Event Planning

Name of event – what

(building opening, sports day, art show, launch of new program)

Wedding Expo

Date of event

April 11, 2021

Time of event

11:00 AM to 4:00 PM PST (5 hours)

Location of event Comment by Nicole Hsu: woops i accidentally deleted but yah cuz i thought we were ganna use actual wedding so i searched a banquet hall Comment by Raia Torres: sorry, last one. or maybe in Chicago, since they are already in phase 4 of openings. let me know if know any other locations Comment by Nicole Hsu: i think thats a good option! although idk much about Chicago

150 N Riverside Plaza, Chicago, IL 60606 - Lobby (425 maximum capacity)

http://150northriverside.com/

Booking policy and floor plan

1. https://secureservercdn.net/104.238.68.130/j1k.6aa.myftpupload.com/wp-content/uploads/2020/09/Private-Events.pdf

2. https://secureservercdn.net/104.238.68.130/j1k.6aa.myftpupload.com/wp-content/uploads/2020/09/150-North-Riverside-Policies-and-Procedures.pdf Comment by Nicole Hsu: woops i accidentally deleted but yah cuz i thought we were ganna use actual wedding so i searched a banquet hall Comment by Raia Torres: sorry, last one. or maybe in Chicago, since they are already in phase 4 of openings. let me know if know any other locations Comment by Nicole Hsu: i think thats a good option! although idk much about Chicago

Event coordinator/contact person

Target audience – who

Who is this promotion targeted at?

What does the audience need to know?

What will hold their interest?

Couples (from ages 20-40 years old) and event vendors

The wedding expo will have booths set-up for various vendors that couples may need for events.

These include event chairs, linen vendors for tablecloths and napkins, wedding dresses, flowers, DJs, bands, hotels, venues, officiants, and caterers.

Message – what

What do you want to say to the target audience?

What do you want them to know/do?

The Wedding Expo event can help couples plan their event and assist them in how they can stay on their budget. Compared to the traditional bridal expos targeted towards the brides only, The Wedding Expo is for all couples regardless of their gender.

Please stay up to date with all the news and ticket sales on our very own Instagram account and website.

Objectives – why

Be clear about what you hope to achieve with this event.

We hope to achieve a wider target audience and present an experience of what it is like to plan wedding events as well as increase knowledge and educate those who have no experience in the wedding event industry.

Description of event – what

The Expo is here to assist all couples in their wedding planning showcasing all possible decors and vendors that you need for your event.

Please look forward to our wedding dresses and suits’ show at 2:00 pm at the amphitheater.

Risk assessment – what

Identify possible risks and develop strategies to minimize risks.

2020 COVID-19, taking the correct measures and precautions to prevent the spreading of current Covid 19 pandemic situation. As well as having a stand by station for hand sanitizers, gloves and masks and keeping tables and people 6 feet apart from each other.

Evaluation criteria established

What were our aims/objectives?

Did we achieve what we set out to do?

Did it come in on budget?

What were the intended/unintended outcomes?

How do we measure effectiveness?

What tools do we use to measure our success?

Checklist

o Who will be involved in the event

o Date/s of the event determined

o Location/venue for event booked

o Target audience determined

o Message determined

o Objectives set

o Risk assessment completed

o Evaluation criteria established

o DECS Strategic Communications informed/involved

what a checklist to provide customers and vendors: invitation/e-invitation (design or, payment, shipment, fees), the wedding dress (picking dress, photoshoot), wedding space (venue, hotel, confirmation, and contract), wedding decor (vendor proposal, confirmation), entertainment (host, games, and gifts)

rundown of staff requirements

Early event planning

Person responsible

Action

Date to be

completed

Budget

o Source identified

o Sponsorship

o Break-even point established

o Have you accounted for the Guests?

T.X

Protocol

o Request to invite Officials in writing and in a timely manner (six to eight weeks prior to event)

o Protocol issues (relating to Commonwealth/State funding)

o Anything that needs to be approved.

o Anything that needs to be approved by the Manager

o Protocol office notified

o Strategic Communications notified

o Media notified

T.X

Invitations

o Mailing list generated/updated

o Invitation composed

o Invitation checked

o Printer

o Calligrapher

o RSVPs (responsible person briefed)

o Invitation list compiled

o Names on list and titles/addresses checked for accuracy

o Special guests/speakers alerted to make time in diaries

o Invitations sent

T.X

Catering

o Cost per head or upfront

o Upmarket or casual

o Beverages – orange juice, mineral water, tea and coffee (instant or percolated)

o Food – fruit platters, bagels, danish, baguettes, sandwiches, biscuits and cakes

o Hot or cold

o Self-service or waiting staff

o Internal or external catering

o Power required

o Equipment required

o Tables, tablecloths, cups and saucers

o Plates, napkins, knives and forks (disposable/non-disposable)

o Can the theme of the event be followed through in catering?

o Special dietary requirements of guests

o Menu

Raia

Early event planning

Person responsible

Action

Date to be completed

Advertising

o Press, radio TV, school newsletter

o Education News

o Media release –Strategic Communications

Nicole

Talent

o Book and brief

o Rehearsals

T.X

Signage

o Organize plaque if necessary

o Check plaque wording with Agency/ Communications

o Departmental signage booked with Strategic Communications

o Other signage produced

T.X

Program/running sheet/speeches

o Program finalized

o Running sheet written

o Program/running sheet sent to speakers

o Speakers fully briefed

o Speeches written

o Let caterers know program - when to serve drinks/food

T.X

Value-added for guests

o Copy of publication, CD-ROM

o Gifts

o Programs

o Catalogues

o Special offers/discounts

o Competitions

o Prizes

Nicole

Security

o Security alerted

o Occupational health, welfare and safety concerns addressed

o Provision of first aid

Audio/visual requirements

o PA system

o CD or tape player

o Lapel or handheld microphone

o Lighting

o Extra electrical requirements

o Lectern

Staffing

o Extra required

o Staff to meet and greet guests

Ambiance

o Floral arrangements, pedestal – can the theme of the event be followed in flowers?

o Background music

Early event planning

Person responsible

Action

Date to be completed

Guest comfort

o Wheelchair access

o Toilet facilities

Hospitality

o Welcome signage at the entrance

o Ushers briefed

o Cloakroom

o Red carpet

Housekeeping

o Cleaning before and after

o On standby during the event

On the day

o Time for set up by whom

o Time for dismantling by whom

o Dais, stage

o Tables, chairs layout

o Chair covers

o Floor plan

o VIP seating

o Name tags

o Registration desk

o Clear location directions

Raia

- setup will be 2 hours before including all venue staff and vendors

-vendors should clear all their items in their booths, all food and beverage will be cleaned up by the venue staff

-runway stage for wedding dress and suits’ show at the Amphitheater

- show will include White Resin Folding Chair with White Vinyl Padded Seat for 120 people (lecture setup)

pricing: https://www.tablescapes.com/products.html

-cocktail setup and vendor booth setup only - satin tablecloths and napkins with show logo.

- Floor plan (see below)

- no VIP seating

- All staff and attendees will receive name tags at the registration desk next to the two front signage (Staff must take theirs during set-up to avoid long lines)

- Guests will receive directions to the venue along with their electronic tickets

After the event

o Person responsible

o Debrief

o Comments on all aspects (negative and positive)

o Guest feedback

o Guidelines for improvement next time

o Evaluation against criteria

o Celebration

o Thank you’s