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Course Criteria
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This is an overview of the event planning industry, a new and fast-growing career field. Emphasis will be placed on the characteristics and skills of a good event planner. Participants will be introduced to the basic components of planning an event - site selection, budget, food and beverage, contracts, promotion and management as well as time management, networking, relationship-building and customer service skills as they relate to the industry.
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Creating a good design for an event is the single most important indicator of its success. Establishing event goals, knowing the audience, establishing a structure and timetable, selecting outstanding activities, speakers, sites and menus all must fit with customer/client resources and needs. Participants will learn how to research resources, set agendas, secure appropriate support, and design a valid evaluation process for the event. Everything must flow smoothly from the event design.
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All planned events must work within a given budget, whether it's a small or large one. Participants will learn the basics of good budget planning and monitoring. Budget tracking systems, funds management, financial statements and controls will be addressed as they relate to the industry. Also included is fixed and variable expense analysis, i.e.: how to determine those hidden factors that can greatly influence the budget (such as permit charges, taxes, gratuities, etc.) Balancing the event budget and meeting costs is critical to return business.
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Building solid relationships with client, resource, consumer, government and municipal constituency groups is one of the most important aspects of event planning. Participants will gain basic business communication skills, while learning how to assess the market and customer motivations and design a marketing plan. The arts of negotiation, compromise, and persuasion are critical to finalizing necessary event contracts. Finally, participants will learn how to handle the legalities and liabilities associated with event planning contracts and activities.
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The process of planning dining events should be a creative, yet well researched and designed one. Elements presented will be: food and beverage delivery options, nutritional issues, service timeframes, pricing, refreshment breaks, alcohol licensing and liabilities. Also discussed will be meetings with chefs, and negotiating the details of the meal with clients. Participants will learn how to guarantee return business by creating the right dining atmosphere and outstanding meals while staying within budget.
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Even though prior planning has been extensive, management of a major event takes a great deal of super- vision, communication, follow-up and evaluation. Participants will learn how to identify key personnel, design a communication system, formulate contingency plans, handle registration and payment systems, arrange transportation, set up media, implement a safety and security plan, provide hospitality, and create effective signage for the "event day." Effective "post-event" activities, such as evaluations, contract payments, travel expenses, and budget balancing will be addressed as well. An event-planning internship can be arranged for interested participants.
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