PlanningHelper.com - Educational resource on Event Planning and Coordination

Accommodation for Meetings and Events Guide

Guide to Accommodation for Meetings and EventsContents1 Guide to Accommodation for Meetings and Events2 Hotel priorities when evaluating group business3 Negotiate effectively to avoid attrition penalties4 Why you need to clearly understand the demographics of your group5 So, what should you do to succeed in a seller’s market?6 Lodging Guidelines Step-by-Step6.1 Lodging Checklist Instructions 6.2 Prepare a Timeline for Booking Group Sleeping […]

Setup Guidelines for Meetings and Events Guide

Details – Details – DetailsContents1 Details – Details – Details1.1 Finalizing 30-Days in Advance2 Function Specifications3 Vendor and Service Provider Documents4 How to estimate space needed for meeting and function setups4.1 Space recommendations per person –4.2 Space requirements for equipment, food stations4.3 Function room capacities –4.4 The no-show factor –4.5 Pros and cons of different […]

Event Food and Beverage Catering Guide

Guide to Successful Event Food and Beverage CateringContents1 Guide to Successful Event Food and Beverage Catering2 Working with caterers3 Planning Food & Beverage Functions – Guidelines A-Z 3.1 1. Set up an F&B expense worksheet 3.2 2. Two-step process to create a checklist and timeline3.3 3. F&B function specifications4 Food & Beverage Catering Contracts4.1 If booking more than six […]

Meeting and Event Registration Overview

Event registration just HAS to be done right – accurately, efficiently, and user-friendly. Registration is often the first point of contact, and it creates a first impression of what can be expected during your meeting or event – good or bad! It can cost your organization in lost revenue if prospective attendees get frustrated when […]

Budgeting Meetings Functions Events Guide

Budgeting for Meetings, Functions or Events Guide

If you have a financial backgroundContents0.1 If you have a financial background0.2 If you are less experienced with budgeting0.3 Budgets are not set in stone0.4 Budgeting Guidelines0.5 Financial Goals0.6 Break Even0.7 Expense and Revenue0.8 Taxes, surcharges or fees, service charges, gratuities 0.9 Attrition Contingency Fund1 Budgeting Break-Even Analysis1.1 Budgeting Checklist1.2 An example of how to divide […]

0 Meeting and Event Contract Guide

Meeting and Event Contract GuideContents1 Meeting and Event Contract Guide1.0.1 Contracts don’t have to be intimidating1.0.2 Yes, contracts set boundaries that you must stay within, but they also protect you –1.0.3 The process may be complex, but it does not have to be difficult –1.0.4 Contractual negotiations are evolving with the speed of light – 1.0.5 Attrition Clause1.1 […]

0 Ethics and Etiquette in the Event Planning Industry

Ethics and Etiquette in the Event Planning IndustryContents1 Ethics and Etiquette in the Event Planning Industry1.1 Understanding Ethics1.2 What to practice1.3 Trouble spots to avoid1.4 Suggested Industry Etiquette (Professional Courtesy) Ethics, as defined by Encarta Dictionary, is “a system of moral principles governing the appropriate conduct for a person or group.” In today’s global economy […]

0 Food & Beverage Catering Downloads [PDF]

The PDF, Excel and Word documents provided in this section are meant to serve as example formats only. These formats will give you a head start in streamlining the planning and coordination process for your own purposes, but the content and formulas must be changed to apply to the different needs of your group. Pay […]

0 Audiovisual (AV) Guidelines for Meetings, Events, Social Functions

If you’re asked to handle AV on your own Contents1 If you’re asked to handle AV on your own 2 When to work with an audiovisual professional3 Audiovisual space requirements 4 Lighting, projection, screens, sound Even the most basic meeting will require a flipchart or easels with display boards, but many will also require a […]

0 Educational Webinars Guide

An educational webinar differs from an on-line meeting because it is usually limited to one-way transfer of audio (voice-over) from the instructor(s) to an audience of individuals or small groups viewing from computers or mobile devices in geographic locations anywhere in the world where access to the Internet is available. Advance registration with email addresses will […]

0 Food & Beverage Catering Checklist [PDF]

Preparing a detailed checklist before contacting caterers about any food and beverage (F&B) function you are planning is a must. It will prove to be an enormous time-saver for you and gratefully appreciated by your caterer. There will be a big difference in the checklist you create for a planned meal function based on the type of venue you select. If you book […]

0 Booking Policies for Meetings, Events, Social Functions

There are certain factors that will apply to almost every contractual agreement you reach with the venues, facilities, vendors or service providers involved in your meeting or event. We will touch briefly on some of the most common here to give you an idea of what to expect and what to ask. One provision that you will find in almost all agreements is “attrition,” and you must […]

0 Online Meetings

Web-based software makes it easy to set-up and conduct online meetings. The process is similar to making advance arrangements for a telephone conference call through an Internet service provider. Charges will be based on the type of services you request for collaborative sessions and if you prefer to have online tech support during the meeting […]

0 Choosing Your Food & Beverage Caterer

How to find reliable and creative caterers – Make inquiries of members in your own group who know caterers in the area Ask for referrals from other groups similar to yours Ask for referrals from caterers you have worked with in your local area Post on-line inquiries in your favorite communities Request a list of caterers who are members […]

0 Event Webcasting Guide

A webcast or web event is a broadcast that is conducted using the Internet rather than a satellite for transmitting to audiences anywhere in the world where access to adequate high-speed Internet is available. Presentations can be filmed live on video camera(s) and broadcast in real time using streaming media technology (video, sound and data) […]

0 Event Fulfilling Purpose, Goals, Objectives

Event PurposeContents0.1 Event Purpose0.2 Determining overall goals and objectives0.3 Event Financial goals0.4 Sponsorship goals0.5 Attendee goals1 Communicate what you know A clearly stated purpose of an upcoming meeting or event with an outline of what will be discussed or take place is important for those being invited to receive and understand. If they are uncertain […]

0 Event Budgeting Checklist [PDF & Excel]

If you are working with a group that has produced meetings and events in the past, it is probable that a good financial history will be available to serve as a checklist when initiating the budget process. But if this is a first time event, listing all the expense items and potential revenues will be […]