planning -lect #2[1] (1) (1).pptx

8/9/2019 PLANNING -LECT #2[1] (1) (1).pptx

1/20

PLANNING


2/20

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.


3/20

TASKS /COMMITTEES Goals and objectives

Dates, times, themes

Budget

ite selection peaker

ecurity, registration

!ood and beverage-menu "ntertainment

#ublicity and promotion


4/20

TASKS/COMMITTEES #rogram

Decoration $ environmental standards

Gifts, awards, certification

#rotocol Gadgets, %ontracts

&n-site logistics

"valuation and final report etc


5/20

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.


6/20

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.


7/20

%reate timelines and checklists. All events

are a process. o event is too small for an

official planning session


8/20

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.


9/20

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


10/20

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


11/20

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.


12/20

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


13/20

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.


14/20

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.


15/20

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


16/20

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


17/20

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


18/20

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


19/20

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


20/20

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.

planning -lect #2[1] (1) (1).pptx

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