Event Planning

Judy Allen is one of the world’s leading authorities on staging, event and lifestyle design and the bestselling author of ten books for the professional, business and consumer markets. Allen, a master of creative design, has flawlessly executed successful special events—corporate, social, and celebrity—for up to 2,000 guests at a time in more than 30 countries around the world. She has designed and produced memorable events such as Disney’s worldwide theatrical opening-night gala for Beauty and the Beast, and the orchestration of Oscar-winning director Norman Jewison’s 25th anniversary celebration for Fiddler on the Roof.Highly skilled in staging events that are strategically designed to be one-of-kind experiences and a master of transforming the energy of an event environment by engaging the senses with trademark primary design principles, Allen has worked closely with CEOs, CFOs, presidents and their executive staff around the globe to create, implement and oversee their corporate and social business events. The many diverse events that Allen has designed and executed extend from complex one-day events to elaborate arrangements of theme productions taking place over the course of a week. These events ranged from very exclusive VIP events to multimillion-dollar, multimedia fantasy extravaganzas including seven new-car product launches and involved high-tech stage and show productions. Allen, and her 2jproductions (www.2jproductions.com) partner, Joe Shane, are now bringing their dynamic creative energy, innovative style and perceptive insight to home, life and lifestyle design and world class resorts around the world through Sensual Home Living™ (www.sensualhomeliving.com) and other initiatives.

• Preface xvAcknowledgments xxvChapter 1: The First Steps: Initial Planning & Budgeting 1Determining Your Event Objectives 4How Much Can You Spend? 5Event Vision 7Event Vision Q&A 17Design Objectives of the Event Experience 24Initial Planning 33Visualization 38Monitoring the Budget 41Event Design Principles Checklist 45Event Experience Design Objectives 45Chapter 2: Organization and Timing 47Critical Path 47Function Sheets 52Timing 58Date Selection 67Critical Path Checklist 73Charting Your Critical Path 74Chapter 3: Location, Location, Location 80Site Selection 81Location Requirements 90Hotels and Convention Centers 93Restaurants, Private Venues, Catering 98Theaters 99Tents 101Gala Openings in New Venues 107Contracts 108Location Q&A 110Move In Requirement Checklist 126Event Suppliers’ Setup Logistics Checklist 128Event Suppliers’ Teardown Checklist 131Chapter 4: Transportation 133By Air 136By Land 140Transportation Q&A 148Transportation Checklist 164Chapter 5: Guest Arrival 166Guest Arrival Q&A 169Fanfare 182Fanfare Q&A 184Registration: Guest Pass Security and Ticket Pickup 193Registration Q&A 194Guest Arrival Checklist 201Chapter 6: Venue Requirements 202Room Requirements 203Room Requirements Q&A 203Staging, Audiovisual, Lighting 208Staging, Audiovisual, Lighting Q&A 213Lighting-Specific Q&A 221Venue and Event Supplier Checklist: Room, Venue and Supplier Requirements, and Contract Terms and Conditions 222Chapter 7: Who’s It All For? 226Know Your Guest Demographics 226The Guest List 230Invitations 234Media 240Media Q&A 241Children at Your Event 242E-vites, CD and DVD Invitations 244Event Websites and Event RSVP Websites 246Chapter 8: Food and Beverage 247Examples of Texas Theme Parties with Different Energy 248Food and Beverage Considerations 251Menu Planning 255Staffing 294Charitable Donations 297Chapter 9: Other Considerations 299Entertainment 299Entertainment Q&A 301Photographers and Videographers 308Photographer Q&A 311Themes and Programs 317Final Touches 327Staff, Supplier and Entertainment Work Permits 330Event Risk Assessment 335Conclusion 340It’s a Wrap! 340Applause! Applause! 349Your Next Event 350Appendix A: Sample Cost Sheets 352Appendix B: Sample Payment Schedules 376Appendix C: Sample Function Sheets 384Index 403