event planning in the new millenium presented by: lise fitzpatrick, jacquard event management
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Event Planning in the New Millenium Presented by: Lise Fitzpatrick, Jacquard Event Management Margaret McKeon, IASA. Meeting Planning in the New Millennium –EVENTS. The Key to Success: The 5 or 6 P’s : Proper – Planning – Prevents Piss and/or Poor Performance. - PowerPoint PPT PresentationTRANSCRIPT
2012 IASA Advanced Boot Camp:Mastering the Art of Marketing & Selling to Insurance Companies!
Thursday, March 15th &
Friday, March 16th
Omni Amelia Island Plantation ResortAmelia Island, Florida
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Event Planning in the New Millenium
Presented by:Lise Fitzpatrick, Jacquard Event Management
Margaret McKeon, IASA
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Meeting Planning in the New Millennium –EVENTS
The Key to Success:The 5 or 6 P’s :
Proper – Planning – Prevents
Piss and/or Poor
Performance
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Meeting Planning in the New Millennium –EVENTS
Why hold an event?Inside the booth:
Drive Traffic to your boothOne up your competition Because everyone likes Popcorn and Chocolate Fountains!
Outside of the booth: Sponsorship – get your name attached to the overall eventHave access to all the attendees not just those that visit your booth
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Meeting Planning in the New Millennium –EVENTS
Check with Conference organizers…
Inside the booth:Date / Time restrictions?Are there sponsorship opportunities?Is alcohol allowed? Is cooking allowed?
Outside of the booth: Are there sponsorship opportunities?Date / Time restrictions?
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Meeting Planning in the New Millennium –EVENTS
Determine realistic booth traffic and numbersCheck with Conference organizers on registration numbersUse any history you may have from previous events to determine the numbersAlways guess low, you can always increase food numbers before guarantee, but you can NEVER lower them once given.
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Meeting Planning in the New Millennium –EVENTS
Create a budget…For Inside/Outside
Catering Menus are typically available in the Exhibitor Kit along with contact information. All venues will have menus or a preferred caterer list.Look for surcharges such as bartender fees, chef feesConsider cost of theme props, specialty linens, flowers, entertainment
Outside additional considerations Venue Rental Shuttle needs/costs
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Meeting Planning in the New Millennium –EVENTS
Preparing for NegotiationRead the fine print on all printed materials Be familiar with what you really need vs. “like to haves.” Don’t automatically think the hotel/venue will know what you need, they will only write down what you tell them. More information is better!
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Meeting Planning in the New Millennium –EVENTS
NegotiationRequest a custom proposal that works within your budgetChallenge the bartender fees and/or minimums, based on total F&B revenueCatering may be exclusive but entertainment, props, flowers, AV is not. Let them know you are shopping around Payment Terms: Depending on venue they will differ
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Meeting Planning in the New Millennium –EVENTS
ReviewReview the written materials receivedREAD THE WHOLE CONTRACT!Make sure the dates are accurate and “Days/Dates” are accurateReview performance clauses food and beverage. Make sure you are prepared to meet the clause terms.Highlight anything you do not understand and clarify with the Caterer/Venue/Supplier. Don’t sign it if you don’t understand it!
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KEY TO SUCCESS:The better you PLAN and PREPARE the better
PERFORMANCE you will receivefrom your vendors
Meeting Planning in the New Millennium –EVENTS
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Food and Beverage PlanningReview the printed catering menus. Printed banquet menus are generally not negotiable; if you don’t see something that works within your budget ask for custom proposals. Review Catering Rules and Regulations; BEO’s are a contract; read the small print!Per person VS. Ala Carte – Do the math, compare the cost of a per person coffee break with the cost of an ala carte per piece break. Sometimes one or the other could be cheaper.
One (1) Gallon of Coffee will serve 18 cups Control quantities by remembering: not everyone will eat
everything you put out. If doing ala carte, prepare to serve at least 80% of your group.
Meeting Planning in the New Millennium –EVENTS
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Food and Beverage Planning Cont’dBeverage: If “Hosted Bar” by the organization; purchase by the drink and request to inventory the bars with the beverage manager before they open. This will help keep the bartender honest with his numbers. One bar can effectively service up to 100 people
Meeting Planning in the New Millennium –EVENTS
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GuaranteesDefinition: This is the number of guests the venue will prepare for and the minimum number for which you will be billed. It is always easier raise the number but you can NEVER lower it. Plan accordingly!
Remember not everyone will show up and not everyone will eat every item you order
Review history, if you have it. If you don’t have it a good rule of thumb is 80-85% of expected. Request RSVPs for the eventProvide tickets for the event and collect them, then count them. This will help you build history for future events.
Meeting Planning in the New Millennium –EVENTS
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On-site Management Either load up your iPad or create your own on-site “book” binder. You should be armed with all of your meeting contracts, communications, schedule…etc. All in on place.Arrange to meet your main contacts prior to the start of the event. Review event in detail. Arrive early to every event, check the detailsConduct your own attendance count and compare with the Banquet Captain. Carry a clicker…it’s quickerRemember to collect bar consumption sheetsReview all bills before you leave, especially if you are being billed post event. Easier to make adjustments onsite than it is once the bill arrives.
Meeting Planning in the New Millennium –EVENTS
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Meeting Planning in the New Millennium –EVENTS
What if you have to cancel the eventDiffers depending on:
Rental Venue (Outside of Booth) Caterer Hotel Convention Center Supplier
Understand your contract terms – however cancellation can also be negotiable no matter what
the contract says
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Meeting Planning in the New Millennium –EVENTS
? & A
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Event Planning in the New Millenium
If you have questions specific to this presentation, please feel free to email:
Lise Fitzpatrick Margaret McKeonPresident VP of Conferences & EventsJacquard Event Mgmt. [email protected] [email protected]
Thank you for your time and attention.
Now, we would like to bring up James Wallace of Experient for a short presentation of the SWAP system that will be used at this year’s IASA Annual Conference.