Event Planning Exam study guide questions and answers .

Event Planning - the management function that includes coordinating every detail of an event for a business or organization Vendor - a company or org that supplies another with a good or service Brainpower Read More Previous Play Next Rewind 10 seconds Move forward 10 seconds Unmute 0:03 / 0:15 Full screen Where can event planners work - freelancer - within an org - agencies Skills needed to be an event planner - organized - good communicator - creative - resourceful/problem solver - be a manager Who conducts events - EVERYONE Event Objectives - goals of the event - primary and secondary What is an events vision - 5 E's 5 Event Design Principles 1. Elements 2. Essentials 3. Environment 4. Energy 5. Emotion The elements of an event - all of the parts that make up an event - budget, venue, set-up and tear-down, transportation, sound, activities Essentials of an event - things that are non-negotiable for the event itself - hotel, bathrooms, electricity Environment of an event - venue and the style - where the event will be held - the theme of the event - can change as the plan is developed Energy of an event - creating the mood Emotion of the event - give thought to the event style and the feelings you want to bring out Critical Path - the timeline of the event - a written document stating when things are going to happen before the event itself - should include hard cut-off dates and who is responsible for what action - should be done for each aspect of the event Contracts - legally binding agreements between the org and a vendor of some form stating what everyone will be accountable for and the payment - should be done with everyone Function Sheets - the heart of the event on which everything for day-of is written - this is used to make sure that everyone is on the same page during the event - also called planning checklist and worksheet Contact Sheets - documents that include everyone's name and contact info - should be given to everyone on the day of For objectives as to why orgs conduct events - to increase brand awareness - develop new business - nurture customer loyalty and drive growth - market and brand a company What should you take into consideration when choosing a date? - time of year - day of the week - time of the day What should you consider when analyzing your target audience? - will they attend alone or with others? - is the event work or leisure? - are those in attendance "willing"? - what is their purpose for attending? What to determine prior to location selection? - the vision of the event - number of people in attendance - who will be in attendance - budget available - decor and who will provide it - geographic requirements - special requirements by org or client What does the event planner need to know from the venue? - food and who provides - beverages and who supplies - technology and who supplies - overnight accommodations available if necessary - guest transportation - parking - utilities - other equipment - manpower - advance accommodations Some ideas for promotion of event - save the date - invitation - mass media - internet - social media - word-of-mouth What will the promotional techniques depend on? - type of event - demographic and psychographic - budget - location - opportunity for the number of attendees