EVNT_0101_Wk2_presentation_audio

What does a professional event planner do? : 

What does a professional event planner do? EVNT 0101 SLCC WK 2

Overview : 

Types of Events & Meetings Meeting vs. Event Strategic Meetings Management Program (SMMP) Basic roles and responsibilities of an event planner Practical Application Overview

Types of Events & Meetings : 

Conferences Generally bring together people who have a shared discipline or industry, usually for educational reasons. Conventions (or Congresses, as they are known in Europe) - Are assemblies of delegates to formulate a platform, select candidates, and sometimes take legal action. They also focus on a common topic or issue and tend to be larger than conferences. Expositions (Open to the general public) and Tradeshows (by invitation only, usually to members of an organization) are designed to communicate services and products to consumers and members. Special Events These events can cover a wide variety of areas such as awards banquets, community programs, concerts, fairs and festivals, fund raisers, gala dinners, hosted parties, parades, political rallies, public shows, road shows, sporting events, tradeshows, tributes, and weddings. Corporate and Institutional Meetings These meetings are for those from the same company or organization. They include board, staff, and sales meetings and focus on information exchange, problem solving, and decision making Types of Events & Meetings

Meeting vs. Event : 

Sponsored by an organization or institution Purposes include: information gathering, information sharing, and collaborative work exchanges Typically have a set audience (employees of a company, workers in a specific industry or job, etc) Attendees typically share a common purpose for attending Higher profile than meeting Focuses on a unique occasion Can be by invitation or open to the public Attendees attend events for a variety of purposes Note: Many meetings include events. Example: A week long educational seminar beginning with a “get to know you” social event. Meeting Event Meeting vs. Event

Basic roles and responsibilities of an event planner : 

Strategic Meetings Management Program (SMMP) Project Manager Contract Negotiator and Procurement Expert Event Project Designer Event Management & Execution Payment reconciliation Technology Specialist Reporting Specialist Financial Analyst Risk Management Basic roles and responsibilities of an event planner

Strategic Meetings Management Program (SMMP) : 

Define – the problem or what it is you are planning Identifying and engaging stakeholders Selecting “sponsors” Measure the assets (spending, processes, policies, and staff) Conduct internal stakeholder interviews and surveys Compile and analyze historical data Research available suppliers Analyze (SWOT – Strengths, Weaknesses, Opportunities, & Threats) Identify process efficiencies Plan risk management methodologies Discover cost savings and avoidance opportunities Build the framework for the program Review the research findings Analyze ROI (Return on Investment) Build a case for the event Implement the SMMP Educate, market, maintain, and improve the new environment Strategic Meetings Management Program (SMMP) National Business and Travel Association. (2008). Building a strategic meetings management program (SMMP) (2nd ed.). Retrieved October 22, 2009 from http://www2.nbta.org/Lists/Resource%20Library/BuildingStrategicMeetingsManagementProgram_SecondEdition.pdf.

Slide 7: 

National Business and Travel Association. (2008). Building a strategic meetings management program (SMMP) (2nd ed.). Retrieved October 22, 2009 from http://www2.nbta.org/Lists/Resource%20Library/BuildingStrategicMeetingsManagementProgram_SecondEdition.pdf.

Project Manager : 

Define the scope also called “Meeting Registration”. Determine the available resources. Create a timeline. Assemble a team if necessary. Set project milestones and check-points. Create task lists. Develop a “working” plan. Make any adjustments necessary to the “working” plan. Work the plan. Continuously evaluate the plan. Monitor progress. Record everything possible. Keep stakeholders informed. Evaluate performance. Project Manager

Contract Negotiator and Procurement Expert : 

Availability When there are a lot of suppliers and little business the planner has more of an advantage (“off-peak season”) When vendors/suppliers have an abundance of business the planner has less of an advantage (“peak season”) Stakeholder criteria are met Cost vs. budget Quality Return on Investment (ROI) Terms of service Vendor and supplier review and selection Negotiation Contract review and risk assessment Note: Ask for everything up front before the contract is signed because you have the “upper-hand” at this point. Once the contract is signed the vendor has the advantage. Considerations Steps Contract Negotiator and Procurement Expert Note: Good book on Negotiations – “Getting to Yes” by Fisher, Ury, and Patton

Event Project Designer : 

Setting event/meeting goals and objectives Goals: what you hope to achieve overall Objectives: the actions you will take to reach the overall goals Giving the event/meeting an identity Event/meeting should be easily identifiable and memorable Logos, colors, catch phrases, jingles, etc Selecting a theme Simple or complex Can address purpose or can be for entertainment Unifies attendees Event Project Designer

Event Management & Execution : 

Planning Set-up Day-of management Registration Vendors Events or Meetings Issue resolution Oversight Wrap-up Event Management & Execution

Payment reconciliation : 

Reviews Contracts Bills Payments Service Orders and receipts Balances Budget Payments (down-payments, incremental payments, and final payments) Tracks Payments Payment methods (credit card, account, cash, check, etc) Payment reconciliation

Technology Specialist : 

Identifies and uses technology to manage the event or meeting’s planning and execution. Microsoft Project FASTBook Thriva Microsoft Excel Microsoft Access Custom Databases Others Identifies and procures technology to assist with the event: Registration software Websites Wifi Projectors and screens Microphones Speakers Etc Can perform basic troubleshooting and understand how technologies used work/function. Technology Specialist

Reporting Specialist : 

Creates reports with data collected from the planning, execution, and evaluation of an event. Stakeholders Attendees Vendors/suppliers Accounting Workers, volunteers, etc Qualitative reporting Non-quantifiable data Examples: Attendees felt the accommodations were superior on average, Stakeholders felt connected to the planner Quantitative reporting Numbers; information that is quantifiable Example: 105 of 210 attendees stayed at the hotel Technology to generate reports from databases Microsoft Access Microsoft Query Analyzer Crystal Reports Others Reporting Specialist

Financial Analyst : 

Performs various financial calculations to: Predict costs Measure costs vs. benefits Measure return on investment Calculate cost savings Identify areas for improvement and areas of efficiency Financial Analyst

Risk Management : 

Identifying and Assessing risks Controlling: Approvals Flow of money Legal liabilities Expectations for vendors/suppliers Insurance Risk Management

Practical Application : 

Practical Application

Setting the Scope : 

The “how” and “what” of the meeting or event Considerations (basics): Define the event or meeting deliverables Define the overall purpose of the event or meeting Define the targeted audience Define the services that will be provided Scope creep – when the project grows or wanders outside of the set scope Don’t let your event or meeting control you! Setting the Scope

Defining Goals and Objectives : 

Goals Use the SMART method Specific Measurable Attainable Realistic Timely The event marketing will cost no more than $100 and will involve printed flyers delivered to the target audience’s mailboxes no later than October 31, 2009. Objectives Use action words Only one action per objective Greet each attendee within 20 minutes of arrival Secure donations from no less than 50 attendees Stay on the set schedule Defining Goals and Objectives

Gaining Approval : 

Define the stakeholders (a person who has a “stake” in the outcome of the project) Event planner Sponsor Various “department” heads Survey stakeholders to collect their desires and vision for the event/meeting. Using the collective vision and desires create a scope, goals, objectives, timeline, budget, and baseline plan for your event/meeting, as well as the various responsibilities of each team member and/or stakeholder – called a “charter” Provide stake holders with your “charter” and have each sign off; formal sign offs are always better than informal. Gaining Approval

Selecting a Site : 

Considerations Budget Availability Cost Quality Location Criteria (amenities, services, space, staff, etc) Liabilities, site requirements, and vendor options Contractual “non-negotiables” Always consider more than one site when possible and compare each site side-by-side, tables work great for this. Select a site based on what fits the needs of your event best. Selecting a Site

Permits : 

Permits can be for a variety of things including but not limited to: Site (location) Sound Parking Number of attendees Purpose for gathering Food and beverage service Type of event Permits are typical obtained from the city offices of the city where the event will be held: Parks and Recreation Department Police Department If you are using federal land such as a national park or state land such as a state park usually you will need to contact the office of the government with oversight for that particular location. Usually the site has an information office or desk that can help point you in the correct direction. Permits