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Event Planning: The Ultimate Guide To Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events

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en Limba Engleză Carte Hardback – 24 Apr 2009

For event planners, there s no such thing as a dress rehearsal!

Any event you plan and stage is a reflection of your organization s image from the initial invitation to onsite operations. Whether you re planning a product launch, conference, sales meeting, an incentive event, or a gala fund–raiser, remember that the magic of a truly memorable event is in the details, but so is the devil. Whether your event is for 50 or 2,000 people, whether it has a budget of a few thousand dollars, or hundreds of thousands, it has to be perfect. Fully revised and updated, Event Planning, Second Edition, gives you a blueprint for planning and executing special events with flair and without any unexpected surprises and expenses. This unique book is loaded with practical advice on:

 

  • Choosing the best venue
  • Preparing and managing the budget, with sample costing forms included
  • Scheduling, staffing, and collaborating with other related professionals
  • Coordinating food and beverage, décor, entertainment, and themes.

 
It s still the comprehensive guide that it always has been, but much has changed in the industry in recent years, and this new edition of Event Planning includes:

 

 

  • Changes in security planning since 9/11
  • Innovations in technology and how they can improve or ruin an event
  • How to stage an environmentally friendly event
  • New and updated examples and case studies of where things went right and wrong
  • Event Risk Assessment What You Need to Consider before Contracting
  • How keep your budget on target and where to find hidden surcharges
  • Ways on how to ease airport stress and make air travel  a pleasurable part of the participant s event experience
  • When and When Event Planners and their Suppliers will need Work Visas
  • What you need to include in your client s event history in order to design your next event so that it maximizes your client s return on their event investment
  • A companion website with downloadable versions of the checklists, additional forms and tools, author Q&A, and more at www.wiley.ca/go/event—planning.

 
What you don t know or know to ask can have a major effect on the success of your event and on your budget. Event Planning takes you behind the scenes and through every aspect of organizing and executing a successful event: the planning stages, timing and logistics, budget preparation, operations, and on–site management, providing practical tools for anyone who has to plan and execute a truly special event:

 

 

  • Corporate in–house event planners
  • Public relations and communications companies, and their clients
  • Marketing and corporate communications professionals
  • Fund–raisers and not–for–profit organizations
  • Professionals in the hospitality and entertainment industries.
  • Business professionals in charge of planning and handling their company s events

 
Praise for Event Planning 
"Allen is a good teacher. Wise planners will add Event Planning to their personal reference library as a useful working guide."
Meeting Professional Magazine
"A blueprint for executing events for 50 or 2,000, with budgets of a few thousand dollars to hundreds of thousands."
Success Magazine
"Event Planning will save beginning event planners from plenty of heartbreak and headaches."
Lisa Hurley, Editor, Special Events Magazine
"Event Planning gives readers a blueprint for planning and executing special events with flair. Consider the book as preventative maintenance."
Sales Promotion Magazine
"A guide to well planned events. Event Planning is a must for any PR maven."
Marketing Magazine
"This book will be a help to all event planners, from rank beginners to seasoned professionals. It provides excellent guidelines as well as helpful details."
Katherine Kossuth, Director of Operations and Special Events, Canadian Film Center
"Sometimes a name just says it all. That′s the case with the updated second edition of Judy Allen′s Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives, and Other Special Events. Allen not only delivers on the title′s comprehensive promise, but also addresses changes in the industry since the first edition was published in 2000, such as the increased role of procurement and the growth of virtual events. Each chapter provides tips and sample checklists and outlines the paths to follow and the pitfalls to avoid in every aspect of meeting planning, from venue selection to on–site execution."     Corporate Meetings and Incentive Magazine / MeetingsNet.com
"I recommend that Judy Allen′s book, Event Planning: The Ultimate Guide 2nd edition, become your Bible for approaching your next affair, whether it′s a meeting, conference, incentive travel function or fundraising gala. My copy has highlighting on virtually every page. Yours will, too. After you′ve read this book (or one of ten others she′s authored), you′ll be an expert on creating unforgettable events your attendees will enjoy and remember for a very long time."     Dave Egan, Head Writer, Writers Direct Group
 
For downloadable versions of the checklists, additional forms and tools, author Q&A, and more, please visit our companion website at www.wiley.ca/go/event—planning.
 

 

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Specificații

ISBN-13: 9780470155745
ISBN-10: 0470155744
Pagini: 417
Ilustrații: illustrations
Dimensiuni: 161 x 227 x 36 mm
Greutate: 0.67 kg
Ediția: 2nd Edition
Editura: Wiley
Locul publicării: Hoboken, Canada

Public țintă

Event planners, Professionals in the hospitality and entertainment industries,   Marketing and Corporate Communications professionals,   Public relations firms and incentive houses, Industry associations

Textul de pe ultima copertă

For event planners, there s no such thing as a dress rehearsal!

Any event you plan and stage is a reflection of your organization s image from the initial invitation to onsite operations. Whether you re planning a product launch, conference, sales meeting, an incentive event, or a gala fund–raiser, remember that the magic of a truly memorable event is in the details, but so is the devil. Whether your event is for 50 or 2,000 people, whether it has a budget of a few thousand dollars, or hundreds of thousands, it has to be perfect. Fully revised and updated, Event Planning, Second Edition, gives you a blueprint for planning and executing special events with flair and without any unexpected surprises and expenses. This unique book is loaded with practical advice on:

 

  • Choosing the best venue
  • Preparing and managing the budget, with sample costing forms included
  • Scheduling, staffing, and collaborating with other related professionals
  • Coordinating food and beverage, décor, entertainment, and themes.

 
It s still the comprehensive guide that it always has been, but much has changed in the industry in recent years, and this new edition of Event Planning includes:

 

 

  • Changes in security planning since 9/11
  • Innovations in technology and how they can improve or ruin an event
  • How to stage an environmentally friendly event
  • New and updated examples and case studies of where things went right and wrong
  • Event Risk Assessment What You Need to Consider before Contracting
  • How keep your budget on target and where to find hidden surcharges
  • Ways on how to ease airport stress and make air travel  a pleasurable part of the participant s event experience
  • When and When Event Planners and their Suppliers will need Work Visas
  • What you need to include in your client s event history in order to design your next event so that it maximizes your client s return on their event investment
  • A companion website with downloadable versions of the checklists, additional forms and tools, author Q&A, and more at www.wiley.ca/go/event—planning.

 
What you don t know or know to ask can have a major effect on the success of your event and on your budget. Event Planning takes you behind the scenes and through every aspect of organizing and executing a successful event: the planning stages, timing and logistics, budget preparation, operations, and on–site management, providing practical tools for anyone who has to plan and execute a truly special event:

 

 

  • Corporate in–house event planners
  • Public relations and communications companies, and their clients
  • Marketing and corporate communications professionals
  • Fund–raisers and not–for–profit organizations
  • Professionals in the hospitality and entertainment industries.
  • Business professionals in charge of planning and handling their company s events

 
Praise for Event Planning 
"Allen is a good teacher. Wise planners will add Event Planning to their personal reference library as a useful working guide."
Meeting Professional Magazine
"A blueprint for executing events for 50 or 2,000, with budgets of a few thousand dollars to hundreds of thousands."
Success Magazine
"Event Planning will save beginning event planners from plenty of heartbreak and headaches."
Lisa Hurley, Editor, Special Events Magazine
"Event Planning gives readers a blueprint for planning and executing special events with flair. Consider the book as preventative maintenance."
Sales Promotion Magazine
"A guide to well planned events. Event Planning is a must for any PR maven."
Marketing Magazine
"This book will be a help to all event planners, from rank beginners to seasoned professionals. It provides excellent guidelines as well as helpful details."
Katherine Kossuth, Director of Operations and Special Events, Canadian Film Center
"Sometimes a name just says it all. That′s the case with the updated second edition of Judy Allen′s Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives, and Other Special Events. Allen not only delivers on the title′s comprehensive promise, but also addresses changes in the industry since the first edition was published in 2000, such as the increased role of procurement and the growth of virtual events. Each chapter provides tips and sample checklists and outlines the paths to follow and the pitfalls to avoid in every aspect of meeting planning, from venue selection to on–site execution."     Corporate Meetings and Incentive Magazine / MeetingsNet.com
"I recommend that Judy Allen′s book, Event Planning: The Ultimate Guide 2nd edition, become your Bible for approaching your next affair, whether it′s a meeting, conference, incentive travel function or fundraising gala. My copy has highlighting on virtually every page. Yours will, too. After you′ve read this book (or one of ten others she′s authored), you′ll be an expert on creating unforgettable events your attendees will enjoy and remember for a very long time."     Dave Egan, Head Writer, Writers Direct Group
 
For downloadable versions of the checklists, additional forms and tools, author Q&A, and more, please visit our companion website at www.wiley.ca/go/event—planning.
 

 


Cuprins

Preface xiii
Acknowledgments xxiii
Chapter 1: The First Steps: Initial Planning & Budgeting 1
Determining Your Event Objectives 4
How Much Can You Spend? 5
Event Vision 7
Event Vision Q&A 17
Design Objectives of the Event Experience 24
Initial Planning 33
Visualization 38
Monitoring the Budget 41
Event Design Principles Checklist 45
Event Experience Design Objectives 45
Chapter 2: Organization and Timing 47
Critical Path 47
Function Sheets 52
Timing 58
Date Selection 67
Critical Path Checklist 73
Charting Your Critical Path 74
Chapter 3: Location, Location, Location 80
Site Selection 81
Location Requirements 90
Hotels and Convention Centers 93
Restaurants, Private Venues, Catering 98
Theaters 99

Tents 101
Gala Openings in New Venues 107
Contracts 108
Location Q&A 110
Move In Requirement Checklist 126
Event Suppliers Setup Logistics Checklist 128
Event Suppliers Teardown Checklist 131
Chapter 4: Transportation 133
By Air 136
By Land 140
Transportation Q&A 148
Transportation Checklist 164
Chapter 5: Guest Arrival 166
Guest Arrival Q&A 169
Fanfare 182
Fanfare Q&A 184
Registration: Guest Pass Security and Ticket Pickup 193
Registration Q&A 194
Guest Arrival Checklist 201
Chapter 6: Venue Requirements 202
Room Requirements 203
Room Requirements Q&A 203
Staging, Audiovisual, Lighting 208
Staging, Audiovisual, Lighting Q&A 213
Lighting–Specific Q&A 221
Venue and Event Supplier Checklist: Room, Venue and Supplier Requirements, and Contract Terms and Conditions 222
Chapter 7: Who s It All For? 226
Know Your Guest Demographics 226
The Guest List 230
Invitations 234
Media 240
Media Q&A 241
Children at Your Event 242
E–vites, CD and DVD Invitations 244
Event Websites and Event RSVP Websites 246
Chapter 8: Food and Beverage 247
Examples of Texas Theme Parties with Different Energy 248
Food and Beverage Considerations 251
Menu Planning 255
Staffing 294
Charitable Donations 297
Chapter 9: Other Considerations 299
Entertainment 299
Entertainment Q&A 301
Photographers and Videographers 308
Photographer Q&A 311
Themes and Programs 317
Final Touches 327
Staff , Supplier and Entertainment Work Permits 330
Event Risk Assessment 335
Conclusion 340
It s a Wrap! 340
Applause! Applause! 349
Your Next Event 350
Appendix A: Sample Cost Sheets 352
Appendix B: Sample Payment Schedules 376
Appendix C: Sample Function Sheets 384
Index 403


Notă biografică

Judy Allen is one of the world s leading authorities on staging, event and lifestyle design and the bestselling author of ten books for the professional, business and consumer markets. Allen, a master of creative design, has flawlessly executed successful special events corporate, social, and celebrity for up to 2,000 guests at a time in more than 30 countries around the world. She has designed and produced memorable events such as Disney s worldwide theatrical opening–night gala for Beauty and the Beast, and the orchestration of Oscar–winning director Norman Jewison s 25th anniversary celebration for Fiddler on the Roof.
Highly skilled in staging events that are strategically designed to be one–of–kind experiences and a master of transforming the energy of an event environment by engaging the senses with trademark primary design principles, Allen has worked closely with CEOs, CFOs, presidents and their executive staff around the globe to create, implement and oversee their corporate and social business events.
The many diverse events that Allen has designed and executed extend from complex one–day events to elaborate arrangements of theme productions taking place over the course of a week. These events ranged from very exclusive VIP events to multimillion–dollar, multimedia fantasy extravaganzas including seven new–car product launches and involved high–tech stage and show productions.
Allen, and her 2jproductions (www.2jproductions.com) partner, Joe Shane, are now bringing their dynamic creative energy, innovative style and perceptive insight to home, life and lifestyle design and world class resorts around the world through Sensual Home Living (www.sensualhomeliving.com) and other initiatives.