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Itinerary Assignment

Event Planning
Whitney Haddard
November 1, 2010

Ms. Robin Andersen


Business Manager
Every Event
Lawrenceville Legal Partners Inc.
2083 Lawrenceville Rd.
Lawrenceville, NJ 08648

Dear Ms. Andersen,

The business seminar on Wednesday, Nov. 17th is now only a little over two weeks
away. My staff has taken care of everything to insure that the event runs smoothly and
accomplishes the objectives we discussed.

Please see the attached itinerary detailing the day’s agenda for the attendees. It is
structured so that the variety of topics covered by speakers is spread out, with no two
similar sessions back-to-back. Breakfast and lunch will be eaten whilst the seminar
continues, so as to include all of the speakers within the booked time frame at the venue.

The social event will be a treat for employees of the firm; a plated dinner with
entertainment by The Legal Eagles will conclude the day. This relaxed-but-sophisticated
social event mirrors the corporate culture of Lawrenceville Legal Partners. During the
dinner, Mr. Morrison will be acknowledged for his upcoming retirement, and service
awards from the company will be presented.

I will touch-base with you again in the next week, but please don’t hesitate to contact me
with any questions.

Sincerely,

Whitney Haddard

Executive Event Coordinator


Every Event Inc.
132 Main St.
Princeton, NJ 08540
609-219-8763
609-219-8762 fax
whitneyh@everyeventinc.com

Lawrenceville Legal Partners


Annual Business Seminar
Wednesday, November 17, 2010
9:00 a.m. to 5:00 p.m. & Dinner to Follow
Westminster Choir College’s Bristol Chapel, Princeton, NJ

➢ 8:45 a.m. to 9:40 a.m. - Breakfast & Welcome


Continental breakfast presented downstairs
Please bring your plate upstairs to eat during our introduction to the day
Welcome from Mr. Randall Beck, CEO
Mr. Mark Jones, President, discusses the future plans for the firm

➢ 9:40 a.m. to 10:15 a.m. - Change to Employment Certifications


Mrs. Betty Whitman explains the new legal certifications that are needed to work in NJ

➢ 10:15 a.m. to 10:50 a.m. - Important Case Updates


Ms. Mary Johnson reports the updates on the firm’s biggest cases

➢ 10:50 a.m. to 11:35 a.m. - Learn the New Computer System


Mr. Henry Tony presents an informative tutorial about the office’s updated software

➢ 11:35 a.m. to 12:05 p.m. - Business Committee Reports

➢ 12:05 p.m. to 1:00 p.m. - New Clients Update & Lunch


Mr. Alejandro Perez reports on new clients
Sandwiches presented downstairs
Please bring your plate upstairs to eat during the next speaker

➢ 1:00 p.m. to 1:35 p.m. - Legal Trends


Mr. Scott Branson speaks about new trends in legal issues

➢ 1:35 p.m. to 2:35 p.m. - Team building exercise

➢ 2:35 p.m. to 3:00 p.m. - Changes in the Office


Mr. Calvin Hill explains the new policies and procedures of the office

➢ 3:00 p.m. to 3:45 p.m. - Communication is Key


Mr. Bill Van Heeder gives tips for effective communication with clients

➢ 3:45 p.m. to 4:15 p.m. - Protecting the Future You


Mr. Dick Lebeau presents on protecting pension and retirement funds in a dangerous economy

➢ 4:15 p.m. to 4:45 p.m. - Food and You


Ms. Denise Stein presents “Change your Diet, Change your Life”

➢ 4:45 p.m. to 5:30 p.m. – Cocktail Hour


Cash bar available downstairs
Please join us upstairs for dinner at 5:30 p.m.
Overview of the Event
First let’s start with the date and time of the event. I wanted to make the business

seminar during a weekday so as to make it seem as though it was a regular workday. I

didn’t want to make the attendees feel like they had to take extra time out of their lives to

come to this business seminar required by work. Also, I didn’t want it too near

Thanksgiving in case people would be traveling in advance, it wouldn’t interfere. The

venue was booked from 6 a.m. to 8 p.m. and I knew that I needed to have a social portion

to conclude it. I decided that since it was such a beautiful venue, the social part would not

take place somewhere else, but would also take place in the chapel. Since the venue was

only booked until 8 p.m. I figured that a dinner could take place from 5:30 p.m. to 7 p.m.

and leave an hour for cleanup of the all day event. Starting the day around 9 a.m. just

seemed like the time that most people begin what they are doing for the day, and making

them come any earlier would have been rude. This gives the caterers, and my staff time

to set up everything and prep everything for the long day from 6 a.m. to about 8:30 a.m..

I decided to use all of the sessions in the seminar because I thought that they

were all important and helpful for the attendees. The reason I did not have them run

concurrently and have the attendees choose one or the other at a specific time is because

my venue did not allow for that. It is one large room that can only host one speaker at a
time. One problem I did run into when putting together the itinerary was time for

breakfast and lunch. I came up with the solution of having the caterers set up a

continental breakfast (ready for the attendees at 8:45 a.m.) and a buffet lunch (ready for

the attendees at 12:35 p.m.) in a downstairs classroom. Attendees will get their meal and

then bring it back upstairs for the continuing seminar. Also, during the breakfast there

would be vendor samples for the new office coffee provider. The sessions that occur

whilst the attendees would be eating their breakfasts and lunch are sessions that they will

most likely not need to take notes. These are sessions that can just listen while they enjoy

their meals. Aramark would provide breakfast and lunch through the venue so as to cut

costs and save for the plated dinner by an outside caterer. The breakfast would be bagels,

muffins, fruit, cereal and juices, and the lunch would be 3 kinds of sandwiches or burritos

including one vegetarian option, potato salad and sodas (this is much like the set up

Aramark did for the Eleanor Clift reception).

As I said in the cover letter, the sessions are structured so that the variety of topics

covered by speakers is spread out, with no two similar sessions back-to-back. I made

sure lunch was in the middle of the day, I didn’t want the half before lunch to be longer

than the half after, or vice versa. After the update on new clients (so around 12:35p.m.)

attendees will make their way downstairs for the buffet lunch. The next session doesn’t

begin until 1 p.m., giving the attendees time to all get their lunches and make their way

back upstairs. When this “listening” session ends (as I mentioned before) I put the team

building exercise. The attendees will have just been energized by lunch and will be

ready to use their brains.


When the business sessions end at 4:45 p.m., I needed time to breakdown the

seating from the seminar (herringbone: because it allows for note taking and focuses all

to one speaker) and to set up the seating for the dinner (cluster: because it takes the

audience to a more intimate setting). So I decided to have the outside caterer set up a cash

bar in the downstairs classroom for a cocktail hour to take place while upstairs is being

changed. The reason I decided to get an outside caterer is because the law firm made it

seem like the social part of the day needed to be special for the attendees. A fancy seated

dinner seemed special to me.

At the dinner, as I mentioned in the cover letter, Mr. Morrison will be

acknowledged for his upcoming retirement, and service awards from the company will be

presented. Also, the Legal Eagles will perform their set on the stage in the chapel.

Attached is a task sheet for the dinner. I had to do this for an assignment in my

Publicity Methods class, and I did it for this event to start to get my ideas flowing.