EM : LU 4 EVENT PLANNING

OUTCOMES Define Event Planning Explain/Apply: ◦Event Planning ◦Event Programming (difference 2 programme of events?) Event Elements to consider Logical Sequencing Production Schedule & Timeline Reverse Planning Theming (The Concept; Purpose; Process) Catering Styles (Dietary Requirements) Beverages Services

LONGEST PROCESS Practical Skills to acquire: ◦Event Environment ◦Timelines ◦Critical Paths ◦Logical Sequencing ◦Reverse Planning ◦Production Schedules

DEFINE EVENT PLANNING A Continuous process By which events are designed And Various Actions are Shaped To in the end: Achieve event Success Manual Pg 59 Explain & Apply Definition

EVENT ELEMENTS Manual Pg 60 – Class Exercise

LOGICAL SEQUENCING? Critical Path Scheduling The Timeline Reverse Planning Manual Pg 62 Manual Pg 64 Manual Pg 63

CRUCIAL REVISION EXERCISES! Go to Page 76 in the Manual 2 complete: ◦Exercise 9.1 ◦Exercise 9.3 ◦Exercise 9.4

DONT GET CONFUSED.. Event Progamming = Project/Production Schedule Progamme of Events = Guests’ programme of the event happening.

EVENT PROGRAMMING Manage the development/planning of the event Follow the event programme when the event is held Shut down the activities after the event Manual Pg 65 Manual Pg 66

Case Study Read : Pg 67 bottom 4 Staff, 2-2 work together for major setups. Estimated Times to Do Tasks: 30 min unload trucks 55 min per table setup (10 places, chair covers, flowers, candles) 45 min serving station setup 60 min photo corner setup (decor, lights) 45 min DJ setup 45 min DJ sound check Client/Agency walk through 45 min before start Use Reverse Planning to finalize your Production Schedule

THEMING.. To use an Overarching Topic to Tie all the event elements together, to create a holistic impression. The Gold Thread WHY? Fun/Experience/Memorable/Holistic Experience/Communicate Specific Message/Build Team Work Client Meeting Questions : Pg 71

CATERING... 3 Types In House/On Premises Catering ◦Use kitchen at Venue, Only Catering option, Venue Outside Catering/ Off Premises Catering ◦Come from outside onto venue, bring own equipment (if necessary) staff etc. Concessionaire ◦Mobile catering : Kitchen trailer like a hotdog/vetkoek/ice cream truck.

SPECIAL DIETARY REQUIRMENTS Gain info BEFORE event Manual Pg 72

Singapore airlines pg 73

BAR/BEVERAGES CASHPAID BAR/BEVERAGES CASHPAID Consider: ◦Pay for ALL drinks? ◦Set limited (ceiling) for free drinks ◦Pay all the way ◦Free Entry ◦VIP Drinks ◦Non alcoholic options (mocktails/water etc) ◦Inform guests before hand

REVISION EXERCISE 9.2 and 9.5