The Complete Guide to Successful Event Planning with Companion CD-ROM REVISED 3rd Edition With Companion CD-ROM / Shannon Kilkenny.

Format:

Book

Author/Creator:

Kilkenny, Shannon, 1955- author.

Language:

English

Subjects (All):

Special events--Planning--Handbooks, manuals, etc.

Special events.

Special events--Management--Handbooks, manuals, etc.

Meetings--Planning--Handbooks, manuals, etc.

Meetings.

Physical Description:

1 online resource (382 pages)

Edition:

Third edition.

Place of Publication:

Ocala, Florida : Atlantic Pub. Group, Inc., [2016]

Summary:

Book & CD. Gathering people together for a special event is always a challenge. Even for the experienced planner, each event is unique. This revised third edition has been expanded to include the following topics: Social Media; Social Networking; Cultural Sensitivity; Ethics; Diversity. The guide is designed to assist any planner with meeting all the challenges that surround a production. Whether you find yourself in charge of one important event or you have chosen event planning as a career, you want your events to be incredibly successful and remembered for years to come. A memorable event is one that flows smoothly with every detail carefully orchestrated and meticulously produced with the participant in mind. Successful events do not just fall together; they are the result of hard work, creativity, awareness, and careful attention to detail -- every detail.

Contents:

Intro

Author Dedication

Acknowledgments

SECTION ONE

About This Book

Chapter

1

Introduction

What's New in This Edition?

My Story

2

This Guide Is for You

The Scope of This Book

How and When to Use This Guide

Benefits to the Reader

Intended Audience

Using Checklists and Timelines

What Should We Call It?

Stories and Personal Experiences

Book Disclaimer

3

The Anatomy of an Event

Special and Social Events

Business and Educational Events

Why People Meet

Who Are Your Participants?

Location, Location, Location

What All Events Have in Common

Goals and objectives

Date, time and site selection

Promotion and marketing

Participants/attendees

Agenda

Job of an Event Planner

SECTION TWO

The Big Picture

4

Defining Your Purpose

Goals and Objectives

Possible goals and objectives

Financial Goals

Return on investment (ROI)

Internal ROI

External ROI

5

The Planning Sessions

Designing the Planning Session

High level - goal questions

Timing is Everything

Assigning Roles and Responsibilities

Creating Timelines and Checklists

Timelines

Checklists

Outsourcing

6

Where is the Money?

Creating a Budget

Revenue/income stream

Using sponsorship

Expenses

Fixed costs

Variable expenses

Indirect costs

Breaking even

Accounting Styles

Payment method options

SECTION THREE

Taking Care of the People and the Planet

7

Planning Responsibly

Green Event Planning

Corporate Social Responsibility

Cultural Sensitivity, Diversity and Ethics

8

Planning for the Environment

Is this event necessary?

Think locally

The Green Game Plan

Beyond Recycling

Carbon Offsets.

How does carbon offsetting help fight climate change?

Green Venues and Locations

Ask your participants to participate in green travel!

9

Social Responsibility

Creating Partnerships

10

Culture, Diversity and Ethics

Cultural Sensitivity and Diversity

Ethics

SECTION FOUR

High Level Logistics

11

Get Down to Business

Date and Time Selection

Choose a Destination

Site Selection

Using convention and visitors bureaus

Request for proposal (RFP)

Site Inspections

Outdoor Sites

The ADA

Using a Destination Management Company

Choosing Talent

Speaker/lecturer/instructor

Entertainers

The speaker's budget

Signing a contract

Create the Agenda

Business and educational agendas

Social and special events agendas

Add wellness to your agenda

12

Creating Atmosphere

Room Set-Up and Designs

Registration and ticket sales area

Audiovisual Choices

Access to Wi-Fi

Budgeting your internet access

Audiovisual considerations

Technical support

Program Material and Promotional Gifts

Gifts

13

Food and Beverage Choices

Know Your Audience

Trends Come and Go

Guaranteeing your numbers

Factors that can impact your numbers

Working with the Venue and Caterer

Cost-Cutting Suggestions

General suggestions

Receptions and cocktail parties

Serving wine

Coffee breaks and continental breakfasts

Suggested timelines

Alcohol Liability

SECTION FIVE

Marketing and Networking

14

Promoting Your Event

The Invitation

Put your registration in the invitation

Designing Your Website

Online registration

Reaching Your Target Market

Promoting a Global Event

Visa requirements in flux

Timing

SECTION SIX

Technology Speaking.

Chapter

15

The World of Technology

16

Staying on Top of Technology

Know What You Need

Audiovisual Services and Equipment

Terminology and definitions

Presentation management

Using kiosks

Internet Access

Types of bandwidth

The cost of access

Using Virtual Events

Descriptions of virtual events

Hybrid Events

Technology Trends and a Look Ahead

SECTION SEVEN

Social Media and Social Networking

17

Using Social Media and Social Networking

The Roles of Social Media and Networking

Where to Start

Create and build strategies

Establish goals and objectives

Decide your platforms

Build a following

Measure your success

Importance of blogging (as an example of a platform)

Going Forward

SECTION EIGHT

Cover Your Assets - Contracts, Insurance and Security

18

Contracts

Creating a Contract

Amending a Contract

Expect the Unexpected

Acts of god and force majeure

Signing with Vendors and Suppliers

Privacy concerns

Signing foreign contracts

19

Insurance

Types of Insurance

20

Security Issues

High-Profile Guests

Crowd Control

If Outside Security Firm is Necessary

Data Security

Registration and ticket sales data

Network Protection

Create Your Privacy Policy

SECTION NINE

On-Site Logistics

21

Logistically Speaking

Finalize and Confirm Details

Registration confirmation

Speakers and entertainment confirmation

Arrange pre-event meeting

Finalize transportation needs

Contact vendors and suppliers

Create event binder

Create evaluations forms

Schedule volunteers

Pack a mobile office

Event Materials

Create name badges

Shipping

Shipping tips

Out of country shipping

22

The Day Has Arrived!.

When You Arrive

Rehearsal

Registration Check-in Area

Signs

On-Site Management

Staff and volunteers

Inspect the rooms

At the end of the day

Contingency Plan

23

Wrap It Up!

Pay the Bills

Debriefing

Thank You's

Evaluations

Final Report

24

Resources

SECTION TEN

Appendices

Appendix

A

Tips to Becoming a Great Planner

Associations and Organizations

Trade Publications

Qualities of an Event Planner

Negotiations Skills and Strategies

Potential Employers

Event planning companies

Hospitality industry

The corporate market

B

Planning Session Questionnaire - high level

Designing and Defining Your Event

Task Status Report

Budgeting Costs and Expenses

Speakers/Entertainer Arrangements

Sample Speaker/Entertainer Agreement

Food and Beverage Functions

Quick Reference Guide for Food and Beverage Serving Amounts

Coffee Breaks and Continental Breakfasts

Alcohol Service

Receptions

Room Set-up and Audiovisual Needs

Room Setup Matrix Example

Registration Setup

Designing Your Promotional Material

Social Media/Networking/Marketing

Environmental Checklist for Venue Selection

Planning for a Cause - Social Responsibility

Sample Evaluation Form

Post Event Fact Status Sheet

C

Timeline for a smaller events

Large Event Timeline

About the Author.

Notes:

Description based on print version record.

ISBN:

1-62023-157-3

OCLC:

1097985893