Term
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Definition
| Destination Management Company |
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Term
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Definition
| Convention Visitors Bureau |
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Term
| What are the Event Design Steps? (7) |
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Definition
• Determine the Goal & Need for the Event
• Define the Event
• Select Event Name (if necessary)
• Determine Event Theme
• Define the Target Audience
• Set Date & Time
• Select the Location |
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Term
| Tangible Vs. Intangible (goals/objectives) |
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Definition
T- Money I-happiness
T-Short-term vs. I-Long-term
goals/objectives
T-Economic vs.I- Emotional Currency |
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Term
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Definition
| 1. the governing body responsible for the event 2. the finacial resources available for the event 3. the time needed to accomplish the vision |
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Term
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Definition
For sponsored/company events
– You are planning a sales conference
– Company holiday party
• For invited events
– Fundraisers
– Is there a public component also?
• For public events
– Who do you want to attend |
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Term
| How to Pick your Date (Holidays, superbowl, etc,) |
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Definition
Time of Year/Season
– Will everyone be in town?
• Holidays
– Obvious
– Not-so-obvious
• Competing events
– Area events
– Same demographic
• Allen, 60-67. Prosser, 5 |
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Term
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Definition
| Date you "need" to have business |
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Term
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Definition
Where will guests be coming from?
• When does the workday end?
• Will they have guests?
• Will they be caught in traffic?
• How late is the event?
• Will they need to change? |
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Term
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Definition
-“Flow” = Time + Space
-How will people make their way
through the event?
-p. 38-39 |
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Term
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Definition
• Working with committees
• Often no / little budget for
additional staff
• Volunteers need clear direction
-contract staffing |
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Term
| What would you use staffing for instead of volunteers? |
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Definition
| Valet Parking, Security, Alcohol, casino night dealers, severs (par ex) Allen p. 121 |
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Term
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Definition
| Enlightening, Engaging, Energizing, Educational, Entertaining |
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Term
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Definition
Fixed: paid the same regardless of attendance
– Examples ballroom costs
• Variable: depends on attendance or usage
– Examples tents for vendors # of tents may vary |
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Term
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Definition
• Budget = itemized estimate of expected
income & expenses (Prosser)
– First Draft
– Reconsider Strategy if necessary
– Expect unbudgeted items (contingencies) |
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Term
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Definition
• Cash Flow Budget: anticipates timing of costs
– Think about deposits, start-up costs, line of credit
– Why is this essential for events? |
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Term
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Definition
• Operating Budget: financial plan for fiscal
year
• Capital Budget: expense at least $1,000 with
life of at least 2+ years
• Cash Flow Budget: anticipates timing of costs
– Think about deposits, start-up costs, line of credit
– Why is this essential for events? |
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Term
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Definition
• Fixed: paid the same regardless of attendance
– Examples
• Variable: depends on attendance or usage
– Examples
• Who has seen this before? |
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Term
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Definition
• Be careful about over-estimating revenues
• See Prosser, 32-33 for a full list:
• Admission fees
• Grants / foundations / sponsors
• Concessions/food/beverage
• Vendors
• Merchandise
• Auction / Silent Auction
• Are there costs associated with your revenue |
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Term
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Definition
| $20.00 (per person) + 10% Tax (2.00) + 20% Service Charge (4.00) + (you tax the service charge) (.40) = New Price $26.40 |
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Term
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Definition
Determine client Objectives
-Request for Proposal (or Request for Quote)
• As a catering/sales manager at a hotel, you will
get these every day
• Cash / credit card handling (Prosser, Appendix
5.2)
• Potential for fraud |
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Term
| Contracts (payment schedule, clause, restrictions) |
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Definition
• Clearly defined costs
• Clearly defined payment schedule
• Clearly
• Almost all terms are negotiable |
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Term
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Definition
-Preliminary Cost Estimates
– List everything you may need
– List everything you may want
• Allen, 22-23 has a list of a lot of topics
• Is it better to wait then to stage the event on a
shoestring budget? (Allen, 5)
• You can break up into categories that you like |
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Term
| Critical Path for Budgeting (7) |
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Definition
1. Determine the client objectives
2. Layout cost sheet
3. Primarily budget
4. Request for quote
5. Update Budget
6. Receive contract
7. Start timeline |
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Term
| What goes in a policy guide? |
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Definition
• Not “how-to” but “guiding principles”
• Prosser, 19, gives many examples
– Who can sign contracts?
– How will bidding work for contracts?
– Food & alcohol policies?
– Sponsorship policies?
– Volunteer guidelines? |
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Term
| What goes in a Operations Manual? |
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Definition
• The “how-to” guide (…for dummies?)
• Includes all elements:
– Operations timetables
– Policies
– Volunteer job descriptions
– Checklists / to-do-lists
– Timelines / Setup schedules
– Sponsorships
– Emergency numbers
– Etc….
• Can this be paperless? |
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Term
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Definition
Once you decide on each element, break it down
into steps:
• Sample from Prosser, 21:
– Determine equipment needs:
• Chairs
• Tables
• Booths
• Stages
• Barricades
• Golf Carts
• Tents
• Bleachers |
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Term
|
Definition
venue
Start with event objectives
• Make a wish list
Hotel
• Convention Hotel
• Conference Center
• Convention Center
• Restaurant
• Outdoor Space
• Alternate Venues
ex. of alternate
Boutiques
• Yachts
• Airport Hangars
• Museums
• Galleries
• Colleges/universities |
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