create a combination responsibility sheet and timeline Keep it updated and circulate revised and dated versions to your committee Secure Funds for the Event Work with your chapter s Fund Development or Event Chair

8 Select Venue/Hotel Create and Submit Request for Proposal (RFP) to selected venues Number of attendees at function Program Outline Size and Number of Meeting Rooms Required Staging/AV Requirements Point of Contacts Information (name, address, , telephone and fax numbers)

9 Selecting a Venue/Hotel (cont d) Determine Number Of Hotel Rooms Needed, if necessary Determine The Number Of Nights Needed Persons Who Will Need Housing Specify % Of Double Vs. Single Rooms Request One Rate, Single Or Double Establish Food And Beverage (F&B) Minimum Request Concessions

10 Venue/Hotel Concessions (can include, but not limited to ) Based On F & B Sleeping Room Usage Complimentary/Discounted Suite(s) Parking Valet and Self Parking Discount of AV Equipment Shipping and Receiving of Packages

11 Sample RFP Format

12 Selecting a Venue/Hotel (cont d) Review Proposals (price, location, concessions) Conduct site visits Make selection

13 Conduct Site Visit/ Site Selection Determine What You Want Before Going On-Site Meet with Sales Manager Meet with Management - The Entire Hotel Should Be Aware of Your Program Focus On The Little Things Write Down Everything Discussed If Interested in Property, ask For Follow- Up in Writing from Hotel

14 Contract Language Specify Authorized Signers State What Is To Be Billed To Master Account Credit Arrangements/Deposits Be Sure To Protect Group from the Following Clauses: Attrition Cancellation Renovations/Construction New Ownership

15 Contractual Terms Attrition - Allowable Slippage Performance Clause - Damages Owed For Failure To Fulfill Contractual Obligations Resale Clause - Hotels Decision To Credit Group Rooms Sold By Hotel Cancellation Clause - Fee For Cancelling The Event Food And Beverage Minimum - F&B Minimum Should Be Based On What Group Knows It Will Be Able To Make

16 Contract Language (cont d) Ensure Contract Has All Specifics Discussed All Major Event Contracts Should Be Reviewed by an Attorney Cluster Meetings Chapter Fund Raisers

17 Complete Event Logistics Invite Special Guests, Speakers, etc. Verify Sleeping Rooms and Billing Select Décor/Flowers Determine Audio Visual and Other Special Needs Pay Attention To Details and The Finer Things That Will Make Your Event Special. If You Have a Theme, Keep Everything within Your Theme.

18 Food and Beverage Customized Vs. Hotel Standard Menus Have Hotel Come Up With Menus Based On Amount Group Wants To Spend Per Person Select Menus (Food Tasting, if necessary) Always Determine % Hotel Sets Over Guarantee Provide Hotel with Outlet History

19 Sleeping Rooms Submit Rooming List To Hotel 45 Days Prior to Start of Event Specify Billing for All Guest Rooms Room and Tax to Master (RTM) Individual Pays Own (IPO) Split Billing Provide Hotel with Group Specifics (Early/Late Checkout, Extra towels and Hangers in room, etc.) Establish One Contact Person For Changes, etc.

20 Audio Visual AV Can Be Expensive - Do Your Homework Once You Select An AV Company, Take the Time To Help Them Understand What You Need/Want To Accomplish With AV Ask For Assistance

21 Promote the Event Work with the Chapter s Public Relations/Communications Chair Create and Distribute Press Releases Word of Mouth Advertising

22 Confirm Volunteers, Performers, Speakers and All Other Arrangements Review Timeline and Responsibility Sheet Arrange a meeting two weeks prior to go over all logistics, confirm details and to check for problem areas Secure event insurance

23 Be On Time Set-up Take Photos Enjoy the Event Execute the Event Evaluate the Event Ask members for feedback Create an Evaluation Form

24 Post Event Archive Photos of Event For Future Planning Determine Final Guestroom Pickup Copy of Resume Food and Beverage Final Usage Retrieve Total Dollar Amount Attendees Spent in Hotel/City Request post convention meeting (post con) Ask hotel for comments and share your experience Survey attendees and share results with response to comments Pay final bill

25 THE END THANK YOU