Event Planning Toolkit
Toolkit Objectives By using the Event Planning toolkit, Yellow Ribbon program staff will enhance their abilities to: Deliver problem-free events; Reduce wasted time and rework in event planning; Establish productive relationships with sources for venues and other logistics support.
Lesson Overview Preparing for Contracting Venue Logistics Childcare Communication Event by Deployment Cycle
Contracting Contracting Overview Comprehensive Contracts
Site Visit
Contracting and Catering DOCUMENT
Hotel Room Arrangements Hotel rooms paid for by Service Members Accountability on Service Member Burden off Yellow Ribbon team Block of hotel rooms paid for by Yellow Ribbon funds Discount Bundling Negotiate individual items Meeting space included
Other YRRP Needs Confidential
Venue Logistics Venue Logistics Overview Contracting with a Hotel Alternate Venue Location Catering
Prioritize Your Program’s Needs What are the priorities? Childcare space Airport shuttle Hearing bus parking What do you know? Attendance numbers Duration of the event Budget
Catering Logistics Per Diem Rate
Childcare Childcare
Childcare Approaches
Communication Communication Overview Communication with Service Members, Families, and Units C. Communication with Service Providers
Service Members, Families, Units Brochures & Postcards
Communication with Service Providers
Full Cycle Planning Full Cycle Overview Pre-Deployment Event During Deployment Event Post-Deployment Event (30 & 60 Days) Post-Deployment Event (90 Days) Co-Located Optional
Pre-Deployment
During Deployment
Post-Deployment
90-Day Post-Deployment
Co-Located 30- & 60-Day Co-Located Event Today! Sharing Resources Reduce Costs Sharing Service Providers Contract Negotiations
Optional Award Ceremonies
Toolkit Objectives By using the Event Planning toolkit, Yellow Ribbon program staff will enhance their abilities to: Deliver problem-free events; Reduce wasted time and rework in event planning; Establish productive relationships with sources for venues and other logistics support.