PR Event Management Summary

1. Event Planning For DUMMIES

2. SO YOU THINK YOU CAN PLAN??? I HOPE YOU ARE READY BECAUSE YOU GOT A LONG WAY TO GO...

4. Human Resources

5. Art

6. Festivities Expert

7. Accounting

8. Box Office

9. Salesman

10. Public Relations Practioner

11. Graphic Designer

12. Caterer

13. Program Administrator

14. Stylist You are DEFINITELY going to need to be knowledgeable in ALL these areas

15. LESSON #1 Know Your AUDIENCE

16. Know Your Target Audience In order for you to have a successful you have to know what kind of people you are dealing with. An perfect event for one group may not be the same for another one.

17. To Help With Your Audience Satisfaction Try these tips: Research and Develop Client External Relationships Pay attention to the smallest details. (People Notice) Choose a direction to your event and attack with passion The event could be: Educational, Energizing, Enlightening, or Engaging Look for different things to make your audience standout E.I. Personalize and Customize as much as possible

18. Lesson #2 LOCATION LOCATION LOCATION

19. Location, Location, Location 1 of the MOST IMPORTANT THINGS to consider when planning an event!!!

21. Proximity

22. Where the location of the event in relation to its environment.

23. Cost

24. How much will the location cost $$$ (site cost included)

25. Size

26. How much room do you need per person?

27. Facilities

29. Lesson #3 So you’ve got your location down so…what’s next… KNOW YOUR VENUE

31. Having no power is no fun

32. Be weary of Space and Time guidelines in the contract.

33. Keep in mind the feeling you want to convey in relation to your venue.

34. Know the smallest details

35. Carpeted or Not

36. Number of Columns in the room

37. Possible isle paths for entrance and exits

39. Transportation

40. Make sure you take care of any special vehicles needed to transport participants.

41. Parking

42. Get parking passes IN ADVANCE (if needed)

43. Is there going to VIP parking

44. Is the parking area will lit

45. Will media have special parking

47. THEME Things to consider Time of year Site Name & Logos Atmosphere Lighting Props Party Favors

48. Invitations/Promotional Materials Save the date cards Themed reminders about the event Make sure your invitation set the mode for the event It’s the first time your audience see’s or hears about your event Determine whether the event be Invite only General Admission

49. Lesson #5 DECIDE IF THERE WILL BE FOOD AND BEVERAGES AT YOUR EVENT.

50. Food And Beverages Most venues will work with you when it comes to food in their venue. Make sure the food matches or adds to your event. If alcohol is being served make guidelines to ensure order. Make sure you are there for every step of the food and beverage process.

52. How much are you going to spend.

53. Kitchen space and location

54. Number of guest

55. Type of Event

56. Will there be Appetizer/Courses served

57. How will your food be served

58. Self-service

60. LESSON #6 SO HOW MUCH IS THIS GOING TO COST YOU

61. Money Project a budget first Preliminary budget frame your event vision NEVER MIX EVENT MONEY WITH YOUR MONEY. If you don’t have the money make it work with what you have.

62. Event Budget Things to consider when creating your budget Expenses Focus of the Event Site Cost Refreshments/Food Programs Promotion materials Income Pre-sold/Day of tickets Vendor spaces Raffle tickets etc.

63. NOW THE MAIN EVENT HELPFUL HINT: Show about one hour before the first person or group is suppose to be there just in cause

65. Venue Set-up

66. Prop pick-up

67. Furniture Placement/Removal (if neeeded)

68. Food Delivery (if needed)

69. Place any outside and/or outside Promotional Materials

70. Copies of any contracts or written correspondence

71. Be prepared to handle any last minute adjustments

73. CLEAN UP Clean up begins once the last dish is cleared. At this time, you want to re-announce prize winners to come pick up their prizes. Also announce the ending of the meal. Make sure to check every inch of the venue and location while cleaning Generally you want your venue and location to look like it did when you first arrived. (at least) Make sure all trash is taken to the negotiated areas

74. Closing the Event Make sure procedures for securing any types of keys are made clear and followed. The event manager should be the last one to leave.

75. THE END Now you know the BASICS of event planning.

76. Special Thanks To Professor Andrews I really enjoyed your class this year you’ve actually turned to my career plans around with this class and I just want THANK YOU FOR BEING AWESOME. 