Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences and Conventions, Incentives and Other Special Events / Edition 2

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Any event you plan and stage is a reflection of your organization's image - from the initial invitation to onsite operations. Whether you're planning a product launch, conference, sales meeting, an incentive event, or a gala fund-raiser, remember that the magic of a truly memorable event is in the details, but so is the devil. Whether your event is for 50 or 2,000 people, whether it has a budget of a few thousand dollars, or hundreds of thousands, it has to be perfect. Fully revised and updated, Event Planning, Second Edition, gives you a blueprint for planning and executing special events with flair and without any unexpected surprises and expenses. This unique book is loaded with practical advice on:
• Choosing the best venue
• Preparing and managing the budget, with sample costing forms included
• Scheduling, staffing, and collaborating with other related professionals
• Coordinating food and beverage, d cor, entertainment, and themes. It's still the comprehensive guide that it always has been, but much has changed in the industry in recent years, and this new edition of Event Planning includes:
• Changes in security planning since 9/11
• Innovations in technology and how they can improve - or ruin - an event
• How to stage an environmentally friendly event
• New and updated examples and case studies of where things went right - and wrong
• Event Risk Assessment - What You Need to Consider before Contracting
• How keep your budget on target and where to find hidden surcharges
• Ways on how to ease airport stress and make air travel a pleasurable part of the participant's event experience
• When and When Event Planners and their Suppliers will need Work Visas
• What you need to include in your client's event history in order to design your next event so that it maximizes your client's return on their event investment
• A companion website with downloadable versions of the checklists, additional forms and tools

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Editorial Reviews

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.
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
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: 9780470155745
  • Publisher: Wiley
  • Publication date: 1/20/2009
  • Edition number: 2
  • Pages: 458
  • Sales rank: 99,555
  • Product dimensions: 6.10 (w) x 9.10 (h) x 1.40 (d)

Meet the Author

Judy Allen is one of the world’s leading authorities on staging, event and lifestyle design and the bestselling author of ten books for the professional, business and consumer markets. Allen, a master of creative design, has flawlessly executed successful special events—corporate, social, and celebrity—for up to 2,000 guests at a time in more than 30 countries around the world. She has designed and produced memorable events such as Disney’s worldwide theatrical opening-night gala for Beauty and the Beast, and the orchestration of Oscar-winning director Norman Jewison’s 25th anniversary celebration for Fiddler on the Roof.
Highly skilled in staging events that are strategically designed to be one-of-kind experiences and a master of transforming the energy of an event environment by engaging the senses with trademark primary design principles, Allen has worked closely with CEOs, CFOs, presidents and their executive staff around the globe to create, implement and oversee their corporate and social business events.
The many diverse events that Allen has designed and executed extend from complex one-day events to elaborate arrangements of theme productions taking place over the course of a week. These events ranged from very exclusive VIP events to multimillion-dollar, multimedia fantasy extravaganzas including seven new-car product launches 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 lifestyle design and world class resorts around the world through Sensual Home Living™ (www.sensualhomeliving.com) and other initiatives.

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Table of Contents

Preface xiii

Acknowledgments xxiii

Chapter 1: The First Steps: Initial Planning & Budgeting 1

Determining Your Event Objectives 4

How Much Can You Spend? 5

Event Vision 7

Event Vision Q&A 17

Design Objectives of the Event Experience 24

Initial Planning 33

Visualization 38

Monitoring the Budget 41

Event Design Principles Checklist 45

Event Experience Design Objectives 45

Chapter 2: Organization and Timing 47

Critical Path 47

Function Sheets 52

Timing 58

Date Selection 67

Critical Path Checklist 73

Charting Your Critical Path 74

Chapter 3: Location, Location, Location 80

Site Selection 81

Location Requirements 90

Hotels and Convention Centers 93

Restaurants, Private Venues, Catering 98

Theaters 99

Tents 101

Gala Openings in New Venues 107

Contracts 108

Location Q&A 110

Move In Requirement Checklist 126

Event Suppliers’ Setup Logistics Checklist 128

Event Suppliers’ Teardown Checklist 131

Chapter 4: Transportation 133

By Air 136

By Land 140

Transportation Q&A 148

Transportation Checklist 164

Chapter 5: Guest Arrival 166

Guest Arrival Q&A 169

Fanfare 182

Fanfare Q&A 184

Registration: Guest Pass Security and Ticket Pickup 193

Registration Q&A 194

Guest Arrival Checklist 201

Chapter 6: Venue Requirements 202

Room Requirements 203

Room Requirements Q&A 203

Staging, Audiovisual, Lighting 208

Staging, Audiovisual, Lighting Q&A 213

Lighting-Specific Q&A 221

Venue and Event Supplier Checklist: Room, Venue and Supplier Requirements, and Contract Terms and Conditions 222

Chapter 7: Who’s It All For? 226

Know Your Guest Demographics 226

The Guest List 230

Invitations 234

Media 240

Media Q&A 241

Children at Your Event 242

E-vites, CD and DVD Invitations 244

Event Websites and Event RSVP Websites 246

Chapter 8: Food and Beverage 247

Examples of Texas Theme Parties with Different Energy 248

Food and Beverage Considerations 251

Menu Planning 255

Staffing 294

Charitable Donations 297

Chapter 9: Other Considerations 299

Entertainment 299

Entertainment Q&A 301

Photographers and Videographers 308

Photographer Q&A 311

Themes and Programs 317

Final Touches 327

Staff , Supplier and Entertainment Work Permits 330

Event Risk Assessment 335

Conclusion 340

It’s a Wrap! 340

Applause! Applause! 349

Your Next Event 350

Appendix A: Sample Cost Sheets 352

Appendix B: Sample Payment Schedules 376

Appendix C: Sample Function Sheets 384

Index 403

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Customer Reviews

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Sort by: Showing all of 10 Customer Reviews
  • Posted October 12, 2012

    more from this reviewer

    Great for conference planners, not so great for "everyday" event coordinators...

    Primarily, this book addresses large-scale indoor parties and events (think wedding receptions, large conferences, etc.). This book is less on-point for smaller scale fund raisers, special meetings, book club organizers, etc. Most of the detail in this book would be addressed by the onsite coordinator and caterers from the hotel/venue, but for new planners it may be nice to have check-lists and leading questions to keep the hotel/venue hospitality staff aligned with your specifications for the event.

    2 out of 2 people found this review helpful.

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  • Anonymous

    Posted February 8, 2010

    The Perfect Gift

    I purchased this book for a friend's daughter who is attending college for fashion design, but really wants to do event planning also. She is now interning with a professional event planner in California and says this book will really help her in her chosen career. Before getting this book as a gift, she was not aware a book like this existed and is really happy with it.

    2 out of 3 people found this review helpful.

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