Planning Event Itinerary - 6 Even Methods To Get With The Program

Event planning is successful when guests know what to expect and then get it. You may have lined up the best caterer, the most exquisite decor, and the finest facility. But if people don't know when to sit down for dinner or when to plan a bathroom break, your event will lose some of its glimmer. For organized events involving speakers or specific activities, it's important that event program planning take into account time available, time required, and the inevitable last-minute changes. When you develop the program for your event, consider these details:

1. Who's on First?

Before you write down your event program, the agenda, make a list of every activity you want to occur. Then order everything in a way that is natural and makes sense. For example, instead of scheduling a speaker immediately after the meal, schedule something active that will keep your guests from getting drowsy. Better they dance or do the limbo than they take a nap during an important talk. Don't plan a speaker during the first part of the dinner. If you do, your speaker will have to shout to be heard about the squeaking of chairs and rattle of silverware, not to mention that get-to-know-you chatter you hope to encourage over your catered meal. Don't overwhelm your guests by presenting several speakers or presentations back-to-back. They'll get restless and stop paying attention, both insulting the last speaker in line and losing the impact of his or her presentation. Schedule highly social activities at the beginning and end of your event program. Give people a chance to see who's there at first and to say their hellos. Then let them relax and have a good time before the go home so that they take a great memory with them.

2. Timing is Everything

Once you've established a logical, smooth order to event program activities, make sure event planning includes practical timing. You have an allotted amount of time to accomplish everything, and you don't want your event to move like a freight train. Neither do you want it to progress along in fits and starts. If there's no time for relaxation or bathroom breaks, your guests will not be happy. And they'll be overwhelmed if you try to keep them engaged every minute. There's a fine art to scheduling - planning too much or too little time for each activity will leave your guests irritated, bored, or gone.

Including times on your program will give your help your guests anticipate their own choices - when to fill their plate or find their seat, when to take that smoke or bathroom break, when to corner Harry for a special favor or question. It will also help you keep things moving according to plan by giving you check points. A printed program with scheduled times keeps everyone on the same page as the event program unfolds.

3. Don't Overbook your Program

Everything you plan to do doesn't have to be included on the printed program. Keeping a special "surprise" speaker or entertainer on board will allow you to fill extra time if it should come up. Your program doesn't have to be so detailed that you have no flexibility to change things that need to be changed to keep the momentum going. Make sure you include the major activities (the meal, specific ceremonies, keynote speakers, social activities social mixing time or dancing) on your printed program, but don't include every break or announcement. Your program should be structured enough to keep things organized and flowing, but it should be open enough to meet unanticipated needs.

4. Be Prepared for Featured Guests to Go Over their Allotted Time

You may have scheduled 10-15 minutes for each speaker or presentation, but it's human nature to ramble. What if someone takes 5 minutes over their time budget? What if EVERYONE goes over? Or what if it takes longer than anticipated to set up a presentation or a stage? Keep in mind when setting your schedule that even the best plans go astray. Allow slightly more for specific activities than you think they will take. And build in some breaks so that speakers can get their breath or guests can take care of personal needs. If you find you don't need the extra time, keep a "surprise" guests or activity in your back pocket. It'll add some spontaneity to your event and make it less predictable. Your guests will be happy to be "honored" with a special appearance or activity.

5. Be Willing to Cut the Fat or Add Some Sparkle

Be flexible. Nothing will go exactly as planned. event program planning requires give and take on the scheduled program. Perhaps one of your speakers gets lost in traffic or gets sick. Maybe your entertainment can't find a place to park. Be willing to switch speakers and activities where it makes sense to keep the event moving along. Have something extra planned to substitute or add to your program if needed. One great way to accommodate unplanned timing jams is to have an emcee that can fill empty time with jokes and entertaining stories if necessary. The emcee can also drop some planned remarks to accommodate over-times. Be flexible, and don't get stressed when things don't go exactly as you planned them. Maintain your poise and grace, and no one will even know there's been a hitch in your event program planning get-along.

6. Always Have Someone Else Review your Program

Your program documents the event. Avoid misspelling someone's name, and be sure there are no typos on your program. Your program should be attractive and professional. If you developed it, you're likely to miss some errors. Run off a trial copy and ask friends, co-workers, or fellow event planners to review it for you. Very important: double-check the spelling of names. No need to insult a speaker or guest with a casual error like that. When you are comfortable with your program, get it to the printer well in advance of the event. Creating unnecessary panic by waiting too long to have your program printed is an easily-avoided problem.

Event programs can be as simple as a list of activities or as complicated as a formal schedule. In event program planning, the nature and purpose of the event will suggest the type of program you need. The more guests attending, the more structured your program should be. If you have celebrities or community big-shots, you should include their names in the program.

Most important, use your program as a guide while you're overseeing the event. Don't throw your planning away by playing it by ear during the event. Set a reasonable, well-timed schedule that makes sense and provides for both stimulation and relaxation. Be both flexible and disciplined as your event program unfolds. Be prepared to make last-minute changes, but don't turn over the program "apple-cart" by making dramatic changes. Give your guests enough information to know what to expect, and then give them what they expect. Using an event program will be an invaluable tool in making your event a rousing success.

Important Steps to Follow in Hiring a Casino Party Company For Your Next Casino Fundraiser

7 important casino fundraiser steps and pitfalls to understand when planning your next casino fundraiser.

Having been in the casino party and planning business for many years I have heard from customers some very sad stories of what occurred at their casino fundraiser and I would like to pass to you the 7 steps you must follow to ensure you have a successful casino fundraiser and hire the BEST casino party company for your event.

Step 1. The planning committee. This is the most important step in your planning and you must assign a person to each of the specific tasks that must be accomplished for your event, which include the Law and getting the appropriate licenses, finding the location and catering for the event, getting sponsors to help with the costs, getting gifts donated, finding the correct casino company, and who will be handling the money. It is impossible for one person to handle all of the above items. The only successful way is to have one person responsible for each item, leave them alone to perform the task, but having them report their progress every so often to the person assigned in charge for the event. You will need plenty of time to accomplish all the tasks I a good time frame to start is 4-6 months before the event date.

Step 2. The Law and obtaining your fundraiser license and township permission. Always remember that gambling is illegal, and having casino games at your fundraiser is gambling. This is important because a casino fundraiser is not the same as holding a car wash to raise funds. Because gambling is illegal there are state authorities in charge of stopping illegal gambling which means your casino fundraiser will fall under an exception to the gambling laws. Let's take New Jersey as an example. The state agency ABC (Alcoholic Beverage Control)is responsible to find and prevent illegal gambling, unfortunately their own handbook does not say illegal gambling, or exceptions to the gambling laws, it only says gambling, and there has been an occasion where one of their investigators attempted to stop a casino fundraiser claiming it was gambling. The situation was resolved before the event date because of the second point I want you to remember. Even though your casino fundraiser is gambling and gambling is illegal, you fall under an exception to the gambling laws by state statute. In New Jersey the state legislature created a statute to allow casino gambling and created the Casino Control Commission to oversee the activity, they also created a statute to allow casino fundraisers and created the legalized Games of Chance Control Commission to oversee casino fundraisers. The point I want you take from all this would be to make your casino fundraiser legal, you must understand the law and get the proper licenses and township permission for the event. Just because you are a 501(c)3 non profit organization and used to having a car wash to raise funds doesn't mean you can have a casino fundraiser simply because it sounds like a good idea. So at this point you should understand it is a good idea to call your states Office of the Attorney General to find out the laws in your state to have a casino fundraiser.

Step 3. The Best casino company. The licensing requirements needed for you state may also require the casino company to be licensed. There have been occasions in New Jersey where a non profit organization called a casino party company and neither of the parties knew the laws resulting in the event being stopped and fines. Each state is different and in New Jersey the casino company and all the dealers must have a casino fundraiser license. So the important point here is to first learn the requirement on your own by calling the state authorities, then you start calling the casino companies and ask them what is required to have a casino fundraiser. A good casino party company will ask you if you have your license and be able to email you the forms needed to obtain the license. They should guide you through all aspects to obtaining your license and getting the township permission. If they do not assist you or explain the rules then they may not understand them and that could be a disaster waiting to happen.

Step 4. Who is really doing your event? Understand there are casino party companies who advertise locally and some who do it nationally. In my experience the local companies are the best for you because the national companies may not know the laws for you state. Even worse is the national companies will not be doing your event. What they do is call the local companies, get a quote from them and add hundreds of dollars to the bill just for answering your phone call, and the local company is who will be doing your event and they will have given you a quote that is less than the national company. As you look at each company you will see some that have photographs of movie stars and people having fun in a casino on the front page of their website. Forget all that material designed to attract you because it is not important. When you receive price quotes from the casino party companies you may get 3 or 4 that are in the same general range and 1 or 2 that are much higher than the others. Let's give an example and say you received quotes for $1000, $1100, $1200 and $2000. It doesn't make any sense that 3 quotes were in the same range and one quote was much higher and that is because the very high quote is from a national company who will not do your event because they are going to call the local company who gave you the lower quote in the first place, then add the extra money to the bill.

Step 5. The casino tables. There is a general rule to follow which is you want approximately 70 percent of you guests to be able to play. You can modify this rule, but I would not go below 50 percent able to play. The casino company should advise you on this. They should also stay in constant contact with you in the week leading up to the event to revise the tables if needed. Let's assume your event was 300 guests, but in the last week you realize only 200 will show up. A reputable casino company will suggest you reduce the number of tables. A poor casino company will want you to stay with the original suggestion because they will make more money. Simply stated, the BEST casino party company would rather you have the correct number of tables and not too many or too few, and they should not put their profit above your fundraising needs. Now let's discuss the casino tables that will be used for your event. This is my opinion as a licensed dealer, but the best casino companies have new equipment which does not have folding metal legs and/or use skirting under the table to hide the metal legs. Ask yourself why a real casino doesn't use metal folding legs on their tables. A craps or roulette table is very heavy with up to 14 people all leaning and shifting their weight on the table. Maybe that's the reason you shouldn't have metal folding legs on the table because you do not want to take the chance the table collapses. I will never deal craps or roulette on a table that has metal folding legs. The point I want you remember here is that you should have the casino party company put in writing that they will be the company doing your event and will not subcontract to another company. You should also require the casino company to provide photographs of the actual tables they will use at the event. It is fine if they can show you the tables on their website, but I would ask myself why a casino company does not have photographs of the tables on the website. Do not accept the company having a photo showing the top of the tables with people having fun because that does not show the legs of the table which I consider the most important part.

Step 6. Cost from the Casino company and suggestions. The casino party company should be making suggestions on the proper casino tables and the number of each table to have for your event. They will follow the general rule of 70 percent of your guests being able to play, but they should also be in constant contact with you leading up to the event and be willing to reduce or add tables if needed. Remember the casino company is there to help you but also want to make money. A great casino company will advise you if needed to reduce the number of tables originally suggested based on the number of guests, allowing them to be a great help to you and still make a profit. The Poor casino companies will want you to stay with the original plan because they will make more money. The point here is that if you have too few tables then your guests can't play meaning they can't donate money to the event, and if you have too many tables they will not be used and you are spending more money than you should, and you could run the risk of losing money for the charity because of it. The last point I want you to remember is some casino party companies that do fundraising want a percentage of your profits. Never hire a company that wants a percentage of the profits because that is your money. Look at the casino company as you would a caterer or DJ. They are being paid for their service a flat fee and not a penny more.

Step 7. Who is going to handle the money. There is a cardinal rule in casino fundraiser that you never allow the casino company to touch the money. Keep in mind there could be thousands of dollars out there and you want to remove all temptations and possible accusations. A great casino company will advise you how to set up a "bank" and how only your representatives will touch the money. There are certain aspects of the evening where the casino company pit boss will do things to help encourage additional donations by making chip specials to your guests if they donate more money at each table, but this should only be done one table at a time with one of your representatives standing next to them.

I hope the discussion will help guide you to having a successful casino fundraiser. If you ever have a questions you may always email me at cardsordice@verizon.net or visit my companies website www.cardsordice.com and I will get back to you and answer your questions because I want to ensure you hire the BEST casino party company and make a lot of money for your charity.

What You Should Know When Planning Corporate Meetings

Depending on time management skills, the job that event planners do can be either enjoyable or nerve-racking. A planner is the one person charged with the responsibility of ensuring that huge meetings are coordinated gatherings that have a purpose and matches the company's demands, often having to adhere to very strict details. The event planner also arranges for the meeting venue and works with the support staff to set up the requirements for the meeting, all under a set deadline.

For a large or small business, planning a meeting involves knowing how many people will be in attendance and thus making sure that the meeting or conference venues are big enough to accommodate all of the participants. Other logistical details, like the seating arrangements, food, sanitation facilities and sound or audio equipment are also part of the work with which the event planner has to contend.

In brainstorming sessions, intended to update the staff, flip charts or boards for use during demonstrations are vital. As effective as they are, a meeting can also be a source of conflict between participants who fail to agree on particular agenda issues. In such a case, the event planner has to find a facilitator, who creates an allowance for problem solving in such settings. This is done by clarifying the validity of each argument. A consensus is reached by voting, in which case the popular vote wins.

It is the responsibility of the event planner to ensure that speakers in meetings, conferences or conventions know when they will speak and how much time is allocated to them. The planner also organizes all the printed material to be used, in addition to all the sound and visual equipment that may be needed.

Ideally, an event planner has to understand the theme and the overall corporate image that the hosting company wants to portray. In addition, they need to have knowledge of the area they are working in. This allows them to employ the best conference planning strategies and to match their client's needs. A meeting that runs for several days may require the planner to organize the accommodation and transportation details for the attending participants.

Today, planning corporate meetings is rising in stature as a serious profession; one that oversees the organization of a major events, like political conventions, trade shows, and corporate seminars. For all events, the planner needs to be calm and should be able to handle pressure. Organizing a meeting needs professional self-starters and team players who have great interpersonal skills and a good level of management expertise.

Negotiating Events Out Clauses

Time and again, I have witnessed numerous organizations lose substantial amounts of monies because they failed to pre- negotiate numerous clauses, that are often key to substantially protecting the organization's interests. Over my career in event planning, negotiations, and organizing, which now spans over more than thirty years, I have continuously tweaked and adapted my contract demands, in order to assure these protections. Those areas that have often caused the greatest agony for organizations are: limiting/ amending attrition clauses; addressing audio- visual expenses; protections regarding food and beverage areas; protections because of economic downturns, wars, or acts of God (weather, etc.); negotiating in modification and give- back dates; and, specific language regarding the ever- expanding tendency of many resorts to add on mandatory fees and service charges.

1. The strict attrition clauses of the past must never be permitted in a negotiated contract. The best way to address this is in advance, via a tersely and properly written and crystal clear Request For Proposal (R.F.P.). It is essential that group's negotiate out or down attrition (i.e. not meeting certain specific numbers) either outright, or by instituting a substantial compromise/ outright reduction, or by being given flexible give-back dates (where the group can return rooms and reduce other targets, without penalty).

2. Audio- visual costs are often the great eye- openers to non- professional event organizers. These costs often escalate dramatically, often to the disbelief of amateurs. Professional negotiator first reduce substantially the audio- visual fee schedule, negotiate certain comps and allowances, and get in writing, in detail, all specific costs in this area, written in plain English descriptives.

3. Organizations must put in a clause regarding economic downturns, and the possible implications. Good negotiators have clauses regarding stock markets substantial drops, energy/ transportation substantial increases, acts of God (weather, war, terrorism, etc). Again, these clauses must be specific, and permit substantial givebacks if these parameters occur.

4. Giveback clauses must be included. These clauses are capable of protecting both the vendor as well as the organization, because it permits givebacks (and thus eliminates penalties, etc.) at three specific times (I recommend at 90 days out, at 60 days out, and then the final revision permitted at 30 days out, by specific percentages).

5. Many hotels today, observing the airline model, have instituted certain resort fees and service charges, in an attempt to promote an attractive hotel room rate, while collecting additional revenues. This has varied substantially from property to property, and, it is not unusual for the room rate promoted and the amount paid per night (adding in taxes, fees and service charges) to differ by thirty percent, or even more. Negotiators should have any fees that will be charged spelled out in detail, and a clause stating that the only fees the group will pay are those stated. In addition, negotiators should look closely at what these fees are for, because often what is included are not things that a large percentage of the group will either utilize or find of value. One area today that many surveys indicate are most resented in terms of fees, are substantial charges for internet access. With many properties today including or, at least, substantially reducing the cost of internet access, attendees often feel ripped off by excessive fees in this area. When a hotel says their service charge includes domestic local and long distance service, most attendees today find that of little value because most calls are made by their own cell phones anyway, and they rarely use these phones. Hotels that promote their spas as a reason to come to that hotel should not be charging fees for basic services, such as locker room access, saunas and hot tubs, or exercise equipment. It is appropriate, however, for them to charge additional for more advanced services such as massages, salons, classes, etc. Again, negotiators must carefully negotiate appropriate language into the initial contract.

Beware that it always easier, less stressful, more efficient, and fairer to all, to pre- negotiate in all of the above areas, and more. Failure to do so often leads to negative financial ramifications.

Paper Wrist Bands - An Easy Event Management Option That Will Not Tear Apart Your Budget

Whether you have heard of it or not, it cannot be denied that paper wrist bands have taken their place alongside the better known silicone, vinyl and rubber wrist band versions. At this point you might be wondering how paper based wristbands can have as large an impact with people as their more durable and longer lasting counterparts (after all paper is not known for its ability to weather adverse conditions such as water and natural wear-and-tear.)

The solution to this conundrum lies not in the wording so much as it does in the composition of the 'paper' material, which - if you have not already guessed it - is not made from paper, or rather, not entirely from paper.

With help from the latest technological advances, a new, hardier material was created using a unique blend of fibre, fabric and paper. This became known as Tyvek and the rest is history. Although Tyvek has numerous applications, it cannot be denied that using Tyvek to make paper wrist bands was a good idea. These wrist bands are utilised by many people for many things spanning from admission into concerts and large events, to being used as identifying tags to help separate those who are under the legal drinking age.

And this is not all they can be used for. These wrist bands can also be used to help identify VIP guests. This would allow them to have access to VIP areas which otherwise they would not have access to. This method of identifying those who are allowed special privileges is in many ways advantageous over existing methods.

Instead of having to print special paper passes, or having the special passes in clear plastic pockets which can then be hung around the neck of the guest, these wrist bands can be placed easily and simply on the wrist of each guest. This not only minimises cost (no paper passes to be printed, no clear plastic pockets necessary to hold them, and no lanyard needed to hang around the neck), it also simplifies matters for the guests as well. Not only do the guests not have to keep track of their special pass, they also do not have to worry about it getting on caught on something and potentially harming them.

And if you think along the same lines you will find this is not the only use for paper wrist bands. They can also be used to help control those factions of people who will look to con their way into large events such as concerts by using one ticket for a number of people. By using paper based wrist bands instead of using paper admission tickets, you have effectively made it more difficult for those trying to bluff their way past the entrance security owing to the difficulty in removing these wrist bands without first defacing them in some manner or other.

That said, if you put your mind to the task there is really no shortage of ideas you can come up with as to how best to use these paper based wristbands. Do not limit yourself to the tried and tested uses they have already been put to - do something different and you will immediately see the advantages in using paper wrist bands.

Event Planning Certification - Do You Need Certification To Work In The Event Planning Field?

To make an event a hit you need to an excellent event planning. However, sometimes, people fail to make good arrangements even though they have spent so much money. Besides this reason, people have become so busy in their lives that they hardly get any time to make any arrangement. Therefore, instead of experimenting themselves they hire event managers who handle their work with professionalism.

The demand of event managers is always high. So many popular event managers are earning in millions. Both in the corporate world as well as in non-corporate world, everyone wants his or her events to be successful. They want to impress their guests and want them to have a great time. That is why they depend on event managers who know very well how to make events last forever.

Hence, for those people who see many potential in the event planning careers, there are certain certifications present that will enhance their skills and make them an expert. With the passage of time the demand of event planners in immensely increasing, this will create a big competition and for this reason; it will become necessary to have an event planning certification or two so that you can stand above others. Therefore, by passing these certifications now, you will create a strong base and gain success in this field.

There are so many people who are very interested in this field but do not have the required set of skills that are very important. If they take these courses, they will enhance their progress, as they will become more creative, dynamic and systematic. Mostly event take place in the evening or on vacations, so the organizer has to be very active and multi-tasking in order to carry out all the procedures of arranging the event. In this business, you will also face situations where you will have a tight budget or a short time span to make the event come alive. Individuals do not posse these skills unless they trained how to handle such situations.

The event planner has to try his best to satisfy his customer. If he or she succeeds in doing this, then there are chances of more projects and maybe bigger than the last one. This is quality management. On one hand, they have to provide their clients with quality products and services instead of doping him with cheap products and on the other hand, they have to assure them that they will provide improved services and that clients will not be disappointed. With the help of an event planning certificate, he or she will be able to do so.

Therefore, now it is clear that event planning certificate has great importance and if one acquires them, he or she will definitely become triumphant in his business.

Summer Internships For College Students

When a student finishes a long year of college classes, the last thing they want is to look for summer internships that will occupy their months of freedom. However, an internship is an important part of many academic programs and they may not have a choice. Just because a student has to do an internship for the summer, however, does not mean that they cannot have a great time. Check out a few of the best internships around for a summer of fun and education.

If a student wants to have a great summer while completing their internship, why not do it at the happiest place on Earth? Disney offers a variety of internships, most notably their program working with the Disney Imagineers, who design and construct all of the Disney theme parks and attractions. The perks of this internship include free admission to the parks, discounts on Disney merchandise and sneak peeks at new Disney parks and rides.

The student who would rather spend their summer playing sports might consider applying for an internship with Major League Soccer. These interns get a close look at the soccer league as they assist with tasks such as updating the scouting video library and the end of season technical report. They may even get to spend some time outdoors playing soccer since they will be expected to assist with youth development projects.

The social butterfly who cannot stand the thought of working instead of partying all summer might have a great time interning with an event planning company. There are many event planning companies that offer internships to college students, such as Backstage Creations in Los Angeles or Butterfield 8 in New York. Interns get to assist in all aspects of planning events like parties, conventions and competitions and usually get to enjoy the fruits of their labors by attending the events.

Students who are interested in photography could spend the summer shooting outside by themselves, or they could learn from a professional with a photography internship. While interning with a photographer, a student will be exposed to various photographs, stylists and models. They may even get to shoot a bit themselves and start building their portfolio.

Just because a student needs to look for summer internships does not mean that they cannot have a great summer. If they had any high school internships, they could even consider going back to that location and spending the summer with old friends. If they think outside of the box a little bit, any student will be able to find an internship that will be educational and a lot of fun.