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31 Cards in this Set
- Front
- Back
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What is the most important principle for successful special event planning?
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Organization is the most important principle for successful special event planning.
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What is the key to organization?
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The key to organization is to foresee any and all specific details and then to arrange the details in an easy to follow and complete format.
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What should every event planner produce?
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Every event planner should produce an event manual for each event.
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How should the event manual be divided?
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The event manual should be divided into operational segments.
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What does the event operations and policy manual contain?
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The event operations and policy manual contains everything pertinenet to the event within one binder.
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What are examples to be included in the event operations and policy manual?
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Examples to be included in the manual are policies, volunteer job descriptions and schedules, checklists, to do lists, schedules of activities, event timeline, build-out schedule, sponsorship contracts, phone numbers of planning members, vendor contracts, emergency contacts, site maps, and electrical grids.
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What does the policy and procedures guide serves as?
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The policy and procedures guide serves as the foundation for day to day operational decisions and the administration of the event.
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What should the policy guide include?
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The policy guide should include every aspect of the event operation, including personnel policies, board prodecures, vendor, sponsorship, media, and entertainmnet contracts, cash handling procedures, plublic and media relations, risk management, and emergency procedure protocol.
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What does the policy guide regulate?
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The policy guide regulates how the event organizing body will administer the business and affairs of the event.
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What is the first step to writing a policy guide?
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The first step in writing a policy guide is determining what issues need to be addressed.
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What might event related policy issues be?
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Event related policies issues may be volunteer and staff dress code during the event, volunteers drinking alcohol while working and/or while wearing an event uniform, volunteer limitations on food and beverages, lost children procedure, administering first aid & injury documentation, communication chain of command, media relations, persons authorized to sign contracts, personnel diversity, selling & serving alcohol, crowd control, sponsorhsip restrictions & approval, sponsorship benefits & costs.
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Once a policy statement pertaining to potential local and state laws is written, who should it be submitted to for approval?
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Once a policy statement is written, it should be submitted to municipal and state authorities for written approval.
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How can an implementation plan be developed?
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An implementation plan can be developed by determining what approach will be used, when the task will begin, how long it will take, and the individual responsible for completion of the task.
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What does the implementation plan become?
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The implementation plan becomes the planning staff's work plan.
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What is the function of the work plan?
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The function of the work plan is to manage the wide range of tasks that must be accomplished to execute the event, to generate a timeline for the tasks, to create a budget for the tasks, and to place priorities on the tasks.
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What is the next thing an event planner should build/review after a work/implementation plan has been developed?
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A checklist is the next thing an event planner should build/review after a work/implementation plan has been developed.
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What is the checklist used as/for?
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The checklist is used as a comprehensive assessment tool to be used as a prompt to remember executable actions and tasks to be accomplished.
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What should the checklist include?
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The checklist should include the various components to be considered in the planning and implementation process.
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What should be created after the checklist?
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An event timeline should be created after the checklist.
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What does the event timeline become?
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The event timeline becomes the planning guide, which should itemize any and all tasks associated with the creation, organization, production, and implementation of the event.
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What tasks should be included in a timeline?
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The list of tasks in a timeline includes what must be accomplished, who is responsible, and the targeted time for completing the assignment. All tasks that reqire future action should be compiled into the timeline.
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How should complex projects be divided?
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Complex projects should be divided into smaller tasks and rank them according to importance and desired completion date.
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What is key to a successful timeline?
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The key to a successful timeline is creating one that is easy to follow and presents a clear visualization of all tasks to be executed.
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How does a properly prepared timeline aid organizers?
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A properly prepared timeline aids organizers by providing a completed and comprehensive plan, which will help to eliminate oversight and last minute scrambling.
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What is the next step in creating a working/implementation plan after a timeline?
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To build a to-do list using the information from the event checklist and event timeline is the next step in creating a working/implementation plan.
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What is the next step to creating a working/implementation plan after a creating a to-do list?
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Creating a build-out schedule/schedule of events is the next step to creating a working/implementation plan after creating a to-do list.
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What steps are included in creating a working/implementation plan.
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The steps included in creating a working/implementation plan are creating/reviewing a checklist, creating an event timeline, creating a to-do list, and creating a bulid-out schedule/schedule of events.
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Where can you see an example of a checklist?
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Appendix 4.1, Appendix 4.2, page 23. Be sure to review!
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Where can you see an example of an event timeline?
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Appendix 4.3, page 25. Be sure to review!
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Where can you see an example of a to-do list?
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Appendix 4.4, page 26. Be sure to review!
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Where can you see an example of a build-out schedule/schedule of events?
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Appendix 4.5, page 29. Be sure to review!
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