Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Special Events, 7 th Edition Creating, Sustaining, and Celebrating a New World Professor Joe Goldblatt, FRSA Chapter Six: Vendor Partners, Contracts, and Onsite Production

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Photo by the Author.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Agenda 1.Animated introduction 2.Opening Activity: 3.Chapter Five Review 4.Chapter Six 5.Book Report Chapter Six 6.Mini case study discussion twelve 7.Global event thought leader Michael Loshin 8.Assignments 9.Questions, answers and discussion

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Key Terms Audio-visual: The sound, lighting and projection production elements used in your event. Catering: On premise (wherein a caterer has a permanent presence in the event venue), off premise (wherein the caterer transports food, beverage and their equipment to the venue) and concession (wherein a caterer serves food and beverage from specially designed catering vans, trucks or exhibit books (stands) at your event. Concessionaire: A food and beverage provider who is mobile and serves from a truck, trailer or within a venue in a food and beverage concession specified area. Contract: A written agreement between two or more parties specifying the obligations of each party in the production of the special event. ESTA: The electronic pre-authorization required for non-U.S. citizens without official visas to enter the United States.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Key Terms (cont’d.) License: A written approval to conduct the event provided by a government or private organization. One of the typical licenses is to be able to serve alcohol at your event. A more recent type of license is one for the use of copyrighted recorded or live music performed at your event. Off-premise caterer: The firm or individual who generally prepares the bulk of the food in one location and then delivers it to a temporary location for the event. On-premise caterer: The firm whose permanent catering kitchen is in the same location as the facility hosting the event. Permit: A written approval from a local jurisdiction or other government or private organization that allows you to conduct the event. One of the key permits is occupancy which specifies how many persons may be allowed in the event venue at one time. Production: The technical production elements such as sound, lighting, projection and special effects that may be used in your event. Visa: The official document issued by a government at their consulate or embassy allowing entry into their country.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Lecture Five Review 1.Understand basic event planning financial and accounting terminology 2.Maintain event financial records 3.Understand and interpret the event balance sheet and income statement 4.Calculate the break-even point and profit margin for your event 5.Forecast projected revenues and expenses for your event 6.Estimate reliable budget goals for your event 7.How to increase cash flow 8.Identify sustainable funding for your event 9.How to identify alternative funding for your event 10.Manage your event during turbulent economic times 11.Plan and allocate your event budget

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Learning Objectives 1.Develop and implement the design for your event 2.Develop appropriate resources 3.Coordinate catering operations 4.Use trends in event catering 5.Coordinate technical resources, including lighting, sound, and special effects 6.Conduct and analyze the site inspection 7.Develop and construct the production schedule 8.Anticipate and resolve operational conflicts 9.Recognize and comply with standard and customary event regulations and procedures 10.Read, understand, and evaluate legal event documents 11.Access, plan, manage, and control potential event liabilities 12.Obtain necessary permits and licenses to operate events 13.Develop and manage risk management procedures 14.Understand and comply with environmental regulations governing events 15.Comply with regulations governing sponsorship of conferences and meetings 16. Maintain documentary evidence of compliance procedures 17. Incorporate new forces and trends in event catering

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Photo by the Author.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Discussion 1.What types of vendor partners do you normally recognize at events? 2.Where do you find your vendor partners for each event? 3.How do you coordinate your vendor partners for each event?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Discussion 1.Did you have any divergent opinions within your group of stakeholders? 2.How did you overcome your differences and reach consensus?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop and Implement the Design for Your Event 1.Determine the needs, wants, and desires of your guests. 2.Form follows function. 3.Engage proper vendor partners to assist you with developing and implementing the event design.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop Appropriate Resources 1.Resources may include vendor partners, staff, volunteers, and other individuals and organizations who may bring ideas and expert execution to your event. 2.Contact the local convention and visitors bureau or a professional events association for referrals of appropriate resources. 3.Always seek references from clients who have worked with the resources in the past. Make certain the clients have produced events that are similar in size and scope to the one you are producing.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Coordinate Catering Operations 1.Location, location, location 2.On and off premise caterers 3.Styles and timings

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Trends in Event Catering 1.Nutrition 2.Food and menu labelling 3.Smaller portions

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Technical Resources: Lighting, Sound and Special Effects 1.Why = What 2.LED versus incandescent lighting 3.Sound 4.Pyrotechnics

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Conduct and Analyse the Site Inspection 1.Identify the location(s) your guest will be travelling from to attend the event. 2.Determine their individual and collective needs in terms of accommodation, catering, leisure, and recreation. 3.Use services such as CVENT and MeetingMatrix to identify appropriate venues for your event. 4.Create a site inspection checklist and visit the sites you have identified as having met the criteria through their response to your request for proposal. 5.When visiting the sites ask the representatives: “Is there anything else I should know that will help my event be more successful?”

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop and Construct the Production Schedule 1.The production schedule begins with inspect the venue. 2.Each task on the production schedule should be in a time increment of 15 minutes or less. 3.List on the schedule the task, the start and end time, who is responsible, and any further notes for the vendor partners.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Anticipate and Resolve Operational Conflicts 1.Typical operational conflicts may include disagreements about the set up of the room, vendor partners disagreeing on location or access to the venue, late arriving vendor partners, and catering service that may be off schedule. 2.To resolve these conflicts, anticipate them in advance and prepare solutions that may be executed by your staff.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Recognize and Comply with Standard and Customary Event Regulations and Procedures 1.For most events, you will require permits and licenses. Research these in advance and bring originals and copies with you on site to the event. 2.Some vendor partners will also be required to have specific licenses and permits. Request a copy of these ten days in advance of the event.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Read, Understand, and Evaluate Legal Event Documents 1.You must be able to confirm that the documents used for your event are legally valid. 2.Engage a local attorney with knowledge of the laws of your jurisdiction to review key documents in advance to insure they are legally valid.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Access, Plan, Manage, and Control Potential Event Liabilities 1.Slips and falls 2.Theft 3.Fire 4.Alcohol 5.Crowding

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Necessary Permits and Licenses to Operate Events 1.Alcohol 2.Fire 3.Music 4.Noise 5.Occupancy 6.Street closure

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Develop and Manage Risk Management Procedures 1.Risk management begins with risk assessment 2.Identify the frequency and severity of all risks 3.Document your findings and assign tasks to individuals to avoid, reduce, or transfer risks

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Understand and Comply with Environmental Regulations Governing Events 1.Determine in advance all environmental regulations regarding your event (emissions, recycling, waste removal, noise levels, composting, etc.) 2.Comply with these regulations by conducting an environmental audit of your event and documenting all actions.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Comply with Regulations Governing Sponsorship of Conferences and Meetings 1.In the last decade, health care organizations in the pharmaceutical field have adopted strict regulations regarding their sponsorship of events. 2.Contact these health care associations and insure that your event’s request for sponsorship conforms with these regulations.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Chapter Six Book Report 10 minute presentation Everyone participates equally Overview of the chapter Three questions from book review group for class Three questions from class for book review group Final question from the instructor for the entire class

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Mini-Case Discussion: 12 1.How may you create a fund raising event wherein you require your participants to set individual minimum fund raising goals?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Global Event Thought Leader: Michael Loshin, Past International President of the International Special Events Society What does Michael Loshin believe is the key to success for professional event planners?

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Assignment Read and be prepared to discuss Chapter 7. Read and be prepared to discuss mini case study 14.

Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved. Questions, Answers, and Discussion