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  1. 1. Event Planning Proposal for Summit Musical Instrument Tradeshow December 20,2014 Prepared by: Ana Marie Somoray Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422
  2. 2. April 10, 2014 Mr. Mark Mendoza Chairman Summit Incorporated Dear Mr. Mendoza, Thank you for allowing Monsterdizer the opportunity to send this proposal for Summit Tradeshow . We would be grateful in assisting you to organize your event and make it a success. In line with this are the let me provide you the initial proposal for the said event: Event Name : Summit Musical Instrument Tradeshow Date : December 20, 2014 Venue : Robinson’s Galleria Proposed Budget : Our team genuinely looks forward to possibly working with you. Thus if you find this proposal suitable. I will be very pleased to discuss the details with you any time at your preferred meeting place. Rest assure that Monsterdizer will surpass your expectation.I will keep in close contact with you throughout the whole process to ensure that we are always on the same page. As with all of my events, I be setting up a meeting with you, all vendors, and myself several weeks prior to the event date to make sure everyone is in understanding of how everything is to go. I will also be supplying you with all final decisions for approval. Please feel free to contact us or visit our office through the contact number and address below. Best Regards, Ana Marie Somoray – Event Coordinator Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422
  3. 3. Mission Statement To increase share of customers and getting current customers to buy more musical instruments Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422
  4. 4. Our Team Monsterdizer Inc. has provided high-quality event planning services for 18 years. We carefully listen to our customer’s wishes, understand their vision and do everything we can to exceed our customers expectations. No matter how big or small the event will be, we go above and beyond to make the planning process enjoyable and our customers’ event day as unique and memorable as possible. Ana Marie M. Somoray Event Coordinator • Talk with clients about events and offer suggestions to ensure their requests can be met • Negotiate the type and costs of services to be provided, in line with a budget • Organise the venue and • Ensure that it is appropriately set up, with regard to seating and decor • Consult with management to ensure adequate staff members are rostered for duty, and with catering staff to plan the menu • Consult with service providers such as entertainers and transport companies Marilyn Trajano Assistant Event Coordinator • Coordinate staff to ensure the programme of events occurs on time (for example, speeches and the serving of food and refreshments) • Oversee work by contractors and report on variations to work orders • Find solutions to any problems that arise concerning services or programmes provided • Advise senior management on matters requiring their attention and implement their decisions • Follow up with clients to arrange payment and, after the event, to evaluate the service provided • Collect and analyse data on projects undertaken, and report on project outcomes. Monsterdizer Inc.
  5. 5. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422 Community Impact This event will help the companies to increase the number of customers and encourage the customers to buy more musical instruments
  6. 6. Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422 Regulations MANAGEMENT 1. The management reserves the right to reject or prohibit exhibitors at their discretion or to relocate exhibits or exhibitors, when in their opinion such moves are necessary to maintain the character and/or good order of the show 2. The management reserves the right to make such changes, amendments and additions to the rules and regulations as shall be considered necessary to the proper conduct of the show. Interpretation of the rules and regulations shall rest with the management and their decision shall be final. 3. Approval of show management must be acquired prior to the distribution (for sale or promotion) of any food or beverage products. 4. In the event the building should be destroyed by fire or the elements or if any circumstances whatsoever should occur which might make it impossible for the management to permit exhibitors to occupy the premises or if the show be cancelled, the exhibitor shall pay for space only for the period the space was or could have been occupied by such exhibitor, and the management will be in noway responsible for any claims or damage, which might arise in consequence thereof. A refund of all monies received from the exhibitor will be made by the management in the event of this show not being held as proposed, and the management shall bereleased from any and all claims for damages or otherwise 5. The management does not offer exclusivity to any exhibitor. EXHIBITOR 1. All cancellations must be received in writing. A refund will be issued for cancellations received by February 28th, 2014 less a 25% admission fee. There will be no refund for cancellations received on or after March 1st, 2014. 2. Booth decor shall be only as provided for in the contract or obtained from Superior Show Services. 3. All electrical wiring over and above that provided in the contract shall be at the exhibitor’s expense. 4. It is agreed that the space shall not be sublet without written permission of the management.
  7. 7. Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422 Marketing Proposed promotional tools are the following: 1. Billboards 2. Posters 3. Fliers 4. E-mails 5. Social Media
  8. 8. Monsterdizer Inc. 7 Magiting St. Teacher’s Vill. Q.C 921-61095 / 09179325422 Theme Big bold presence in this event is the branding or theme of the event. The proposed title of the event is “Soundbite” which means “appropriate sound of music”. Proposed slogan is “ Think Soundbite” and a proposed logo is a “soundwave”
  9. 9. Types of Meetings and Events What’s the difference between a seminar and a workshop? A trade show and an exhibition ? With all the different meeting terms it can get quite confusing! If you happen to plan meetings it pays to get your terminology right, that’s why we here at eVenues put together this handy list of all the types of meetings and events. If you see a term we missed just email us at and we'll include it! Annual General Meetings: An Annual General Meeting (AGM), or a shareholders meeting, is a large gathering held by publicly traded companies. These meetings are held in order to let shareholders ask the board of directors questions about a company’s health, as well as to elect new members to the board. Board Meetings: While the term “Board Meeting” technically means a gathering of a company or organization’s board of directors, to us a board meeting really is a gathering of decision makers. At this gathering, important facts are presented and decisions are made as to the best course of action to take in the coming months. Further Reading: Effective Board Meetings Breakout Session: At a convention or conference, breakout sessions are meetings (workshops, seminars, or presentations) intended for small groups. These meetings can be held in smaller meeting rooms within a convention center or hotel as well as off-site meeting and boardrooms. Business Dinners and Banquets: These are generally formal celebrations organized by a company or organization to celebrate achievements within the organization and to boost employee and member morale. Depending on the size of the organization, these dinners may be a small gathering at a local restaurant or conducted in a large hotel banquet hall or unique event space like an art gallery or museum. Conference: Although “conventions” and “conferences” are terms that are used interchangeably, the meeting industry standard definition of a conference is of a meeting of a shorter duration than a convention and designed to meet a specific objective. See: Convention.
  10. 10. Further Reading: What is a Conference? Colloquium: A colloquium can be best described as an “academic networking event.” Participants are often experts in a given field and they meet to informally present and exchange new ideas. Some academic programs require participation in a colloquium in order to complete the program. Further Reading: What is a Colloquium? Conclave: Conclaves are meetings conducted in secret. In general, conclaves are used to describe “closed door” meetings between individuals who have a certain level of power or influence. One of the most famous conclaves is the Papal conclave, where cardinals meet to elect a new pope. Congress: While most Americans generally associate the word “Congress” with the legislative branch of government, a congress can also a large group of individuals who meet on a regularly scheduled basis, often to make decisions through a debate and voting process. Consumer Shows: A consumer or gate show is a trade show that’s open to the general public. These shows generally have an entrance fee. People interested in learning about the latest products (electronics, automobiles, etc) often go to consumer shows. Further Reading: What is a Consumer Show? Conventions: A convention is an a large gathering of people with a shared interest (usually professional or fandom related). These events are often recurring, and are usually scheduled at a specific time each year. Conventions usually have keynote speakers, as well as presentations that familiarize attendees with advancements or trends within a their particular field of interest. See: Conference. Further Reading: What is a Convention? Exhibitions: An exhibition is a trade show that focuses on B2B businesses. Expo or Expositions: An expo is a large scale exhibition or trade show often conducted on an international level. One of the most common examples of an expo is The World’s Fair. Fairs: A fair is a trade show or expo organized for the purpose of exhibiting arts and crafts, industrial products and agricultural products, but more local and on a smaller scale. Unlike
  11. 11. most trade shows, entertainment and fair food (think fried twinkies and french fry studded corn dogs!) are often a major draw. Functions: A social gathering or party, sometimes of a ceremonial nature. A function is usually one or one of several gatherings that contribute to a larger event. See also: Galas, Business Dinners, Fundraisers: A fundraiser can be a party, dance, dinner organized for the express purpose of raising money for a cause or organization. Galas: A gala is a large scale dinner gathering or party that often includes entertainment and/or awards ceremonies following dinner. See also: Function , Business Dinner "Green" Meetings: "Green" meetings are events produced with sustainability in mind. When planning an event considerations are made concerning the use of water, electricity, fuel as well as the consumption of renewable products as opposed to disposable products. Further Reading: Why Green Meetings Matter International Events: According to the meeting industry standard definition, an international event is any event where 15% or more of the participants come from out of the the event’s host country. Meetups: A meetup is an informal meeting or get-together organized for people with similar interests. These interests can be anything: dating, networking, board games, romance novels, meditation, hiking, wine tasting–just to name a few. Most meetups are associated with, a website that provides listing services for meetups. Further Reading: The Quick and Dirty Guide to Networking Events: Organizing or sponsoring a networking event can be a great way to raise a company or individual’s profile within a certain community. Networking events can run from informal schmooze and booze affairs at a local bar to fully fledged galas complete with an open bar. Party: A generic term for any social gathering. Plenary or General Sessions: A large meeting open to all people attending an event. These sessions often kick off a large conference orconvention before it begins. Political Events: Political events are organized to raise awareness or funds for a particular candidate or cause. Democratic and Republican national conventions, the largest political events in the U.S. are organized to energize the base and bring in delegates from each of the 50 states. Further Reading: An Inside Look At Political Event Planning
  12. 12. Press Conferences: Press conferences are often organized by newsmakers (most often in politics but also in business and in sports) to make an announcement or to field questions by press who happen to be invited to the conference. Product Launch Events: Product Launches are often large scale events whose organizers invite journalists, bloggers and social media influencers to witness the very first unveiling of a company’s product. A successful product launch will often include a venue that is unique to the product being used. Further Reading: Product Launch Events Receptions: In the meetings industry, receptions refer to a social function where light refreshments are served, usually buffet style. Receptions are often informal, and attendees will usually stand up and socialize rather than sit down at a table. For weddings and other social events, receptions are informal celebrations or gatherings that follow a more formal ceremony. Retreats and Team Building Events: Retreats can be anything from go-cart races to ski trips to ropes courses. Essentially the purpose of the retreat is to get team members to know each other better and thus be more efficient as a team. Seminars: In business, seminars are meetings organized to inform a group of people about a specific topic, or to teach a specific skill. Expert speakers and teachers are usually invited to speak on topics like personal finance, investing, real estate, web marketing, and many others. See Workshop. Further Reading: What is a Seminar? Shareholder’s Meetings: See Annual General Meeting. Social Events: A large gathering organized to celebrate major life events and religious ceremonies. Common social events include: anniversaries, weddings, birthdays, and bar/bat mitzvahs. Symposiums: Symposiums are meetings organized so that experts in a given field can meet, present papers, and discuss issues and trends or make recommendations for a certain course of action. Trade Shows: Trade Shows are an opportunity for companies to exhibit some of their latest products, as well as yet to be released prototypes to journalists as well as others in the industry. See also: Exhibition, Consumer and Gate Shows, Expo. Workshops: The terms “workshop” and “seminar” are used interchangeably. While both are education focused events, workshops generally have more hands-on and group activities. Workshops
  13. 13. are better for teaching skills that require interactivity and individual participation to learn. See: Seminar. Further Reading: Planning a Workshop MEETINGS: Event Planning Checklist: Easy Guide for Conferences, Trade Shows and More Steve Thompson, Yahoo Contributor Network Aug 1, 2011 • MORE: • Event Planning • Trade Shows • Trade Show Booth FlagPost a comment Trade shows, seminars, conferences, and other events are valuable ways to connect with potential customers and vendors, but they also throw a wrench into daily operations. If you haven't carefully planned every aspect of the event, you won't be able to enjoy yourself. Instead, you'll be running around the venue, taking care of last-minute tasks that could have been covered beforehand given sufficient preparation. Whether you're planning a booth at a trade show or an entire conference for 10,000 attendees, the planning stage should start as far in advance of the event date as possible. Dedicate a notebook exclusively to event planning, preferably one with ring tabs so you can add documents as you go along. Keeping everything in one place will help organization tremendously. Registration Invitations. The most important aspect of event planning is making sure you have a decent turnout. If you send invitations early, more people will be able to rearrange their schedules or block off the dates of your event.
  14. 14. Deadlines. If you don't give invitees a date by which they must register, most attendees will register as late as possible. This makes every other part of the event planning process more difficult, so set firm deadlines. Confirmations. At any given point in time, you should know how many people have registered for your event. Make sure you have different categories of registration in your records if applicable. For example, when planning a trade show, keep a list of booth reservations as well as a separate list of people who are attending without a booth rental. Payments. If your event requires some type of registration fee, keep a log showing who has paid and who hasn't. Venue Capacity. Even if you don't think your event will sell out, it is still a good idea to know how many people your chosen venue can accommodate. Keep in touch with the event coordinator at the venue so he or she knows how many attendees to expect. Floor Plan. Most venues, such as conference centers and hotels, can provide event planners with the layout of the space they will be using. Use this to decide where everything will go, from signage to booths, to furniture. Electrical Outlets. Where are they, and are there any requirements for their use? Let the venue representatives know what type of electronic equipment you will bring, such as projectors, speakers, or computers. Parking. It is a good idea to include parking information on invitations. Event planners will also need to know where they can park to load and unload equipment, especially if large trucks or trailers are used. Check-In. If your event will require attendees to check in prior to entering, find out where the best space for this is. Make sure there is enough room for tables with merchandise, pamphlets, educational materials, or other items you might want on display.
  15. 15. Concessions. Many events, such as trade shows and conferences, run all day for several days in a row. Attendees (as well as event organizers) will want to purchase food and drink to sustain them over the course of the event. Find out if the venue has a concession area. Payment Processing Credit Cards. If you intend to accept payment from attendees at the event, you might want to sign up for a merchant account so you can process credit card payments. You will also need a POS terminal or other equipment. Cash. Someone should be in charge of all cash payments during the event. Appoint a treasurer and make sure he or she is informed about accounts receivable policies. Inventory. When selling merchandise at an event, you will want to keep careful record of inventory. Not only will this make it easier to wrap up afterward, but it will help you determine the success of the event. Schedule Speakers. If your event will feature speakers, it is important to provide them with a time slot so attendees know where and when to go to hear those speeches. Find out how long the speaker will need (or set a time limit for all speakers), and add fifteen minutes or so to each one. It isn't uncommon for these things to run behind. Breaks. Back-to-back activities are a nightmare in event planning. Make sure to schedule breaks between activities so attendees and organizers can catch their breath and get to know one another. Concurrent Activities. Sometimes it isn't possible, but event planning is all about strategy. Try to avoid scheduling concurrent activities where attendees might have difficulty choosing between them. Marketing Web Site. Build a web site that provides interested parties with all relevant information about the event. Speaker bios, past event photos, online registration, and maps to the venue are all important. A simple one-page web site is often sufficient and easier to manage. Word of Mouth. Encourage people to tell their friends by offering discounts for referrals.
  16. 16. Flyers. Post flyers in public places around your town, such as at the post office and supermarket. Direct mail flyers are sometimes effective if you are able to target a relevant demographic. Keeping It Together Event planning is an acquired skill, one that will develop as you get used to the rhythm of organizing them. The most important thing is to write everything down and to double-check data before you rely on it. Remember that employees and volunteers are worth their weight in gold. As the event draws nearer, delegate some of your own duties so you can concentrate on pulling off the event. Source: