“Designing and producing an event – whether it is a meeting, corporate event, fund-raising gala, conference, convention, incentive or other special event – has been compared to directing a moviebut it is actually more like a live stage production. It is a high-wire act without the safety nets. Once your event starts there are no second chances”. Judy Allen, Event Planning. This course is designed specifically to provide you with the skills to be able to successfully plan and carry out an effective meeting or event that will provide tremendous marketing, organizational and personal benefits.

Cost: EC$ 1500.00

April 6th 2009 -12 Weeks
Mondays 6:00 pm – 8:00pm


Course Outline
Planning & Organizing a Meeting
  • Meeting terminology e.g. proxy, resolution, adjournment
  • Identify & explain the secretarial role & procedures
  • The role of the Chairperson
  • Outline sources of information & services
  • The Agenda & invitation/announcement
  • Plan & organize a meeting

Introduction to Event Planning

  • What is event planning?
  • Purpose & objectives of an event
  • Types of events

Planning the Event

  • Purpose & objectives of the event
  • Choosing the event
  • Choosing a theme (if necessary)
  • Target Audience
  • Importance of the time & date
  • Invitations & your list of invitees
  • Choosing a venue

Financing the event: budgeting & expenses

Event Operation: what happens on the day: programmes


Financing & Budgeting

  • Putting your budget together
  • Anticipated Expenses & Income
  • Financing your expenditure: in-house or sponsorship
  • Sponsorship: public or private sector, essentials of proposal writing

Marketing Your Event

  • Difference between marketing & sales
  • How to advertise your event
  • Public Relations – choosing a campaign
  • Preparing & distributing a press release

Essentials of Report Writing

  • Table of Contents
  • Layout/structure of report
  • Bibliography

Post Event

  • Scheduling the de-briefing meeting
  • Evaluating your event: was it successful? Challenges/opportunities; was purpose/objective achieved?
  • Thank you letters
  • Paying your bills

Student Evaluation:

1. Students will be expected to work together to plan & execute an event

2. Individual written reports to be submitted to include the following:

  • A table of Contents
  • An Introduction (purpose of assignment & outline of work)
  • A description of how the student planned & executed the organization of the event.
  • The planning, organizing & monitoring methods used – were they successful; what would be done differently next time
  • The communication protocols & methods used
  • A conclusion on the success of the event

3. Written communication should follow standard business layout; evidence can include, pictures, video/tape cassette recording providing students indicate clearly where evidence can be found

4. Report should be between 1800-2500 words; have a logical structure; have a bibliography; be clear and legible.

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