Special Events, 7th 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.
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
Photo by the Author.
Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
Animated introduction
Opening Activity:
Chapter Five Review
Chapter Six
Book Report Chapter Six
Mini case study discussion twelve
Global event thought leader Michael Loshin
Assignments
Questions, answers and discussion
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
Key Terms
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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.)
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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.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Develop and implement the design for your event
Develop appropriate resources
Coordinate catering operations
Use trends in event catering
Coordinate technical resources, including lighting, sound, and special effects
Conduct and analyze the site inspection
Develop and construct the production schedule
Anticipate and resolve operational conflicts
Recognize and comply with standard and customary event regulations and
procedures
Read, understand, and evaluate legal event documents
Access, plan, manage, and control potential event liabilities
Obtain necessary permits and licenses to operate events
Develop and manage risk management procedures
Understand and comply with environmental regulations governing events
Comply with regulations governing sponsorship of conferences and meetings
Maintain documentary evidence of compliance procedures
Incorporate new forces and trends in event catering
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
Photo by the Author.
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.
2.
3.
4.
Why = What
LED versus incandescent lighting
Sound
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.
2.
3.
4.
5.
Slips and falls
Theft
Fire
Alcohol
Crowding
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.
Necessary Permits and Licenses to
Operate Events
1.
2.
3.
4.
5.
6.
Alcohol
Fire
Music
Noise
Occupancy
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
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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
Copyright © 2014 by John Wiley & Sons, Inc. All rights reserved.