Summary PC 2

Event Planning

Event Planner: Personnel qualified to plan events, to organize and manage the
activities inside the event, to control and to coordinate the timetable of the
event, as well as to sell and to promote events.

Qualities:
- Search for excellence
Event Areas
Define roles
Time Management
- Perfection
- Creativity
- Obsession
- Time Schedule
- Self control
- self critical
- empathy
- creative and innovative
- negotiator

Job descriptions
The manual of functions is divided in two parts:
- Staff from other areas
- Staff from the event area

● Job description
● General information
- Position
- Academic level
- Immediate boss
- Staff Reporting
● Objectives of the role
● Responsibilities

Booking Agenda
Administrative Tool
- The success of the planning and the event reservation is based on a
systematic process to assign the appropriate venue.
- Determine if the desired venue and equipment are available at the
required time
- The easiest and most efficient way is to keep track of the client's request
through specialized software.
Events may be as simple as a one-hour reception, or something more complex
such as a three-day business meeting with meals, breaks, and specific meeting
room, setup, and resource requirements

Event Menu
It is a list of all the products and services offered by a Hotel to complement the
organization of an event. These are standardized, and valued in order to be
offered to the clientele.
Gastronomic offers must be subdivided into different categories according to the
basic concept and type of service required by each event.

Considering the number of guests attending the event, the menu will be
suggested or predetermined a la carte.
This composition must include five important topics:
1. Product
2. Color
3. Taste
4. Season
5. Nutritional Balance

Menu Composition
1. Originality (with descriptive files of the recipes).
2. Use of classic words.
3. Correct spelling.
4. Grammatical harmony.
5. Preparation methods suitable for mass production.
6. Tools and equipment available for the required service

It is important to identify groups of inputs:

BEVERAGE • Cafés and Infusions • Juices • Soft drinks • Beer • Wines • Distilled
• Liquors • Cocktails

Plated Menu
Appetizer • Main course • Dessert

Hotel Areas
Define the overall organization chart of the hotel, identify the areas that will
participate in the organization of an event, like F&B.

Overall organization
- An organizational structure is a system that outlines how certain activities
are directed in order to achieve the goals of an organization.
- These activities can include rules, roles, and responsibilities
- The organizational structure also determines how information flows
between levels within the company.
Fact Sheet
• Logo and Hotel Name
• Graphic representation of the venues
• Each venue must be named with a specific name according to the concept of
the Hotel
• Indicate all possible partitions of each salon
• Indicate the capacity of each room according to the type of assembly and
preparation
• Gastronomic offer in its different concepts
• Beverage Offer
• Audiovisual Equipment Offer
• Price list
• Address and location

Venues:

Event Planning

Sales
1. Negotiation
Try to win the trust of your client.
Listen carefully and actively.
Control your emotions.
Try starting from common goals, not from opposite positions.
Ask Do not judge, try to be friendly
Be sincere, this will give more credibility
Keep in mind what you are NOT willing to negotiate
Make concessions gradually

Conditions
- The size of the event
- The image that the client represents to us
- Events frequency
- The season or seasonality of the date of the event
- The form and time agreed for and the payment

2. Contract
It is essential that the contract is written with an impeccable and easy to
understand spelling, to avoid future problems with any item that has not
been clear.
You must have at least two copies: one for the client and one for the
company.
The parts or clauses of the contract must protect the company or event
planner, but also the client.

Phase 2: Pre event

Work coordination and attention to very important details.

Some considerations
1. A meeting should be held with the client to establish their needs and
expectations.
2. Verify the date reserved: this must not coincide with holidays, or with
other important upcoming events, taking into account the availability of
participants and / or special guests.
3. Verify the location, taking into account the capacity, comfort, lighting,
sound equipment, proximity, etc
4. Select foods & beverages for guests, speakers and / or participants
5. Defining the objectives and policies of the event, it is essential to set
the goals of the event.
6. Select the agenda, topics or defined points that will be addressed in the
event to be developed
7. Determine the number and profile of the attendees to the event:
special guests, participants, speakers and companions
8. Develop the event timeline
9. Estimate the amount of employees, materials and equipment that will
be needed.
10.Prepare the Budget.

Phase 3: Event

The planning becomes ACTION.

The main role of the areas involved in the event.
Customer service attention:personalized.
It is key to guarantee future events with the client.
The role of the event planner in this phase is support in case the client
makes last minute changes or requests additional help.
Very important to comply with what was promised and established in
phase 2.
Phase 4: Post event
Once the event is executed and the information collected, we can proceed
to the evaluation of the event and to communicate the results obtained to
the people involved.
• Compilation of all actions performed in the event.
• Follow-up that help to evaluate it.
• Inthisphase the graphic documentation of the same will be included;
Photographs, video, press clipping, etc
Surveys and post event assessments are very important.
• The comparison between the Input and Output, taking into account the
gaps between the input and output.
• Get a checklist of objectives and expectations that your clients agreed to
achieve before the event; and check if you have achieved it.
• Explain the reasons why you failed to fulfill the items agreed on the
checklists. Be honest.