1. Event Planning Toolkit

2. 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.

3. Lesson Overview Preparing for Contracting Venue Logistics Childcare
Communication
Event by Deployment Cycle

4. Contracting
Contracting Overview
Comprehensive Contracts

5. Site Visit

6. Contracting and Catering
DOCUMENT

7. 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

8. Other YRRP Needs
Confidential

9. Venue Logistics Venue Logistics Overview Contracting with a Hotel
Alternate Venue Location
Catering

10. 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

11. Catering Logistics
Per Diem Rate

12. Childcare
Childcare

13. Childcare Approaches

14. Communication Communication Overview
Communication with Service Members, Families, and Units
C. Communication with Service Providers

15. Service Members, Families, Units
Brochures & Postcards

16. Communication with Service Providers

17. 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

18. Pre-Deployment

19. During Deployment

20. Post-Deployment

21. 90-Day Post-Deployment

22. Co-Located 30- & 60-Day Co-Located Event Today! Sharing Resources
Reduce Costs
Sharing Service Providers
Contract Negotiations

23. Optional
Award Ceremonies

24. 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.