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GENERICEventConsultingOutline(ALLSTAFF).docx 1|P a g e
AnInternationalAwardWinningEventProductionCompany
EventConsultingOutlineofServices
Preparedby:NancyStewart-Franczak,CFEE
GENERICEventConsultingOutline(ALLSTAFF).docx 2|P a g e
AboutUsFestivalManagementGroup,Inc.isaDelrayBeachFloridabasedfull-serviceEventManagementand
ProductionCompany.Ourteamofinternationalawardwinningprofessionalshasspecializedinproducing
eventsfromconcepttoproductiontocompletionforthepast18years.
We’vecurrentlyproducefourinternationallyawardwinningsignatureeventsinDelrayBeachFlorida,where
eventshavecreatedadestinationforbrandsandtalentfromaroundtheUSandattractingvisitorsfromall
aroundthecountry.
Weofferconveniencetoourclientsbecausewehandleeverythingfromconcept-toproduction-toclean-up
andhaveexperiencefromavarietyoftechnicalandcreativebackgroundsintheeventindustry.Ourteam
bringsdecadesofexperienceandavastvarietyofskillstoensureyoureventwillbetrulymemorable.We
believethatourunparalleledattentiontodetailiswhatsetsusapartfromothercompaniesandservesour
clientswellinaccomplishingallofthegoalsofanevent.
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EventManagementTeam
NancyStewart-FranczakandSarahVallelywillbedirectlyresponsibleforensuringyoureventssuccess.They
willworkdirectlywithyourassignedstaffandteamthroughouttheentireprocess,todesign,coordinateand
planyourspecialpromotionswithourspecializedteamofsuppliersandprovideon-sitemanagementand
supportonthedaysofyourevent
BothhavecompletedtheCertifiedFestival&EventExecutivestrainingjoiningtheranksof343worldwide.
BernRyanisdirectlyresponsibleforsuppliercontractnegotiations,setupandproductionmanagementthat
includesthefollowingcomponents:operations,staffing,security,parking,beverages,foodconcessions,city
services,andpermitting.
JohnFranczakismanagerofsponsorshipsalesandassistswithsponsorrelationsandassignedtokeysponsors
asaSponsorLiaisontoassistsponsorswithload-in,setupandmiscellaneousassistanceneededduringevent.
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OutlineofServicesProposedbyFMGConsultantmanagestasksinconjunctionwithClientsonthefollowing:SERVICE DETAILPre-ProductionManagement(Research&Preparation)
-Defineeventgoals-Defineaudience-Definedatesandvenue-Planning,developmentandmaintainingeventbudget-Developmentofthemeandeventnamewithclient
Pre-ProductionManagement(Administration)
Analysisofeventgoalsandobjectives(Concept,designandcreation)-Design&planningofproductionelementsandrequirements-CreationofTimeline/TaskList-Developmentofbudget&financialmanagement-Developmentofsiteplan-Jobdescriptiondevelopmentforvolunteers,committeesandsupportstaff-Outlineofstaffingrequirementsandbudgetamount-Provideeventfollow-upanalysisandrecommendations
Pre-ProductionManagement(Sponsorship)
-Development&recommendationofsponsorshiplevelsandopportunities-Development&recommendationofsponsorshipfeestructure&package-Developmentofsponsorshiprepresentationmaterials/collateral
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OutlineofServicesProposedbyFMG(Continued)ProductionManagement(ProductionPeriod)
Analysis&designofproductionrequirements:-Recommendationofoptionsconsistentwithbudget(i.e.Advertising,design,print,web,socialmedia)-Onsitemanagement&supervisionofsetupandteardown-Recommendationofsuppliersandsolicitcompetitivebids(power,staging,sound/lights,beerdistributor,winedistributor,foodconcessionaire,foodservicesupplier,etc.)-Reviewofsupplierandfabricatorcontracts-Design&planningofstaffingandscheduling-Administrationofequipmentrentalandmaterials-Reviewofestimates/PurchaseOrders-Supervisionofeventset-up&productionperiods-Outlineoftaskstobeperformedanddetailedtimeline
ProductionManagement(PostProductionPeriod)
-Teardownoutline-Recapmeetingwithclientwithin10days(thoughts,comments,concerns,changes)-Provideposteventreport
ProductionManagement(OperationsComponent)
Analysis&designofoperationscomponent:-Plancomponents&incorporateintooveralllayout-Review&recommendationof:-Product&servicepurchaseanddelivery-Staffingrequirementsandscheduling-Technicalsupport,structurerentalsandequipment-Supervisionandmanagementofset-up-Manageoperationduringproductionperiod
ProductionManagement(EntertainmentComponent)
Analysisanddesignofentertainmentprograms:-Workwithinentertainmentbudget-Planningofprogramandscheduling(i.e.tastings,dinners,VIPexperiences,generaladmission,etc.)-Assistwithscheduling&contractingwithentertainers-Providerecommendationsfortechnicalsupportandstagingoptions-Assistwithcontractingofstagingandtechnical/soundsuppliers-Supervisionofstagemanagement–productionperiod-Providedetailsformedia,pressreleases,marketing,printcollateral
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OutlineofServicesProposedbyFMG(Continued)ProductionManagement(EventStaffing,Security&Parking)
Analysisofstaffing,securityandparkingrequirements:-Outlineoftasksforsupervisionandtrainingofstaffing-Assist/recommendarmed/unarmedsecurity-Securetickettakers/sellers
ProductionManagement(BeverageComponent(Alcoholic&Non-Alcoholic)
Analysis&designofcomponent(i.e.Sponsor:Cokevs.Pepsi):-Plancomponentrepresentationandincorporateintooveralllayout-Planproductpurchases-Planpricingstructure-Productpurchase,serviceanddelivery-DeterminestaffingrequirementsandschedulingforPOS-Arrangeforstructurerentalsandequipment-Supervisionofset-up/breakdown-Overseemanagementofoperationsduringproductionperiod
ProductionManagement(FoodConcessions)
-Recommendationandcoordinationoffoodconcessionaire-Menuplanning-Plancomponentandincorporateintooveralllayout-Negotiationofsponsorshipamountand%offeestoevent-Administrationofcontact,applicationandregistrationofvendors-Administrationofpermitprocess(liquorlicensing)-Arrangefortechnicalsupport,structurerentalsandequipment-Providecontact,directionandinformationforvendorsduringproductionperiod-Supervisionofset-up-Managementofoperationduringeventproductionperiod-UniformTenting&Façadedesigncoordination
ProductionManagement(EventAccounting)
Analysisanddesignofcomponent:-Assistwithproductandservicepurchaseanddelivery-Assistwithtechnicalsupport,recommendationofstructurerentals,equipmentandsuppliers-Assistproductandrentalperiod-Maintainbudgetupdates-Provideposteventfollow-upandrecommendations
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AdditionalServicesProvided(ifapplicable)SERVICE DETAILProductionManagement(Pre-ProductionPeriod)
-Administrationofpermittingprocess-City&CountyRequests/Meetings-Administrationofcityserviceinvolvement-Police,Fire,HealthDepartment,Parks&Recreation-Recruitvolunteers,committeesandsupportstaffforstaffingrequirementsoutlined-Developmentofadvertisingandpublicityplan-MaintainPRLists/advertisingmediums-Changes,upgradestovenueifrequired-Preparescriptformainstageemcee;sponsorannouncements-Prepare/assemblesponsorthankyoucarepackages(logo’dbag,water,gift,etc.)-Décordevelopment
ProductionManagement(ProductionPeriod)
-Integrationofrequiredcityservices-Onsiteassistanceofsetup-Sponsorbannerinstallation-Noisewaiver,opencontainerwaiver,staffing,securingofliquorlicense,liabilityinsurance,etc.-Assignment,supervisionofoperationsstaff,supportstaff&volunteers-Administrationoffollow-upaccountingandanalysis-Reports
ProductionManagement(PostProductionPeriod)
-Onsiteassistanceofteardown-Eventcleanup-RecapmeetingwithFMGwithin10days(thoughts,comments,concerns,changes)-Thankyounotesreadytobemailedwithin48hoursofevent-Posteventfollow-upandreconciliation
ProductionManagement(SponsorshipDevelopment)
-Salesandsolicitationofsponsors-CollaboratewithFMGonsponsorshiplevelsandopportunities-CollaboratewithFMGonsponsorship,associatedfeestructure&package-Maintainsponsorshipcontactlist-Administrationofsponsorshipcontact-Finalizesponsorshipinvolvementandarrangements-Supervisionofsponsorshiprepresentation–pre-event-Supervisionofsponsorshiprepresentation&activation–productionperiod-Administrationofposteventfollow-upandfeedbackreports
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ServicesProvidedbyClient(continued)ProductionManagement(OperationsComponent)
-Administrationofpermitting/licensingprocess-Arrangeforproduct&servicepurchaseanddelivery-Arrangeforstaffingrequirementsandscheduling-Arrangefortechnicalsupport,structurerentalsandequipment-Arrangeforcashhandlingprocedure&accountingprocess-Administrateproductandrentalreturns-Providefinalfinancialaccountingandinventory
ProductionManagement(EntertainmentComponent)
-Providedemographicstudy-Determineentertainmentbudget-Riderfulfillmentifapplicable-Assistplanningofprogramandschedulingof(i.e.tastings,dinners,VIPexperiences,generaladmission,etc.)-Solicitlocalrestaurantsforparticipation-Assistwithscheduling&contractingwithentertainers-Media,pressreleases,marketing,printcollateral,etc.
ProductionManagement(EventStaffing,Security&Parking)
-Supervisionandtrainingofstaffing-Securegeneralparking-Providemanagementofinsuranceandpermitting-Assistwithhiringofarmed/unarmedsecurity-Securetickettakers/sellers
ProductionManagement(BeverageComponent(Alcoholic&Non-Alcoholic)
-DeterminestaffingrequirementsandschedulingforPOS-Arrangeforstructurerentalsandequipment-Arrangeforcashhandlingprocedureandaccountingprocess-Administrateproductandrentalreturns-Providefinalfinancialaccountingandinventory
ProductionManagement(FoodConcessions)
-ApprovalofMenuplanning-Negotiationofsponsorshipamountand%offeestoevent-Administrationofpermitprocess(liquorlicensing)-Arrangeforcashhandlingprocedureandaccountingprocess-Administrationoffinalaccountingandinventory
ProductionManagement(Marketing,Media&PublicRelations)
-Graphics/designofallpromotionalandcollateralmaterials-Mediaacquisitionandnegotiation-SocialMedia-CoordinateRadio,TV&Printadvertising-Webupdatesandmaintenance-Eblastdesignanddatabasedevelopment-CommunityRelations-PressReleases-Linkstowebsites
ProductionManagement(EventAccounting)
-Administrationofpermitting/licensingprocess-Arrangeforcashhandlingprocedureandaccountingprocess-Administrateproductandrentalreturns-Providefinalfinancialaccountingandinventory-Provideposteventfollow-upandrecommendations
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Pricing&PaymentThetotalcostofconsultant’sfeeforoutlinedservicesisquotedbasedonlevelofservicesrequested.Feeis
inclusiveofdevelopment,production,eventmanagement,travel,officesupplies,etc.Clientpaymentsareas
follows:
Terms50%depositofconsultantsfeeuponsigningofcontract.Balanceuponcompletion.
Allagreementsterminateautomaticallyuponcompletionoftheservicesoutlinedincustomizedproposals/
agreement.Anyandallchangesmaderegardingtheconsultingagreementandoutlinemustbemadein
writingandsignedbyallparties.Iftheeventiscancelled,refundsarelimitedtounearnedfees,fundsin
excessofunusedornon-refundablefees,andout-of-pocketexpensesifapplicable.IftheClientcancelsless
than60dayspriortotheevent,therewillbenorefundissued.
IfanactofGod,suchasafire,flood,earthquake,hurricaneorothernaturalcalamityshallcauseClientto
canceltheevent,theconsultantwillrequirepaymentonlyforthetimeactuallyinvestedonplanningand
coordinationoftheevent.
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