SPONSORED BY:

The Master’s of Hospitality AdministrationExecutive Online Program

Harrah Hotel College

Sunday, March 7, 2010Versailles Room at the Paris HotelLas Vegas, NV

UNLV Planner Boot CampEvent Planning Basics

Session Leader

Larissa J. Schultz, CMPOwner/Meeting Planner

LJS Meeting Strategies, LLCTel: 310.519.0795Cell: 562.665.1904

Email: larissa@ljsmeetingstrategies.comWebsite: www.ljsmeetingstrategies.com

Facebook: Larissa J Schultz Cmp

SESSION OBJECTIVE:Discuss and review the basics of event planning to create a

foundation for the week at Event Solutions

SESSION STRUCTURE:Overview of what an event isReview the basics of event planningProvide time for Q & A

GENERAL INFORMATION:RestroomsEmergency Exits

WelcomeProgram Introduction

Overview

A meeting, a conference or an event?

EVENT = An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related functions.

MEETING= An event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is no exhibit component to this event.

Source: Convention Industry Council: A Working Guide for Effective Meetings and Conventions (8th edition)

A meeting, a conference or an event?

CONVENTION = An event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is a secondary exhibit component.

CONFERENCE = Participatory meeting designed for discussion, fact-finding, problem solving and consultation. No tradition, continuity or periodicity is required to convene a conference. Although not generally limited in time, conferences are usually of short duration with specific objectives. Conferences are generally on a smaller scale than congresses.

Source: Convention Industry Council: A working Guide for Effective Meetings and Conventions

For today’s purposes the definitions are:

Event (or special event) – to mean a short term program that occurs for a special purpose either daytime or evening. Either a stand-alone or part of an overall meeting, conference or convention.

Meeting, conference or convention – meaning a multi-day program that is either educational-based, networking-based or discussion-based. With or without an exhibition.

Agenda

Topic 1 – Budgeting

Break

Topic 2 – RFP/Site Inspection/Site Selection & Contracts/Negotiations

Topic 3 – Meeting Logistics & Audiovisual

Break

Topic 4 – Food & Beverage

Topic 5 – Décor & Design

Q& A / Program Wrap-up

GAEL HANCOCK

Graduate Program Manager

William F. Harrah Hotel College of

Hotel Administration

University of Nevada Las Vegas

Budgeting A Case Study

Break

Larissa J. Schultz, CMP

LJS Meeting Strategies, LLC

Request for Proposals (RFPs)Site Selection & Site Inspection

Everything but the kitchen sink

Define General RequirementsDefine Specific RequirementsInclude Event HistoryPrioritize Negotiating PointsInternal: Prepare List of Venues & Send out

Let’s take a look

Does the venue meet the objectives of your meeting?

Do they meet your dates/rates?Do they have the correct meeting space?Check the facility with your own eyes

Cleanliness Service staff Room obstructions

High Points

• RFPs • Provide as much complete info as possible – type

of meeting, history, # of attendees, objectives

• Site selection • Ensure venue fits the needs of the meeting –

location, services, amenities

Site inspection – See it, touch it, smell it, experience it

Larissa J. Schultz, CMP

LJS Meeting Strategies, LLC

Contracts/Negotiations

Negotiate with the best of them

Tips for hotel negotiations Provide as much data as possible in RFP to help negotiations Don’t start negotiating until you have your final 2-4 venues

chosen Always be up front with the venues Prioritize YOUR negotiating points

Negotiable Items (here’s a few) Room rates, suites, upgrades and comp rooms % discounts off of Food and Beverage, audiovisual In-room amenities And a whole lot more….

Legally binding

Make sure all items negotiated and agreed to are in the contract.

Make sure that you or your company can legally agree to all items in the contract.

Consult with a professional.Did I mention, consult with a professional?

High Points

NEVER sign a contract on behalf of an organization unless you are authorized to do so. Refer to executives or contracting department.

Larissa J. Schultz, CMP

LJS Meeting Strategies, LLC

Meeting Logistics &Audiovisual

Meet the Logistics

Room set-up should be a direct reflection of the objective.

Basic options include: Theater Classroom Hollow Square or rectangle Banquet Crescent Conference U-shape

What did you say? Where are you?

What do you need to see and hear the message?Hire a professional.Ensure visual sight lines.Always plan to have equipment set at least one-hour

ahead of start-time for sound checks and testing.Presentation tools (like Power Point) should

reinforce or support message not PROVIDE the message.

Example - Really?

The company is happy to announce that our fiscal quarter year-end balance was above what we had anticipated although revenues were not as high as we had hoped, our expenses were a lot less than expected and therefore, that provided us with the necessary revenue to provide $10,000 bonuses for everyone (see chart).

0

5

10

15

Series 3

Series 2

Series 1

Sales1st QtrJanFebMar2nd QtrAprilMayJune3rd QtrJulyAugustSeptember4th QtrOctoberNovember December

Example -Real

Fiscal quarter year – end, let’s celebrate - WE DID IT!Revenue did not meet goalExpenses exceeded goal

BONUSES FOR EVERYONE

02468

1st Quarter 2nd Quarter 3rd Quarter 4th Quarte

Revenue

Expenses

High Points

• Use calculations to accurately determine how many people can fit in the room based on square footage.

• What layout makes the most sense to reach the meeting objectives?

• What type of equipment do we need or don’t need to ensure the message gets communicated?

• If the attendees can’t hear or see the message being communicated – what’s the point of the event?

Break

Meeting Planner Boot CampFood & Beverage

Robyn Hadden, CSEP

Director of Alumni & College Relations

UNLV Harrah Hotel College

Event Goals

Resort to 5 Ws first Who, What, Why, When, Where

Budget Look at similar events in the past

Who?

Who is coming to the event? Who is being invited? Who is being recognized?

Who is producing the event? Corporate event Social event

What?

What type of event? Reception Breakfast, Lunch, Dinner Gala New Product Presentation

Why?

What is the purpose of the event? Celebration Recognition Fundraiser Annual Educational

When & Where?

When is the event taking place? Time of day (morning, lunch, evening) Time of year

Where is event being held? Ballroom, off premise, boardroom

In Class Activity

Using information from the case study, identify the 5 W’s and how they apply to the case study

We will use this information to design the food & beverage portion of the event

Food Design

Start with your senses Just for starters

Hear, Smell, Taste, Touch, SeeNatural cues

Corporate colors, colors in invitation, etc.Budget

Know how much you can spend

Contract

Pricing Price per person Tax Gratuity

BEO Read it!

What is included? What isn’t included?

Contract (continued)

Don’t forget about… Venue rental fee

Included? Additional costs

Labor? Use of Linens, etc. Time venue is available

When can you load in/out? Corkage

Helpful Hints for Menus

VegetariansReligious restrictions Options for reducing pricingDon’t plan the menu according to your tasteUtilize the catering contact!

They know the space, they know what their team can do

Case Study – Menu Design

Let’s Brainstorm! Based on the first class activity, now we can start

to plan the menu Ideas for a food theme or beverage theme?

Questions?

Ask me!

EDDIE DIAZ

Creative Producer & CEO

Encore Creations

Décor & Design

Question and Answer Time

Program Wrap-up

Find out more this week

Budgeting

- Monday /7:30 am – A Session with “Dr Ruth” Event Therapy

Contracts & Negotiations

- Tuesday /7:30 am – A Session with “Dr Ruth” Event Therapy

Meeting Logistics

- Tuesday /7:30 am – Planning for the Future: Virtual and Hybrid Event Strategy

- Tuesday /10:30 am – Experiential Events…

Pushing Beyond Four Walls

- Wednesday / 7:00 am – Catalyst Conferences: How to Plan and Produce Next Generation Conferences & Events

Find out more this week

Audiovisual - Tuesday / 7:30 am – Planning for the Future:Virtual & Hybrid

Event Strategy

Food & Beverage - Tuesday / 9:00 am – Food & Beverage Trends Coast-to-Coast

Décor/Design - Monday / 9:00 am – Wedding Design from Concept to Completion - Monday / 1:30 pm – Steal These Ideas - Monday /3:00 pm – Design Workshop - Monday / 4:30 pm – Event Design Trends in Your Market - Wednesday / 7:00 am – Deconstructing Design 

TO OUR SPEAKERS:

Gael Hancock

Robyn Hadden

Eddie Diaz

Thank you

TO OUR SPONSOR:

The Master’s of Hospitality AdministrationExecutive Online Program

Harrah Hotel College

Thank you