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Project Management

Events Made Simple: Organise Your Next Function on Time and by Stefanie Lewis

By Stefanie Lewis

A time-saving, step by step advisor for the busy assistant. Covers making plans company occasions, workplace social services, and conferences.

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Extra resources for Events Made Simple: Organise Your Next Function on Time and Within Budget

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Are children’s menus available? Are there catering options for special dietary needs (vegetarian, kosher, halal, nut and seafood allergies)? • How does the venue charge for catering or refreshments? Is it as a fixed price based on the number of attendees (cost per Events Made Simple PAGES 27/5/04 12:37 PM Page 51 GUESTS, RUNNING ORDER AND VENUE 51 head) or will attendees need to purchase their own drinks (cash bar)? Service providers • Can the venue provide contacts for entertainment, gifts, table decorations, audio-visual and hire companies?

These suggestions may help: • Does the organisation you work for have an affiliated office in the region that could source the venue on your behalf? You would need to provide a copy of the venue checklist and event running order to ensure that the event requirements and expectations are clearly communicated. • Appoint a professional event organiser based in the location. To ensure you source an accredited event organiser, it may be wise to contact a professional association such as the Meetings Industry Association of Australia, New Zealand Convention Association or your local convention/tourism bureau.

This makes a well thought-out event management sheet invaluable. On your event management sheet, the next planning areas listed are guests and venue/location. There are three easy steps to follow when developing a guest list which will avoid leaving out anyone: • Develop an invitee profile; • Prepare an initial guest list; and • Circulate the initial guest list to relevant colleagues for crosschecking, then forward to your manager for approval. Developing an invitee profile An invitee profile defines your audience by detailing age range, gender, company title, as well as other characteristics such as Events Made Simple PAGES 27/5/04 12:37 PM Page 31 GUESTS, RUNNING ORDER AND VENUE 31 motivation for attending.

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