EM : LU 4EVENT PLANNING

OUTCOMES

Define Event PlanningExplain/Apply:

◦Event Planning◦Event Programming (difference 2 programme of

events?)Event Elements to considerLogical SequencingProduction Schedule & TimelineReverse PlanningTheming (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 designedAnd Various Actions are ShapedTo 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 bottom4 Staff, 2-2 work together for major setups.

Estimated Times to Do Tasks:30 min unload trucks55 min per table setup (10 places, chair covers, flowers,

candles)45 min serving station setup60 min photo corner setup (decor, lights)45 min DJ setup45 min DJ sound checkClient/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,

Staff @ VenueOutside 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 REQUIRMENTSGain info BEFORE event

Manual Pg 72

Singapore airlines pg 73

BAR/BEVERAGESCASH PAID

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

REVISIONEXERCISE 9.2 and 9.5