Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events

Overview

For event planners, there's no such thing as a dressrehearsal!

Any event you plan and stage is a reflection of your company'simage — from the initial invitation to onsite operations.Whether you're planning a product launch, conference, salesmeeting, an incentive event, or a gala fund-raiser, remember thatthe magic of a truly memorable event is in the details, but so isthe devil. Special events are fraught with thousands of details,and have to come off without a hitch. Whether ...

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Overview

For event planners, there's no such thing as a dressrehearsal!

Any event you plan and stage is a reflection of your company'simage — from the initial invitation to onsite operations.Whether you're planning a product launch, conference, salesmeeting, an incentive event, or a gala fund-raiser, remember thatthe magic of a truly memorable event is in the details, but so isthe devil. Special events are fraught with thousands of details,and have to come off without a hitch. Whether your event is for 50or 2,000 people, whether it has a budget of a few thousand dollars,or hundreds of thousands, planning and executing the project islike a high-wire act without the safety nets. Event Planning givesyou a blueprint for planning and executing special events withflair and without any unexpected surprises and expenses. Thisunique book is loaded with practical advice on every aspect oforganizing and managing special events:

  • Choosing the best venue
  • Preparing and managing the budget
  • Scheduling and staffing
  • Coordinating food and beverage, décor, entertainment, andthemes
  • Working with professionals, such as public relations firms andcreative directors.

What you don't know or know to ask can have a major effect onthe success of your event and on your budget. Event Planning takesyou through every aspect of organizing and executing a successfulevent: the planning stages, timing and logistics, budgetpreparation, operations, and on-site management. EventPlanning:

  • Includes sample costing forms to help you generate a detailedproject plan and budget.
  • Explains what you need to ask before you contract withsuppliers.
  • Is loaded with practical tips and examples that will help youavoid expensive mistakes.
  • Features a companion website with forms from the book,additional forms, author Q&A, and more.

EventPlanning takes you behind the scenes, and provides practicaltools for anyone who has to plan and execute a truly specialevent:

  • Corporate in-house event planners
  • Public relations and communications companies, and theirclients
  • Marketing and corporate communications professionals
  • Fundraisers and not-for-profit organizations
  • Professionals in the hospitality and entertainmentindustries
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Editorial Reviews

From the Publisher
“…we highly recommend this well-organised, very practical book to all event planners…” (getAbstract.com, 8th November 2005)
Duff Shaw
Finally a text book that is fun to read and interesting is not an oxymoron! Judy Allen's books write about the hands experiences from an industry professional. A must read and reference in your Special Events Library.—CMP, CITE, Ryerson University, School of Hospitality and Tourism Management
Corporate Meetings & Incentives Magazine
Leave it to a veteran event planner to write a soup-to-nuts book on how to do it right. Judy Allen, founder and president of Judy Allen Productions, has put it all down in Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events.
International Guild of Professional Butlers
A MUST have this valuable reference book for professionals who are involved in parties large or small. The overall theme of the book is the importance of a step-by-step process in the planning and organizing of any kind of event. This book helps you to visualize the planning process. The attention to details that Ms. Allen brings to the readers attention is amazing. Each chapter is a virtual check list for things to consider and get answers for. Each chapter is made more interesting with true event occurrences and helpful tips.
Meeting Professional Magazine
Allen is a good teacher. Wise planners will add Event Planning to their personal reference library as useful working guide.
Sucess Magazine
A blueprint for executing events for 50 or 2,000, with budgets of a few thousand dollars to hundreds of thousands.
Sales Promotion Magazine for Canadian Executives
Event Planning gives readers a blueprint for planning and executing special events with flair. Consider the book as preventative maintenance.
Special Events Magazine
Now Read This! Judy Allen's book offers advice on choosing the best venue; preparing and managing budgets; decor...and more.
Marketing Magazine
A guide to well planned events. Event Planning by Judy Allen is a must for any PR Maven.
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Product Details

  • ISBN-13: 9780471644125
  • Publisher: Wiley
  • Publication date: 5/1/2000
  • Edition number: 1
  • Pages: 320
  • Product dimensions: 6.32 (w) x 9.39 (h) x 0.93 (d)

Meet the Author

Judy Allen is one of the world's leading authorities onstaging, event and lifestyle design and the bestselling author often books for the professional, business and consumer markets.Allen, a master of creative design, has flawlessly executedsuccessful special events-corporate, social, and celebrity-for upto 2,000 guests at a time in more than 30 countries around theworld. She has designed and produced memorable events such asDisney's worldwide theatrical opening-night gala for Beauty andthe Beast, and the orchestration of Oscar-winning directorNorman Jewison's 25th anniversary celebration for Fiddler on theRoof.
Highly skilled in staging events that are strategically designed tobe one-of-kind experiences and a master of transforming the energyof an event environment by engaging the senses with trademarkprimary design principles, Allen has worked closely with CEOs,CFOs, presidents and their executive staff around the globe tocreate, implement and oversee their corporate and social businessevents.
The many diverse events that Allen has designed and executed extendfrom complex one-day events to elaborate arrangements of themeproductions taking place over the course of a week. These eventsranged from very exclusive VIP events to multimillion-dollar,multimedia fantasy extravaganzas including seven new-car productlaunches and involved high-tech stage and show productions.
Allen, and her 2jproductions (www.2jproductions.com)partner, Joe Shane, are now bringing their dynamic creative energy,innovative style and perceptive insight to home, life and lifestyledesign and world class resorts around the world through SensualHome LivingTM (www.sensualhomeliving.com)and other initiatives.

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Table of Contents

Preface.
Acknowledgements.

Chapter 1:The First Steps: Initial Planning andBudgeting.
How Much Can You Spend?
The Purpose of the Event.
Initial Planning.
Visualization.
Budget Breakdown.

Chapter 2: Organization and Timing.
Critical Path.
Function Sheets.
Timing Is Everything.
The Time of the Day and the Day of the Week.
Date Selection.

Chapter 3: Location, Location, Location.
Site Selection.
Location Requirements.
Hotels and Convention Centres.
Restaurant, Private Venues, Catering.
Location: Q&A.
Theatres.
Tents.
Contracts.
Gala Openings in New Venues.

Chapter 4: Transportation.
Limousines.
Motor Coaches.
Parking Transportation: Q&A.

Chapter 5: Guest Arrival.
Weather Considerations.
Arrival & Weather Considerations: Q&A.
Fanfare.
Fanfare: Q&A.
Registration: Guest Pass Security and Ticket Pick-up.
Registration: Q&A.

Chapter 6: Venue Requirements.
Staging, Audio-Visual, Lighting.
Staging, Audio-Visual, Lighting: Q&A.
Room Requirements: Q&A.

Chapter 7: Who's It All For?
The Guest List.
Invitations.
Media.
Media: Q&A.
Children At Your Event.

Chapter 8: Food and Beverage.
Menu Planning.
Staffing.

Chapter 9: Other Considerations.
Entertainment.
Entertainment: Q&A.
Photographer.
Photographer: Q&A.
Themes and Programs.
Final Touches.

Conclusion.
It's A Wrap.
Applause! Applause!
Your Next Event.

Appendix A: Sample Cost Sheets.

Appendix B: Sample Payment Schedules.

Appendix C: Sample Function Sheets.

Index.

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Sort by: Showing all of 4 Customer Reviews
  • Anonymous

    Posted October 14, 2005

    Packed with Knowledge!

    Details, details, details. That¿s really what successful event planning is all about, and that¿s the key to this very successful event-planning manual. Author Judy Allen notes, lists, copes with and gives an example of virtually every detail in planning anything from a sedate corporate event in a major city to a huge celebration on a remote island. She provides examples galore plus tips, questions and answers, sample cost sheets and schedules. How much floor space does a person need to be comfortable in a tent? Answer: 20 square feet. How many bathrooms should be available for a party? Answer: One per 75 guests. And don¿t forget to ask about the stemware, adequate parking and even the photographer¿s back-up camera battery. This author seems to have thought every contingency, as the book¿s ambitious title promises. Her one glaring omission is that she does not include the party planner¿s fee - our guess is that she¿d be worth it. We highly recommend this well-organized, very practical book to all event planners. Don¿t send out press releases for your party without consulting Judy Allen.

    Was this review helpful? Yes  No   Report this review
  • Anonymous

    Posted April 21, 2003

    Allen's book is primarily for big events

    Allen provides a wonderful guide for anyone who must plan a large, international event. But for the many, many people who are tasked with planning events on a VERY limited budget (read: not-for-profits), she comes up short. She is obviously accustomed to large-budget events. Also, she talks about conferences and conventions but doesn't even touch on trade show booths, which are often a major consideration (and headache) for convention planners. Are you up for a new edition to include those things, Judy? I hope so, because I enjoyed it except for those two things.

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  • Anonymous

    Posted May 29, 2002

    this is a great book

    This is a great book !!! this book provide a wealth of information about planning events. This book can be used by anyone, even some one who does not know much about planning an event or is planning an event for the first time. If you have the time and you are really intersted in event planning this is the book to you.

    Was this review helpful? Yes  No   Report this review
  • Anonymous

    Posted April 7, 2000

    For Anyone Who Has To Plan and Execute A Truly Special Event

    I create-produce-orchestrate worldwide special events which includedthe opening night celebration for Michael Eisner's / Disney's 'Beauty and the Beast' in Toronto which the media billed as a 'Beauty of A Bash'. I originally wrote EVENT PLANNING in response to the number of calls I was receiving to 'run and rescue' celebrity gala fundraising events weeks and sometimes just days before an event. Two tips alone in my book would have saved one event thousands of dollars in unplanned and unexpected costs. One event I became involved in - just as it was about to go to contract - had projected a budget of $100,000 less than what I was able to show them would be their actual reality. What you don't know to ask or include can have a tremendous impact on the success of your event and on your bottom line. I expanded the book to encompass all of my event planning experience - both corporate and social. I am finding that the value and interest in EVENT PLANNING is crossing over to many areas - from the hospitality industry as a whole - event planners; meeting planners; convention and conference planners; hoteliers;tourist boards;incentive houses; restaurant associations; culinary schools; sports event management; non profit organizations and volunteers regarding their fund-raising activities; public relation and communication firms; entertainment companies; wedding consultants (or those planning their own wedding) to being adopted by Universities and Colleges.

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