Introduction to Event Planning

Case

Specific cases are given during the conference. The case will be a scenario in the event planning industry.

Event Introduction

Introduction to Event Planning is a ‘Collaborative Object Test and Role Play Event’. These events consist of two parts: an objective test and an interactive role play. 

Scroll down for objective test subtopics.  

Underclassmen only (9th/10th grade)

 

Guidelines

Two 4″ by 6″ not cards will be provided to each competitor and may be used during event preparation and performance. Information may be written on both sides of the note cards. Note cards will be collected after the presentation. 

No Additional Reference Materials Allowed 

Prep Time: 20 minutes

Performance Time: 7 minutes 

Subtopics

1. Explain the importance of listening to the customer.

2. Understand the value that the customer associates with their personal event.

3. Understand the demographics of customers for different types of events.

4. Plan events that fit the budget of customers.

5. Meet the expectations of event customers.

6. Explain the event contract to the customer.

7. Explain important communication skills for event planners.

8. Demonstrate an appreciation of the event value for the customer.

9. Understand related needs and services for event participants.

10. Manage customer expectations and implement communication check points.

11. Explain how to handle objections and difficult clients.

12. Determine strategies to help indecisive clients make firm decisions.

13. Explain the power of customer service feedback on social media.

1. Describe the skills needed for a successful event planning career.

2. Explain the importance of multitasking for event planning.

3.  Explain the financial management skills required by event planners.

4.  Understand the importance of following a budget for the event customer.

5. Define the importance of time management skills for event planners.

6.  Describe the creativity possessed by successful event planners.

7.  Explain strategies to diffuse challenges and difficult situations.

8.  Create staffing schedules to accomplish tasks.

9.  Manage vendors and understand their duties.

10. Create budgets to meet clients’ expectations.

11. Explain the importance of professional networking in the event planning industry.

12. Explain the importance for developing leadership skills by actively participating in organizations like FBLA.

1. Explain the elements of a contract.

2. Explain how the event deposit works.

3. Understand the impact of food permits on event planning.

4. Describe the role of the fire marshal for an event.

5. Explain the need for security for all types of events.

6. Explain the legal implications of special effects (example:  fireworks at an event)

7.  Explain how a pandemic impacts events of all sizes.

8. Explain the importance of risk management for events.

9. Describe the importance of customer safety at events

10. List risk management requirements for events that may cause issues.

11.Explain the rational for event insurance.

2. Describe the dress code for events.

3. Define a staff timeline and needs list.

4. Define Job descriptions for all staff members.

5. List required permits for events involving food service (Food handlers, TABC, etc.)

6.  Describe check-in and check-out procedures for event planning.

7. List pay ranges for event employees.

8. Manage labor costs and hours to meet the budget.

9.  Minimize amount paid for employee overtime.

10. Define a code of ethics for event staff.

11. Describe training and development for event staff

1. Describe event design.

2. Define effective event flow.

3. Describe personnel needs for designing and implementing the event.

4. Define ultimate customer service during the planning and execution of the event.

5. Explain décor design and execution.

6. Manage the stress associated with the day of the event.

7. Create ROS (Run of Show) and manage the tasks.

8. Create the BEO to handle Food, beverage, and set ups.

9. Manage moving parts on stage or live feed via script and prompts

10. Close out events with full reports of attendee counts, over/under budgets, and liabilities.

2. Describe all businesses financially impacted by convention events.

3. Explain why and how cities compete for major conventions.

4. Describe the relationship between number of hotel rooms and cities hosting convention events.

5. Explain security concerns for large convention events.

6. Explain how the chamber of commerce gets involved with convention events.

7. Define room block minimums and attritions

8. Understand food and beverage min and how it effects the over budget and cost.

9. Handle attendee registration.

10. Explain convention handbooks, goodie bags, etc.

11. Handle sponsorships and onsite marketing

12. Explain management of audio visual and sound requirements associated with event management.

1. Explain event traffic flow.

2. Describe how to streamline an event.

3. Explain the importance of attendee flow at an event.

4. Describe the role of the fire marshal at an event.

5. Create an event layout and flow diagram

6. Follow fire marshal guidelines for events not to block exits.

7. Explain special security for the events attended by political leaders (President, Congress, Major).

8. Manage crowd control and develop the process for unwanted guests.

9. Explain maximum event capacity and the need for accessible exits at events

1. Explain the importance of working with the customer’s budget.

2. Describe the demographics for different event customers.

3. Explain billing procedures for event management.

4. Describe the need for payment plans for events.

5. Describe the cost of events (weddings, celebrations, etc.)

6. Explain cost ranges for product and services (Cake for 100ppl $200-$3,000), etc.

7. Define guest counts and cost per person.

8. Explain non-guest costs like entertainment, venue, etc.

9. Match event prices to the budget for the event.

1. Define the role of an event planner.

2. Describe the huge wedding planner industry.

3. Explain the role of event space for venue managers.

4. Explain the wide range of event careers ranging from detailed planning to high-level multitasking during event execution.

5. Find salary ranges of event planners.

6. Find companies that are hiring planners and their required qualifications

7. Explain certifications or degrees related to becoming an event planner

8. List different event planning sectors.

1. Define vendors for event planning.

2. Explain the importance of relationships with the vendors.

3. Describe financial negotiation with vendors.

4. Describe vendor contracts and what should be on there

5. Explain vendor set up, performance, and tear down timeline

6. Explain the reason for vetting vendors to determine their qualifications and reliability.

7. Explain vendor insurance and liability.