Event Planning

Judy Allen is highly regarded as an expert in the field of event planning. She is founder and President of Judy Allen Productions, a full--service event planning production company that specializes in consulting on strategic event design, as well as in designing, producing, and orchestrating special events worldwide. Judy has created special events in over thirty countries for up to 2,000 guests at a time. She has designed and produced memorable events such as Disney's opening--night gala for Beauty and the Beast, and coordinated Norman Jewison's 25th anniversary celebration for Fiddler on the Roof. The events she has done range from very exclusive VIP events to multimillion--dollar, multimedia extravaganzas such as new car product launches. Judy has been involved not only in event design, but also in multimedia stage production and show flow. Judy is also the author of The Business of Event Planning: Behind--the--Scenes Secrets of Successful Special Events (John Wiley & Sons, 2002) and Event Planning Ethics and Etiquette: A Principled Approach to the Business of Special Event Management (John Wiley & Sons, 2003). She has written a series of weekly columns on event planning for the New York Post Page Six.com, and is a frequent contributor to industry publications such as Meetings and Incentives Magazine. Judy Allen can be reached at judyallen@on.aibn.com.

Preface Acknowledgements Chapter 1:The First Steps: Initial Planning and Budgeting How Much Can You Spend? The Purpose of the Event Initial Planning Visualization Budget Breakdown Chapter 2: Organization and Timing Critical Path Function Sheets Timing Is Everything The Time of the Day and the Day of the Week Date Selection Chapter 3: Location, Location, Location Site Selection Location Requirements Hotels and Convention Centres Restaurant, Private Venues, Catering Location: Q&A Theatres Tents Contracts Gala Openings in New Venues Chapter 4: Transportation Limousines Motor Coaches Parking Transportation: Q&A Chapter 5: Guest Arrival Weather Considerations Arrival & Weather Considerations: Q&A Fanfare Fanfare: Q&A Registration: Guest Pass Security and Ticket Pick--up Registration: Q&A Chapter 6: Venue Requirements Staging, Audio--Visual, Lighting Staging, Audio--Visual, Lighting: Q&A Room Requirements: Q&A Chapter 7: Who's It All For? The Guest List Invitations Media Media: Q&A Children At Your Event Chapter 8: Food and Beverage Menu Planning Staffing Chapter 9: Other Considerations Entertainment Entertainment: Q&A Photographer Photographer: Q&A Themes and Programs Final Touches Conclusion It's A Wrap Applause! Applause! Your Next Event Appendix A: Sample Cost Sheets Appendix B: Sample Payment Schedules Appendix C: Sample Function Sheets Index