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RPTS 320: Event Planning I
Terms in this set (61)
Where education and entertainment merge
What are the components of constructing an experience?
Similar to writing a play: premise, rising action, climax, conclusion
Describe event choreography
Professional event coordinator crafts a plan that takes the attendees through a structured progression of various sights, sounds, tastes, textures, smells, highs, lows, climaxes, diversions, and discoveries
What are the steps involved with scripting a program? Who would need the script?
A detailed description, script, running order, or agenda including the activities, timing, setting, and if necessary, even the dialogue. Everyone involved needs the script but maybe certain parts or more detailed for technicians and a different outline for the caterer
What are ways to add dimension, diversity and diversion to an event?
The inclusion of entertainment; performances, painters on stage during event, ice sculpt the bar in front of guests, magic, mariachi band etc.
Be able to recognize different presentation formats and where they might be most beneficial to the event.
Format list on page 231: examples// anonymous questioning, dramatization, projects, skit, interview, panel discussion, lecture, coaching, debate etc.
What criteria might you use when selecting and booking speakers and presenters for an event?
Define specific goals and objectives for the inclusion of entertainment and the conditions and restrictions for booking entertainment; they must be comfortable on stage and engage the audience
What are some additional requests that are now being made of speakers to extend the reach of their live presentation?
More and more speakers are being asked to write blogs posts in advance or performing pre- or post event Webinars to extend or reinforce the learning
What are some considerations an event planner would address when selecting and booking entertainment?
Matching the entertainment to the event content and objectives; define the goals/objectives...can be passive, interactive, decorative, instrumental, interpretive, inspirational, musical, verbal...etc.
What is a contract rider?
A list, specific to each entertainer or act of what they require in order to perform or make an appearance; it rides or attaches to a contract and is legally binding
Be familiar with the Typical Performer Guidelines and the importance of having them in place.
Page 243-244 examples restricting alcohol and euphoric substances,
What is an ancillary program? What are some examples?
Events that are outside, on the side, or in conjunction with the main event that the professional event coordination includes to add value to the event that the professional; include tours before/after event, sports and recreational activities, and a broad variety of mini-events within an event
How can ancillary programs support the event?
They give further dimension to the overall event experience and attend to the needs and desires of the guests
What is a companion program? How else may they be referred?
Special programs and events created and coordinated to entertain and occupy accompanying persons while the main event takes place; also referred to as spouse programs, family programs, leisure and partner programs
What elements should be included when planning Children's Programs?
Admission and discharge procedures, activity plans, discipline policy, appropriate personnel, proper insurance coverage
What are enrichment programs and what is the most popular one at this time? What are CEU's?
CEU's are continuing education units; enrichment programs offer enriching experiences - rich in culture and adventure
What are some examples of teambuilding objectives? How does the event planner provide an appropriate teambuilding event for their client?
Page 272. Accepting new ideas, adaptability, fun, goal setting, morale boosting, etc... as the event planner you have to identify and evaluate the client to deem what is appropriate for them
What type of sporting events might be included in an event plan? What are the most common? If you were asked to coordinate a tournament for an event...what are the different types and what would help you determine which one would be most appropriate?
Activities as entertainment options for team building, promote healthy competition; depends on the area and season
What are mini-events? Be able to identify and describe those listed in the book.
Those events held in conjunction with a main event that could be considered stand-alone events in another context
What are some examples of optional tours and trips that may be offered in conjunction with an event? What is the primary purpose of each of these?
They can be offered in conjunction with a main event to enhance, enrich or extend the event experience; these activities are most often made available for those traveling from different parts of the country or the world;
In what ways are mementos and keepsakes important to the marketing objectives of an event?
-Reinforces the messages and purposes of the event as well as enhance its meaning to the recipient
-These products help to build an image, commemorating or recognizing, developing trade show traffic, educating or motivating employees or customers, encouraging attendance/involvement, stimulating sales, introducing new products or services, and promoting safety or other programs.
What's the difference between an award, a prize, a gift, a souvenir memento, souvenir merchandise?
-Award: something earned prior to the event (e.g. public service award, first place in an essay contest, etc)
-Prizes: something earned at the event (e.g. luck of the draw, best costume, etc)
-Gifts: something given to you
-Souvenir mementos: something every guest, or category of guest, is given at the event (e.g. complimentary photo, engraved wine glass, etc.)
-Souvenir merchandise: memorabilia for sale (e.g. commemorative T-shirts, posters, etc.
Why is it so important how contests and competitions are judged?
-As the event coordinator you have to make sure the judging process is impeccable and the entry procedures are clear and concise...it's obvious why it's important people will get pissed if rules are unclear and they lose
What are some ways that you can "put legs on an event"
-To "put legs on an event" is to extend the length of time the message of the event is communicated-- that the more functional or desirable the item, the longer the message will be communicated
-Customized calendar (12-18 months of visibility)
-logo watches or clocks (Hourly reminder)
-Travel alarm clock
-Clothing items (months and years, every time the item is worn)
-The legs, or legacy, will be particularly important to commercial sponsors of an event held in conjunction with their own branding opportunities for recognizing sponsors
What are the four P's of a marketing mix?
-Product: based on the event type, date, location, and theme as well as the target market represented by and representative of the audience, consumer, trends, the quantity required, the quality and availability of items, the cost of production
-Price: the retail price must be match the perceived value of an item to the buyer-- the price your audience will pay, depends on the desirability of the particular item
-Place: Refers to distribution methods and where the products will be sold-- how, when, and where the customer can make a purchase, objective should make it convenient for the buyer to purchase your product at the time and place the buyer wishes to buy
-Promotion: If you are selling products, you must promote those products. Your merchandising strategy should include plans for advertising , promotions, cross-promotions, publicity and the design of the retail outlets
How do you determine what level of medical services should be provided on-site at an event?
Determined by: size, demographics, and expected behaviors of the event population (attendees, participants, staff, volunteers, etc.) as well as the specific health risks associated with the event activities and event site
What are the similarities and differences between safety issues and security issues?
Security- the protection of property from loss or damage
Safety- the protection of people from harm
What are the goals of risk management?
To identify, analyze, and prepare response plans for risks associated with the event project
What does an event planner look for in Risk Analysis?
All potential risks the event could present, and the likelihood and impact of each.
What is the risk response plan and what are the response options?
Avoidance- you do not take the risk at all
Transference- you transfer the risk through insurance, performance bonds, warranties, guarantees, or contractual liability
Mitigation (reduction)- incorporating safeguards into your plan and targeting the linkage or causes that control and prevent the potential severity of the impact
Acceptance (retention)- includes your contingency plans
a central location for all communications, also where all communication should report to and extend from
Plan B! (backup plan for weather, late performers, etc.)
a plan for how to successfully and safely evacuate a building or premises in the event of an emergency
a report of the incident and the specifications of what happened
who can be held liable (responsible) for the incident), most venues require specific levels of insurance coverage, primarily commercial general liability (CGL) aka: public liability insurance which usually protects (so that you're not held liable) your organization if a volunteer, employee or other individual makes a mistake and a patron is injured or has his or her property damaged
the failure to use, either by act or omission, the degree of care that an ordinary person of reasonable prudence would use under the given circumstances (failure to take proper care in doing something)
the exit path that occupants may use to safely exit a building, must be unobstructed, well lit and clearly identified with the proper signage, including doorways, hallways, corridors, passageways, balconies, enclosures, lobbies, escalators, ramps, stairs and stairwells, tunnels, courts and yards
means of egress
the effort and strategy of providing adequate security (protection of property from loss or damage), based on the type, scope and objectives of the event being produced , must be developed for each and every event, even if the event has occurred many times
a "falling domino" collapse of a crowd due to individuals at the front falling, causing those behind to sequentially lose their balance and fall on top
a critical crowd pressure caused by the competitive rush or push of a crowd in pursuit of or toward a desirable objective or individual
a critical crowd pressure caused by the compression of a crowd into a smaller and smaller area due to the absence of a portal or escape
the frenzied movement to escape a real or perceived danger, often including the trampling of those who have fallen in the way
a rapid compression movement in a particular direction caused by a variety of reasons
How does having an organizational chart impact the structure of the communication?
-often used to provide the hierarchy of communications on-site at the event
-the entire event team should be thoroughly briefed on the hierarchy of communications and each person should be provided with a copy of the contact list
-it must be clear to everyone who is authorized to implement contingency and emergency action plans and who will respond to authorities or the media should an incident occur (can be useful in a legal dispute)
What are some examples of communication modes and types of equipment that might be used for risk management?
-alarm bells, e-mail, walkie talkies, megaphones, microphones, pagers, telephones, text messaging, video monitors, etc.
What are three elements/policies and procedures that should be in place with regard to risk management?
-emergency action plan
What is procurement management? What is an RFP? RFQ?
- An equitable method for soliciting, evaluating, and selecting the right vendors for the event project at hand. An established purchasing program that streamlines the process through a systematic approach that relies on sound assessment criteria
-RFP: Request for proposal-- the standard procurement documents for event products and services
-RFQ: Request for quotation-- a tender brief
When creating an RFP or RFQ what should be included?
-Specify the scope, expectations, and outcomes
-Outline the specifications, requirements, and restrictions
-Put the project in context
-Identify the budget parameters
-Define the selection criteria and deadlines
-Ask for (and check) references
In what ways are evaluation criteria and performance reviews important to workers as well as the employer?
- In order to conduct effective performance reviews, you must establish appropriate evaluation criteria
- performance measures are used:
---to establish a baseline measurement
---to measure performance level changes over time (trending)
---to ensure that performance is staying within tolerance limits (controlling)
---to determine problem areas (diagnostic)
---to predict future performance (planning)
- Performance reviews could be linked with advancement or salary/wage increase, but they also should be structured to encourage achievement
What are some ways that you could ensure everyone involved in an event feels appreciated and that everyone's contribution is recognized?
What are some strategies for monitoring personnel, conducting performance reviews, and discipline?
Be able to identify conflict resolution techniques:
Stop, look, and listen - Think before you act; identify the nature of the conflict; do not discount the importance of the conflict to the individuals; recognize the emotional and functional needs of the conflicting parties- people need to be heard
Separate from the situation - Postpone discussion to a different time or place; handle the situation in private; refer to the applicable policies, procedures, and provisions of contractual, collective, or waiver agreements
Be understanding but objective- Remain calm; do not "take sides" ; empathize but stay focused on the goals and objectives of the event
Be reasonable and respectful - Focus on behavior rather than personality; point to solutions instead of pointing fingers; do not shame; allow people to retain/regain their composure and integrity
Seek solutions - Solicit and suggest possibilities; prepare to compromise or to relocate an individual; seek agreement on the change and its timeline.
Follow up - Refer to the appropriate entity; record the details and document discussions; follow up on the agreed-upon solutions
What are the 4 people principles of motivation?
1. All the people are motivated
2. People motivate themselves
3. People do things for their reasons, not theirs
4. People want and need recognition
What is the difference between orientation and training?
-one on one, small groups, large groups
-Introduce new staff etc. to culture of organization
- Discuss mission/vision, structure, scope of work to be done, requirements, administration procedures, accreditation system, emergency procedures, opportunity for development
-Create theme/slogan for orientation
-Provide tools necessary to prepare your human resources to deliver consistent level of service/contributors to success of event
-both recognize benefits and commit sufficient resources to training program
- improved customer/ guest service, increase productivity and skill levels, reduced absenteeism and stress, opportunities for advancement, enthusiasm, event ownership, engagement and greater commitment to teamwork
-employ multiple communication mechanisms that permit trainees to know instructions
What are ways that you can recruit for positions in your company?
-Recruit positions both internally (within the company) and externally (outside the company - job fairs, campus visits, etc.)
What are some ways to find and recruit volunteers for events? What are some reasons that people volunteer?
-Find and recruit volunteers:
Have application to college infor regarding applicant's skills, schedule availability and interests
-types of positions task assignments to be filled, time commitment required for each
-open volunteer recruitment events
-volunteer thank-you event
Reasons why people would volunteer volunteer:
-They care, want to contribute, capable, curious, want challenge, are connected, want connections, are constituents
What are considerations that must be made when selecting vendors for an event?
-Specify needs to be filled
-Determining resources available for each event, consider time, money, personnel
-Products may be outsourced
What is the production book?
"Production book(=operations manual or specifications guide-book)" is your on-site reference and guidebook covering every important facet of an entire event.
What would be included in the production book? Why are they so important to the event planner?
The contents of production book: schedule, directory, and verification documents and documentation. (Figure 14.4, P.409)
- Schedule: a complete schedule of all event components and activities. It should be in at least two formats - chronological in sequence and alphabetical by activity
- Directory: contact list of all vendors and key stakeholders, including names, all possible telephone numbers, mailing, e-mail addresses, and your own contact information
- Verification: all documents, including your proposal, the final contract, correspondence, vendor agreements and purchase orders, floor plans, confirmation, invoices, licenses, and certificates of your insurance
The production book is important to event planner in that it plays a role as an event bible, a compendium of the documentation.
What is the purpose of an event evaluation? What are they often hoping to measure?
Although we can't control the results of event except for only actions, through the evaluation, we can get the information required to devise and implement effective practices and controls that lead to good results.
They often hope to measure opinions, observations, efficiency, effectiveness and return on investment.
typical evaluation methods or techniques. Be familiar with how they are administered and where they might be used most appropriately and why.
ex. There are plenty of food choices available at the XYZ Festival
1. Strongly Agree 2. Agree 3. No Opinion 4. Disagree 5. Strongly Disagree
ex. How was the entertainment at the XYZ Festival?
1. Poor 2. Fair 3. Good 4. Very Good 5. Excellent
ex. Please rank following four items in their order of importance to you, with 1 being the most important and 4 being the least important.
------ Entertainment attractions
------ Food and beverage choices
------ Ticket Price
- Focus group: An open discussion with group of 8-12 people with similar demographics and a trained moderator in a friendly environment; used to discover attitudes, opinions, usage situations, and conscious/subconscious motivations.
- Advisory panel: A representative group of customers offering advice; often used to identify current and future issues important in the marketplace.
- Survey Questionnaire: A series of written open-ended and closed-ended questions used to collect attitudes, opinions, expectations, preferences, demographics, and behaviors; distribution format may be on-site, mail-out, electronic, or Web-enabled.
- Feedback/Suggestions: A card or form allowing individuals to provide positive or negative comments and ideas; often included within surveys as "venting" questions.
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