General Overseer of Details – Robin M. Ware, CMP
Why Be An Event Planner
There are few jobs that offer so many benefits.
As an event planner (also known as a special
events planner, meeting planner, events
coordinator, or events organizer) you will have a
job that is fun, interesting, and rewarding.
No special education or experience is necessary
to break into event planning and succeed.
There’s enough business for everyone! Types
of Events to Plan
Inaugurations Film festivals
Academy Awards Grand openings
Award events Holiday events
Board of directors meetings Meetings
Book launch events Music festivals
Car rallies Neighborhood block parties
Charity fundraisers Parades
CD release parties Political rallies
Children's festivals Product Launch
Client appreciation events Restaurant openings
Conferences Social events
Employee/Volunteer recognition Seminars
events Sports events
Exhibitions Store grand openings
Fashion shows Trade shows
Fairs Other types of events
Why Be An Event Planner?
Event planners are needed for all of these events.
There are tons of opportunities! Event planners
also work on thousands of smaller events.
You may become a niche planner. I specifically
handle the faith based market. You may want to
handle high end baby showers or bridal events.
What type of clients exist?
Corporations Convention centers
Country clubs Non-profit
Theme parks organizations
Hotels and resorts Event planning firms
Cruise lines Casinos
Professional Sports Ad Agency’s
Team Media Outlets
Hourly or Billable fees
Flat fees (or project fees)
Cost-plus (charging clients a fee based on
the cost of the event)
On-site event management fees only
Commissions paid by vendors
Traits of a Great Event Planner
Detailed – the devil is in Generous
the details… Savvy
Staff (min. Graphic Etiquette
Designer/Publicist/Assis- Well Read
Technical (Smart Contact)
Savvy/Microsoft Office Use Autoresponders
What We Do?
You will need an Agency Scope.
I have titled mine, What We Do…
It includes all of my pricing…
It includes all of my “specialties”
Wisdom – master something well versus
being average at a lot of things.
Deciding What Clients to Assist:
Ask tons of questions.
Be persistent until you get the clarity you need.
Take plenty of notes.
Ask for expectations in writing.
Ask for monthly assessments.
Be clear on who you are reporting to and or ultimately working for.
Put EVERYTHING in writing.
Copy EVERYONE on emails.
Do not enter in vendor contracts on behalf of your client. Put all vendor
contracts in the name of your client.
If it walks like a duck and quacks like a duck, it’s a duck! Believe people for
who they tell you they are. If someone tells you they are type A personality
and you know you don’t work well with that type, then believe them and be
very prayerful before you decide to take them on as clients.
Now You Are Hired as the Event Planner! Here
are your first steps:
Step 1: Determine the objectives of the event.
Step 2: Sketch out a program.
Step 3: Establish a Budget.
Step 4: Perform a Site selection.
Step 5: Read contracts.
Step 6: Fine-tune the budget.
Step 7 Market your event/meeting.
Step 8: Pay attention to details.
Step 9: Be alert!
Step 10: Review what happened.
Inviting and Hosting
Follow Protocol – send requests in writing.
Business is business.
Obtain the Rider or Hosting Information
Detailed samples are in my book, Hosting
Bishop John Doe Ministries
PO Box 5643 ~ Silver, MD 44528 ~ 555.555.1234 ~ 555.555.1234 fax
HSOTING INFORMATION SHEET FOR BISHOP JOHN DOE
Date: February 6, 2008
To: Guest Church EVENT DATE: Sunday April 27, 2008
Re: Anniversary Services
Attn: Robin Ware
Attendants: Bishop John Doe and Clyde Jones (musician and armor bearer)
ARRIVAL/DEPARTURE DATES & TIMES: (Will be forwarded to you)
Our office will arrange our travel with our personal travel agent. Upon completion your office will be contacted
to secure the payment of the travel within 24 hours. Failure to do so, may result in an increase of fares.
TRAVEL / GROUND TRANSPORTATION:
Bishop Doe’s office will review and forward selected travel itineraries to you. You would be responsible for securing two
airline tickets [one (1) First Class for Bishop Doe and one (1) Economy Class for Bishop’s travel companion]. Confirmation
numbers should be forwarded to Bishop Doe’s office as soon as possible.
Please arrange for limousine transportation along with a representative from your ministry to greet Bishop Doe and travel
companion at the airport. Please provide Bishop Doe’s office with the name and contact number of the person that
will be greeting him. Also provide any additional details he might need to know in order to expedite his pickup.
We ask that your office provide hotel accommodations in an area and facility of premium quality, such as the Four
Seasons, Renaissance, Westin, JW Marriott etc. Please advise if these options are not available. Bishop Doe reserves the
right to select a hotel that meets these standards but may not be located closest to the venue. YOU WILL BE
RESPONSIBLE FOR (1) KING SUITE and (1) KING NON-SMOKING ROOM for BISHOP & HIS ASSISTANT. Please
have room checked in and room key available prior to greeting Bishop Doe at the airport.
Bishop Doe typically receives $2500 - $5000. He trusts and believes that those who
have extended an invitation to him will be led by the Holy Spirit in their giving.
Please make all honorariums payable to JOHN DOE MINISTRIES.
FOOD & BEVERAGE REQUESTS:
Bishop Doe prefers not eating heavy prior to ministering. Fruits, salads, and light
finger foods are sufficient. He enjoys chicken, fish and most vegetables. Drinks:
Coke and water. When Ministering he drinks room temperature water.
AUDIO & VISUAL REQUESTS
Please provide Bishop Doe’s travel companion with one (1) video/DVD and one (1)
audio cassette of the service(s).
A small quantity of books and tapes will be sent ahead. It would be most
appreciated if your office could arrange for someone to handle the sale of these
materials. Funds collected and remaining product should be mailed or given to
Bishop Doe’s traveling companion at the end of the evening.
We agree to allow the Host to “sell” the audio and video tape of Bishop Doe.
However, all master rights belong to Bishop Doe and Host understands that all sells
may only be done the night of the ministry engagement.
Prepare personal itineraries for each guest.
Cover every hour of the day.
Here’s a copy of an Itinerary I prepared for
a recent event:
Pastor Lisa Scott
* * * * * *
william h. murphy, iii
And The Entire
dReam Center church family
Pastor Lisa Scott
ON THE OCCASION OF
HER VISIT ON
Friday, April 24, 2009
as we host our
“Leadership Retreat ”
The dReam Center church of ATLANTA
661 Rockbridge Road
Apr 23, 2009 Apr 23, 2009
528 San Antonio Texas DFW Dallas/ Fort Worth
AMERICAN AIRLINES 08:30 AM 01:50 PM
Apr 23, 2009 Apr 23, 2009
AMERICAN AIRLINES 1490 DFW Dallas/ Fort Worth ATL Atlanta
04:00 PM 07:10 PM
8:30am Depart San Antonio, TX – AA #418
1:50pm Arrive in Dallas
4:00pm Depart Dallas to ATL – AA #1490
7:10pm Arrive in ATL
Elder Jane Smith and Elder Scott Harrison will be at the top of the escalator at
the entrance of baggage claim to receive Pastor Scott. They will have signage that
reads “the dReam Center church of ATLANTA welcomes Pastor Scott”
8:00pm Arrive at the Westin Perimeter Atlanta 7 Concourse Parkway, Atlanta GA,
Friday, April 24, 2009
6:15pm Transport to the dReam Center church by Elder Jane Smith and Elder
7:30pm Worship Service begins
7:45pm Pastor Scott ministers for 60 minutes
8:30pm Worship Service concludes with Pastor Murphy closing out
8:45pm Worship Service ends
9:15pm Transport back to the Westin Perimeter by Elder Jane Smith and Elder
Saturday, April 25, 2009
6:30am Transport to Atlanta Airport by Elder Jane Smith and Elder
7:35am Depart to Cincinnati via AA #2081 - 9:40am
Flight Arrives in Cincinnati, Oh
Elder Jane Smith and Elder Scott Harrison
Event Contact Numbers
director of Helps Ministry Robin M. Ware
Transportation Scott Lone 770.396.9884
dReamStore Lisa Jones 770.396.9884
77 degrees – high
52 degrees – low
20% chance of rain
The Westin Perimeter Atlanta Hotel
7 Concourse Parkway
Business Attire On behalf
We say THANK YOU!!!!
Is it worth it to invite Oprah to your event?
Is it worth it to invite President Obama to your
Is it worth it to invite Chaka Khan to your event?
Is it worth it to invite Tina Marie to your event?
Understand that when you invite celebrities, it is
going to cost you more than travel,
accommodations and an honorarium. Let’s
discuss what’s entailed:
What is a suitable honorarium.
Please refer to Chapter 6 page 26 of
Hosting Church Folk.
Once the Pastor shares a Audio
Office of the
guest is confirmed, the Visual
event becomes official COO/Chief Music
Of Staff Dept
and Special Events
manages it. SPECIAL
They are responsible for EVENTS
EXCELLENCE in Office of the Security
planning. First Lady Dept
Poor Communication Transportation
Food Service Hospitality/
yields chaos! Ushers/
Assign Captains for each area.
Each Captain should coordinate their area
and their team.
Each Captain reports to the Event Planner.
All Captains should understand that they
are Event Planners too.
Assign Captains for: Vendors
Hospitality (gifts, courtesies, Hosting – adjutants, airport
Green Room, catering- all meals, drivers, reserving of rental cars,
beverage stations and personal
items requested by guests) Ground Transportation, Security -
Marketing - flyers, billboards,
parking, personal safety, finance)
internet, website, Social Bookstore (product for guests,
Networking, radio, tv and print CD/DVD Sales)
media Finance - budget,
Pastoral Care – maintenance of reimbursements, offerings,
the vision and Special Guests registration monies, product
Music – pre, during and post sales, insurance
Audio Visual – graphics, lighting, Sponsorships
Timeline for a
Robin M. Ware, CMP
12 - 9 months- Contact local CVB to secure space in host city. Confirm
dates, city & state, hotel availability & confirmation of speakers, program
projection/outline, budget projection, and form conference teams. Update
church calendar of events on website. Create sponsorship levels and
forms. Hold staff and team meetings monthly.
8-6 months - Select registration system and set up system; Brochure draft;
notify state & city officials, identify host church to work with if event is out of
state; confirm volunteer needs; set up banking/registration movement of
monies; follow-up/speakers for confirmations; program follow-up;
volunteer, report of all conference teams. Identify team captains. Request
proclamation or key to city if event warrants; establish marketing plan
5 months - Registration opens, implement marketing
Event Timeline con’t:
4 months - Begin meeting with team captains monthly and plan 1st volunteer
meeting; budget projection updated, follow-up on registration, update on speakers.
Mail 1st advertising campaign. Hold staff and team meeting bi weekly.
3 months - Hold 1st volunteer meeting. Order materials, supplies, registration bags,
etc. Contact of conference information mailed, confirmation of travel and lodging of
guest, report from all conference teams. Internet marketing should begin. Billboards
should go up. Hold staff and team meeting weekly.
3 months - Hotel & registration monitoring; volunteer count, 2nd mailing of
advertising; commercial, media & news advertisement; finalizing all travel & lodging
of special guest, completion of program movement w/confirmation of all program
participants, confirm and follow-up of all ordering; report of all conference teams.
2-1 month - 3rd volunteer meeting., team conference call, monitoring of hotel count
and registration; completion of registration bags (etc), heavy rotation of commercials,
media etc., review of program movement, participants, final walk-thru of conference
venue, final report w/detailed information of all team areas, confirmation with finance
& administration; local television advertising should be in heavy rotation
1 month -Visit local churches to advertise. Do radio blitz with live interviews with
speakers and or host pastor. Solidify budget. Final confirmation with vendors what
services you need from them. Send deposits to vendors
2 weeks - Complete Itineraries for guest speakers and send to their offices including
their accommodations, ground transportation, adjutant name and contact and
schedule while your guest. Purchase gifts for speakers. Live radio interviews take
place with host and key speakers. Email event script and timeline to staff and
vendors. Meet with staff and team leaders daily.
1 week -Host Pastor records welcome message on CD to be played in car while
transporting guest to host hotel. Create welcome packet to give to guest upon
arrival. Get certified checks for guests/artists that request. Cut honorarium checks
for others. Secure VIP parking with hotel or venue for special guests
Day Of - Check in each guest room. Have welcome gift placed in each room along
with Welcome Packet from church. Secure VIP parking for guest or limo service.
Once at event, present honorarium check to guest before or after they minister.
Confirm return time to hotel.
Two Days after Mail thank you notes to special guests and vendors
7 Days after -Report final budget and attendance numbers
14 Days after - Have recap meeting with volunteers and staff to review the good, the
bad and the ugly
30 Days after - Pay all vendors that were net 30
Book the travel according to the agreement.
Are you booking coach, full coach or a first class
When booking a group consider group travel –
min of 10.
Verify the number traveling for ground
Rent a van if necessary for luggage.
Working with Venues
Arrive with a wish list.
Do not bring your committee. Bring one other person
Know your event history (room block pick up numbers and
space used) and your clients payment history.
Know your client’s reputation. The event world is small.
The first person to speak loses! State what you want and
then be quiet. Silence is golden. Typically the first person
to speak concedes.
The Fine Print
Exercise – we will review the contract in
your folder for this exercise.
1. What budget would you quote your client
budget if you were to use this venue?
2. There are 8 negotiation points in this
agreement. List them.
Online Event Registration Systems
Pay Pal – works for “quickie” events that don’t require a lot of
fanfare. Use this if you just need a quick payment option for a
Reg Online – great for more formal events. If you want to
present a more professional image, use this option. It has a
lot of bells and whistles! This is my personal favorite. Contact
me to get more info on this system. I’m a retailer for this
CVENT – works well for large events. Very pricey though.
ACTEVA – works well for educational type events.
EMS – works well for churches to use to manage their event
Question and Answer
Review questions that were turned in at the
beginning of the session.
The Ware Agency ATLANTA
P.O. Box 673692
Marietta, Ga 30006