Practical tools and expert advice for professional event planners Before planning an event, there is much to be done behind the scenes. Proposals must be written, fees and contracts negotiated, and safety issues considered. This book goes behind the scenes to explain every aspect of organizing and strategic planning for events. Comprehensive coverage includes: preparing proposals, setting fees, designing multicultural events, and using efficient new technologies. Also included are practical tools such as sample letters of agreement, sample layouts for client proposals, forms, and checklists.…mehr
Practical tools and expert advice for professional event planners Before planning an event, there is much to be done behind the scenes. Proposals must be written, fees and contracts negotiated, and safety issues considered. This book goes behind the scenes to explain every aspect of organizing and strategic planning for events. Comprehensive coverage includes: preparing proposals, setting fees, designing multicultural events, and using efficient new technologies. Also included are practical tools such as sample letters of agreement, sample layouts for client proposals, forms, and checklists. Professional event planner Judy Allen offers first-time or professional event planners all the top-class advice they need to make their special events come off without a hitch.
Judy Allen is highly regarded as an expert in the field of event planning. She is founder and President of Judy Allen Productions, a full-service event planning production company that specializes in consulting on strategic event design, as well as in designing, producing, and orchestrating special events worlwide. Judy has created special events in over thirty countries for up to 2,000 guests at a time. She has designed and produced memorable events such as Michael Eisner's theatrical premiere for Disney's Beauty and the Beast, and coordinated Norman Jewison's 25th anniversary celebration for Fiddler on the Roof. The events she has done range from very exclusive VIP events to multimillion-dollar, multimedia extravaganzas such as new car product launches. Judy has been involved not only in event design, but also in multimedia stage production and show flow. Judy is the author of Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events (John Wiley & Sons, 2000). She has written a series of weekly columns on event planning for the New York Post Page Six.com, and is a frequent contributor to industry publications such as Meetings and Incentives Magazine. Judy Allen can be reached at judyallen@on.aibn.com.
Inhaltsangabe
Preface xi Acknowledgements xvii Chapter 1: The Strategic Planning of Event Design 1 External Objectives 2 Internal Objectives 4 Day One Client Itinerary 12 Day Two Client Itinerary 15 Day Three Client Itinerary 19 Day Four Client Itinerary 21 Day Five Client Itinerary 23 Day Six Client Itinerary 24 Day Seven Client Itinerary 25 Chapter 2: Preparing the Proposal 27 The Proposal Request 28 The Qualification Meeting 29 The Proposal 30 Proposal Preparation: The Initial Steps 31 Making Contact With Key Suppliers 33 Proposal Preparation 44 Chapter 3: The Body of the Proposal 47 Cover Letter 49 Destination Review 53 Transportation Requirements 59 Hotel Information 63 Day-by-Day Detailed Itinerary 75 Grid 85 Cost Summary Sheet 86 Detailed Program Inclusions 87 Program Options and Enhancements 109 Company Profile 113 References 113 Backup Material 114 Bringing It All Together 115 Chapter 4: Management Fees 119 Four Types of Fees 120 Chapter 5: Contractual Negotiations With Suppliers 143 Negotiating With Suppliers 148 Chapter 6: Client Contracts 171 The Three Rules of Contracts 172 Areas Covered in the Client Contract 173 Payment 174 Liability and Responsibility 177 Dates and Other Details 180 Food and Beverage Hazards 182 Technical Riders and Other Requirements 185 Doing Your Homework 188 Chapter 7: Safety and Security 191 Travel Information 194 Checklists for Out of Town Events 198 Ensuring Client Safety 199 Other Safety Issues 202 New Areas of Consideration for Safety and Security 203 Chapter 8: Event Planning Technology Tools and Emerging Trends 205 Event Planning Technology Options 206 Chapter 9: Multicultural and Foreign Event Planning 221 Local Customs, Protocol and Etiquette 222 Religious Beliefs 227 Local Cultural and Political Matters 227 Chapter 10: Event and Program Branding 231 Establishing a Brand 231 The Branded Image 235 Program Branding 236 The Branding Commitment 239 Protecting the Client's Image and Standards 240 Chapter 11: Conclusion 243 Appendix 247 Sample Proposal/Senior Management 276 Sample Proposal/Incentive Sales Group 312 Index 325
Preface xi Acknowledgements xvii Chapter 1: The Strategic Planning of Event Design 1 External Objectives 2 Internal Objectives 4 Day One Client Itinerary 12 Day Two Client Itinerary 15 Day Three Client Itinerary 19 Day Four Client Itinerary 21 Day Five Client Itinerary 23 Day Six Client Itinerary 24 Day Seven Client Itinerary 25 Chapter 2: Preparing the Proposal 27 The Proposal Request 28 The Qualification Meeting 29 The Proposal 30 Proposal Preparation: The Initial Steps 31 Making Contact With Key Suppliers 33 Proposal Preparation 44 Chapter 3: The Body of the Proposal 47 Cover Letter 49 Destination Review 53 Transportation Requirements 59 Hotel Information 63 Day-by-Day Detailed Itinerary 75 Grid 85 Cost Summary Sheet 86 Detailed Program Inclusions 87 Program Options and Enhancements 109 Company Profile 113 References 113 Backup Material 114 Bringing It All Together 115 Chapter 4: Management Fees 119 Four Types of Fees 120 Chapter 5: Contractual Negotiations With Suppliers 143 Negotiating With Suppliers 148 Chapter 6: Client Contracts 171 The Three Rules of Contracts 172 Areas Covered in the Client Contract 173 Payment 174 Liability and Responsibility 177 Dates and Other Details 180 Food and Beverage Hazards 182 Technical Riders and Other Requirements 185 Doing Your Homework 188 Chapter 7: Safety and Security 191 Travel Information 194 Checklists for Out of Town Events 198 Ensuring Client Safety 199 Other Safety Issues 202 New Areas of Consideration for Safety and Security 203 Chapter 8: Event Planning Technology Tools and Emerging Trends 205 Event Planning Technology Options 206 Chapter 9: Multicultural and Foreign Event Planning 221 Local Customs, Protocol and Etiquette 222 Religious Beliefs 227 Local Cultural and Political Matters 227 Chapter 10: Event and Program Branding 231 Establishing a Brand 231 The Branded Image 235 Program Branding 236 The Branding Commitment 239 Protecting the Client's Image and Standards 240 Chapter 11: Conclusion 243 Appendix 247 Sample Proposal/Senior Management 276 Sample Proposal/Incentive Sales Group 312 Index 325
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