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Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
Planner Boot Camp Unlv
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Planner Boot Camp Unlv

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Presented in conjunction with UNLV at the Event Solutions 2010 conference. This presentation was modified specifically for this session.

Presented in conjunction with UNLV at the Event Solutions 2010 conference. This presentation was modified specifically for this session.

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  • We are thrilled that you have decided to come join us today. My name is Larissa Schultz and I will be leading today’s program. In addition to my part of the presentation we have some very knowledgable and experienced industry veterans with who are going to share what they know with you. I am anticipating this to be a great afternoon. Event Planning Boot Camp
  • As I stated we have a great agenda planned for you today with wonderful and knowledgeable presenters. Before we move any further, however, I want to point out two main items of this space: Restrooms are located – Emergency exits are highlighted with the signs. In case of an emergency the hotel should sound an alarm and we should head for the emergency exit doors in a calm manner and follow any directions provided by the venue. Objective of today – what we want you to walk away with is an understanding of the basics of event planning. Today’s session will be structured as follows: I will provide an explanation of the differences between a “special event” and a “meeting or conference, etc” We will review what this group has deemed the 8 basics of event planning and will do so in a 5 topic format. Note: There are other “basics” out there, but we determined that these were the main ones. Provide time for question and answer at the end during the program wrap-up. Before I move further I want to check with each of you – why are you here? We benefit by having a group of this size. If you would allow me to just take a few minutes I want to randomly ask each of you – or feel free to share – why you decided to attend. I am going to write your responses down as a reminder to myself and the other presenters on why you are here so we can ensure that we meet your expectations. So, think back to when you were sitting at your desk in your office with your computer in front of you and you found out about this program. Maybe you were planning to already attend Event Solutions for the week and maybe you weren’t sure – what prompted you to want to come here? Event Planning Boot Camp
  • Thank you for your input – this is very helpful. Before I introduce our first speaker I want to take a moment and run through some definitions that we use in the meeting planning industry to help us level-set what we are talking about today. There are four main definitions used to describes these various types of gatherings… According to the Convention Industry Working Guide for Effective Meetings & Conventions an event is an organized occasion such as meetings, convention, special event and gala dinner. Includes sever different yet related functions. Therefore, you can have a meeting (which is an event) – with an event – like a awards dinner. A meeting is an event where the primary activity is to attend educational sessions, participate in meeting, socialize and attend other organized events – like the gala dinners. There is NO exhibit component. So if a meeting has an exhibit component what is it called? Event Planning Boot Camp
  • A meeting – where attendees attend educational sessions, participate in meeting, socialize and attend other organized events – like the gala dinners. But HAS an exhibit component is called a convention Event Solutions is a Convention. So what is a conference – it is a meeting designed for discussion, fact-finding and problem solving – not focused on attendee education but for consultation – they don’t happen on an annual basis like a convention would. Congresses are similar to conference but longer in duration. Confused yet? I know I am. For purposes of this program today I will be using the following terms: Event Planning Boot Camp
  • For today’s program and as we work through each agenda topic, I will more than likely be using the terms “event”, “special event”, “meeting” and “conference” Therefore – when I use these terms here is what my definition of them is: Event or Special Event to mean short-term program either daytime or evening for a special purpose. Meeting, conference & Convention will be used interchangeable to mean in general a multi-day program. Will more than likely not use them in their defined terms according to the CIC. Event Planning Boot Camp
  • So, let’s get started. Agenda for today – there should be one at your seat. Event Planning Boot Camp
  • I am happy and pleased to introduce Gael Hancock who is the graduate program manager at UNLV’s William F. Harrah Hotel College of Hotel Administration. Event Planning Boot Camp
  • Let’s take a quick break for you to check messages or run to the restroom. Please plan on being back here and ready to move on to the next topic by XXX Event Planning Boot Camp
  • Everyone has a blue “Meeting Planning Basics” guidebook. This is something that I put together through the research and presentation I did for my Master Degree at UNLV. The research was geared specifically toward Administrative Professionals tasked with meeting planning, however, the basics listed are beneficial to anyone who is new to meeting planning. If you open the book and flip to the Request for Proposal tab, this is where we will begin. The Request for proposal is your introduction of your program or event to the meeting venue. It is the document that you will use to let the venue know what type of program you are trying to book at their venue, what your needs are, when your needs are needed and any information that is pertinent. Due to the wonderful world of technology – many meeting venues have hotel RFP systems on their websites which allow you to submit your RFP electronically to them. However, to use those you have to go to each hotel website individually. Although I find these to be efficient if you are only looking at 2-3 hotels, I always recommend putting together a complete RFP for each program so you have all the information you need in one place and for historical purposes. Event Planning Boot Camp
  • So what do you put in an RFP? Everything but the kitchen sink Define the general requirements What is the objective of the meeting How many people will be attending or invited to attend Where are they coming from? Will they just attend education sessions? Will they golf, network? Etc. What type of budget do you have? It’s the big picture – not the specifics But – you will include the specifics Actual preferred dates (list optional dates if you have them) How many sleeping rooms do you need – what type? What days will you have food and beverage needs and at what times? Will there be exhibits? Include any history you have for this meeting Has it happened before? If so, where? How many people attended? What kind of revenue was generated for the hotel venue? This is actually important and many people may not want to share financial history – however, providing the hotel and showing them what the benefit is to them helps not only to acquire your preferred venue and dates, but also helps in the negotiation process. If you can’t provide specific financial history – try to at least give a range. Negotiating points We will get more into negotiations in the next agenda topic, however, it is important when putting together the RFP that you provide what is the main focus and what are the important factors. If the hotel is able to meet those needs in their response to the RFP it will make the contract/negotiation section a lot smoother and quicker. Prepare your list of who you are sending it out to and let it fly out. As I mentioned some individual websites have this option or there are a few other ways to send: Individual email to meeting venue staff Companies that specialize in sending out RFPs on your behalf – this is useful if you don’t have the time to sort through all the responses. They send out your RFP, summarize the responses and send you the summary. The cost of this is generally relegated to the hotel – which could affect the rate being offered. CVB’s often send out your RFP to qualified vendors in each city – however, generally the hotel needs to be a member of the CVB to receive the RFP. If you are looking in one city only – this is a great free resource, however, you will need to be very specific with the CVB on who they send to because many times they send it to ALL meeting venues (even some you wouldn’t consider). Event Planning Boot Camp
  • So you send out the RFP and the responses are back – you start to sort through them all to narrow down your options There is a lot to cover in the site selection/site inspection. I am not going to go through all the details of each checklist in the book. However, this step is important to ensuring the success of your meeting. First things first – does the venue meet the objectives of your meeting? Do you need golf, do they have it on-site? Are they offering you your preferred dates? Are their rates in alignment with your budget? Do they have the correct number of meeting rooms you requested? Once you have looked through the paper proposals – I cannot emphasize the importance of seeing with your own eyes the venue and space. “Sometimes things look better on paper” adage holds true. Is it clean? Are the service staff friendly from arrival to departure? Does the meeting space have columns or room obstructions that you can’t see from a floorplan? As the planner you need to experience what the attendees will experience. Event Planning Boot Camp
  • High recommendation/directive – never sign a contract or an event order or any contractual type agreement on behalf of an organization without the explicit written authority to do so. Event Planning Boot Camp
  • You have now selected your meeting venue and you are ready to go to contract. During the RFP stage you should have prioritized your negotiation points Before you start negotiating remember the following: Negotiation can take a long time – so don’t waste it on a large number of hotel venues – negotiate with your top selections Always be up front with the hotel venues – in 14 years of experience my best negotiations come with partnering with my meeting venues and working through our negotiations on an up front and honest level. That in hand with knowing what is important to the meeting and staying focused on meeting those needs and have them prioritized versus the ‘I want to win’ philosophy. So what is negotiable? Everything but the kitchen sink Event Planning Boot Camp
  • Reminder – NEVER sign a contract on behalf of a company without explicit written authorization – have an executive or contracting department handle the actual signature. We are at contract stage – REVIEW IT! Ensure that what you agreed to during negotiations is in there. Make sure the clauses – the legalize like indemnfication, hold harmless, cancellation are mutually beneficial to both parties. Make billing and payment schedules work with your company. Event Planning Boot Camp
  • When going through the site selection/inspection process make sure the meeting before room being offered matches what the objectives of the program are as your set-up will be a direct reflection of the objectives. Make sure the 300 people theater style fit in the room. Flip to the meeting room logistics/set-up tab. Here you will find the basic set-up options available along with pictures of what they look like. There are many more options out there – and our industry has even started to move away from a lot of these and offer versatile types of seating which allow the participants to choose what they want that day. Having all the chairs stacked in a corner – some tables throughout the room and I as an attendee can go get my chair and place it where I want it. Event Planning Boot Camp
  • Audiovisual – this encompasses more than the microphone and the projector. It is everything you need to see and hear the message. I really should have titled this “Audiovisual and Production” You as the planner can’t do it all and I always recommend bringing in a professional at this point. Visual sight lines – not only screen, but speaker, flipchart, whiteboard etc. Event Planning Boot Camp
  • I have seen SO many of these types of presentations used by major corporate CEOs it sends me screaming out the back door. What is the point? You bring in 500 of your top employees and put your ENTIRE presentation up on the screen. As the planner you can help, hopefully or attempt to help – by offering recommendations. I know this won’t work for everyone in their role, but I wanted to make you aware of this. Then they add all the animations in there….its nauseating. Event Planning Boot Camp
  • Minimal words used – just the highlights – Just what matters to the employee Sans serif fonts (like Arial or Tahoma) are easier to read – especially for more experienced eyes Minimal animation – enough to draw attention but not so much to overwhelm. Event Planning Boot Camp
  • Remember Use calculations to accurately determine the square footage and set-up – don’t always trust the hotel charts. Keep in mind what makes the most sense for set-up to meet the objective What type of audiovisual/production equipment is needed? If your attendee can’t see or hear it – you might as well have stayed home and saved the money Event Planning Boot Camp
  • That was a lot of information – Let’s take another break and when we come back we will move into the last 2 topics – their fun! Please be back in the room ready to go by XXX Event Planning Boot Camp
  • It is my pleasure to introduce Robyn Hadden who is the Director of Alumni & College Relations at UNLV Event Planning Boot Camp
  • Thank you Robyn and now our last presentor of the day the fabulous Creative Producer & CEO of Encore Productions who is speaking also during this week at Event Solutions, Mr. Eddie Diaz Event Planning Boot Camp
  • At this time we have a few minutes for any additional Q&A. Event Planning Boot Camp
  • On the back-side of your agenda is a listing of the topics we covered as well as sessions being offered this week at Event Solutions that relate to each topic Event Planning Boot Camp
  • I would like to thank once again our speakers today as well as our sponsor The Master’s Hospitality Administration Executive Online Program at the Harrah Hotel College at UNLV Event Planning Boot Camp
  • Thank you! Event Planning Boot Camp
  • Transcript

    • 1.
      • SPONSORED BY:
      • The Master’s of Hospitality Administration Executive Online Program Harrah Hotel College
      • Sunday, March 7, 2010
      • Versailles Room
      • at the Paris Hotel
      • Las Vegas, NV
      UNLV Planner Boot Camp Event Planning Basics
    • 2. Session Leader
      • Larissa J. Schultz, CMP Owner/Meeting Planner LJS Meeting Strategies, LLC Tel: 310.519.0795 Cell: 562.665.1904 Email: [email_address] Website: www.ljsmeetingstrategies.com Facebook: Larissa J Schultz Cmp
    • 3.
      • SESSION OBJECTIVE:
        • Discuss and review the basics of event planning to create a foundation for the week at Event Solutions
      • SESSION STRUCTURE:
        • Overview of what an event is
        • Review the basics of event planning
        • Provide time for Q & A
      • GENERAL INFORMATION:
        • Restrooms
        • Emergency Exits
      Welcome Program Introduction Overview
    • 4. A meeting, a conference or an event?
      • EVENT = An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related functions.
      • MEETING = An event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is no exhibit component to this event .
      • Source: Convention Industry Council: A Working Guide for Effective Meetings and Conventions
      • (8 th edition)
    • 5. A meeting, a conference or an event?
      • CONVENTION = An event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is a secondary exhibit component.
      • CONFERENCE = Participatory meeting designed for discussion, fact-finding, problem solving and consultation. No tradition, continuity or periodicity is required to convene a conference. Although not generally limited in time, conferences are usually of short duration with specific objectives. Conferences are generally on a smaller scale than congresses.
      • Source: Convention Industry Council: A working Guide for Effective Meetings and Conventions
    • 6. For today’s purposes the definitions are:
      • Event (or special event) – to mean a short term program that occurs for a special purpose either daytime or evening. Either a stand-alone or part of an overall meeting, conference or convention.
      • Meeting, conference or convention – meaning a multi-day program that is either educational-based, networking-based or discussion-based. With or without an exhibition.
    • 7. Agenda
      • Topic 1 – Budgeting
      • Break
      • Topic 2 – RFP/Site Inspection/Site Selection & Contracts/Negotiations
      • Topic 3 – Meeting Logistics & Audiovisual
      • Break
      • Topic 4 – Food & Beverage
      • Topic 5 – Décor & Design
      • Q& A / Program Wrap-up
    • 8. GAEL HANCOCK Graduate Program Manager William F. Harrah Hotel College of Hotel Administration University of Nevada Las Vegas Budgeting A Case Study
    • 9. Break
    • 10. Larissa J. Schultz, CMP LJS Meeting Strategies, LLC Request for Proposals (RFPs) Site Selection & Site Inspection
    • 11. Everything but the kitchen sink
      • Define General Requirements
      • Define Specific Requirements
      • Include Event History
      • Prioritize Negotiating Points
      • Internal: Prepare List of Venues & Send out
    • 12. Let’s take a look
      • Does the venue meet the objectives of your meeting?
      • Do they meet your dates/rates?
      • Do they have the correct meeting space?
      • Check the facility with your own eyes
        • Cleanliness
        • Service staff
        • Room obstructions
    • 13. High Points
      • RFPs
        • Provide as much complete info as possible – type of meeting, history, # of attendees, objectives
      • Site selection
        • Ensure venue fits the needs of the meeting – location, services, amenities
      • Site inspection –
        • See it, touch it, smell it, experience it
    • 14. Larissa J. Schultz, CMP LJS Meeting Strategies, LLC Contracts/Negotiations
    • 15. Negotiate with the best of them
      • Tips for hotel negotiations
        • Provide as much data as possible in RFP to help negotiations
        • Don’t start negotiating until you have your final 2-4 venues chosen
        • Always be up front with the venues
        • Prioritize YOUR negotiating points
      • Negotiable Items (here’s a few)
        • Room rates, suites, upgrades and comp rooms
        • % discounts off of Food and Beverage, audiovisual
        • In-room amenities
        • And a whole lot more….
    • 16. Legally binding
      • Make sure all items negotiated and agreed to are in the contract.
      • Make sure that you or your company can legally agree to all items in the contract.
      • Consult with a professional.
      • Did I mention, consult with a professional?
    • 17. High Points
      • NEVER sign a contract on behalf of an organization unless you are authorized to do so. Refer to executives or contracting department.
    • 18. Larissa J. Schultz, CMP LJS Meeting Strategies, LLC Meeting Logistics & Audiovisual
    • 19. Meet the Logistics
      • Room set-up should be a direct reflection of the objective.
      • Basic options include:
        • Theater
        • Classroom
        • Hollow Square or rectangle
        • Banquet
        • Crescent
        • Conference
        • U-shape
    • 20. What did you say? Where are you?
      • What do you need to see and hear the message?
      • Hire a professional.
      • Ensure visual sight lines.
      • Always plan to have equipment set at least one-hour ahead of start-time for sound checks and testing.
      • Presentation tools (like Power Point) should reinforce or support message not PROVIDE the message.
    • 21. Example - Really?
      • The company is happy to announce that our fiscal quarter year-end balance was above what we had anticipated although revenues were not as high as we had hoped, our expenses were a lot less than expected and therefore, that provided us with the necessary revenue to provide $10,000 bonuses for everyone (see chart).
    • 22. Example -Real
      • Fiscal quarter year – end, let’s celebrate - WE DID IT!
      • Revenue did not meet goal
      • Expenses exceeded goal
      • BONUSES FOR EVERYONE
    • 23. High Points
      • Use calculations to accurately determine how many people can fit in the room based on square footage.
      • What layout makes the most sense to reach the meeting objectives?
      • What type of equipment do we need or don’t need to ensure the message gets communicated?
      • If the attendees can’t hear or see the message being communicated – what’s the point of the event?
    • 24. Break
    • 25. Meeting Planner Boot Camp Food & Beverage Robyn Hadden, CSEP Director of Alumni & College Relations UNLV Harrah Hotel College
    • 26. Event Goals
      • Resort to 5 Ws first
        • Who, What, Why, When, Where
      • Budget
        • Look at similar events in the past
    • 27. Who?
      • Who is coming to the event?
        • Who is being invited?
        • Who is being recognized?
      • Who is producing the event?
        • Corporate event
        • Social event
    • 28. What?
      • What type of event?
        • Reception
        • Breakfast, Lunch, Dinner
        • Gala
        • New Product Presentation
    • 29. Why?
      • What is the purpose of the event?
        • Celebration
        • Recognition
        • Fundraiser
        • Annual
        • Educational
    • 30. When & Where?
      • When is the event taking place?
        • Time of day (morning, lunch, evening)
        • Time of year
      • Where is event being held?
        • Ballroom, off premise, boardroom
    • 31. In Class Activity
      • Using information from the case study, identify the 5 W’s and how they apply to the case study
      • We will use this information to design the food & beverage portion of the event
    • 32. Food Design
      • Start with your senses
        • Just for starters
          • Hear, Smell, Taste, Touch, See
      • Natural cues
        • Corporate colors, colors in invitation, etc.
      • Budget
        • Know how much you can spend
    • 33. Contract
      • Pricing
        • Price per person
        • Tax
        • Gratuity
      • BEO
        • Read it!
      • What is included? What isn’t included?
    • 34. Contract (continued)
      • Don’t forget about…
        • Venue rental fee
          • Included?
        • Additional costs
          • Labor? Use of Linens, etc.
        • Time venue is available
          • When can you load in/out?
        • Corkage
    • 35. Helpful Hints for Menus
      • Vegetarians
      • Religious restrictions
      • Options for reducing pricing
      • Don’t plan the menu according to your taste
      • Utilize the catering contact!
        • They know the space, they know what their team can do
    • 36. Case Study – Menu Design
        • Let’s Brainstorm!
          • Based on the first class activity, now we can start to plan the menu
          • Ideas for a food theme or beverage theme?
    • 37. Questions?
      • Ask me!
    • 38. EDDIE DIAZ Creative Producer & CEO Encore Creations Décor & Design
    • 39. Question and Answer Time Program Wrap-up
    • 40. Find out more this week
      • Budgeting
      • - Monday /7:30 am – A Session with “Dr Ruth” Event Therapy
      • Contracts & Negotiations
      • - Tuesday /7:30 am – A Session with “Dr Ruth” Event Therapy
      • Meeting Logistics
      • - Tuesday /7:30 am – Planning for the Future: Virtual and Hybrid Event Strategy
      • - Tuesday /10:30 am – Experiential Events…
      • Pushing Beyond Four Walls
      • - Wednesday / 7:00 am – Catalyst Conferences: How to Plan and Produce Next Generation Conferences & Events
    • 41. Find out more this week
      • Audiovisual
      • - Tuesday / 7:30 am – Planning for the Future:Virtual & Hybrid Event Strategy
      • Food & Beverage
      • - Tuesday / 9:00 am – Food & Beverage Trends Coast-to-Coast
      • Décor/Design
      • - Monday / 9:00 am – Wedding Design from Concept to Completion
      • - Monday / 1:30 pm – Steal These Ideas
      • - Monday /3:00 pm – Design Workshop
      • - Monday / 4:30 pm – Event Design Trends in Your Market
      • - Wednesday / 7:00 am – Deconstructing Design  
    • 42.
      • TO OUR SPEAKERS:
      • Gael Hancock
      • Robyn Hadden
      • Eddie Diaz
      Thank you
    • 43.
      • TO OUR SPONSOR:
      • The Master’s of Hospitality Administration Executive Online Program Harrah Hotel College
      Thank you

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