Event Planning for Office parties, Company Socials, events

Seminars and conferences take budgeting and planning. Use the following as a guide, making adjustments where needed.

Location Site	20%	Printing Expenses	30%
Printing Expenses	10%	Food	25%
Speaker Fee	30%	Marketing	10%
Miscellaneous	10%	Miscellaneous	15%
Marketing	15%	Gifts	10%
Travel Expenses/Accommodations	15%	Supplies	10%

Trade Show	20 Booths	50 Booths	75 Booths	150 Booths
8x10 Booth Size	3,200 sq ft	8,000 sq ft	12,000 sq ft	24,000 sq ft
10x10 Booth	4,000 sq ft	10,000 sq ft	15,000 sq ft	30,000 sq ft

ROOM SIZE needed

Seating Style	20 guests	50 guests	75 guests	150 guests
60” Round Tables	240 sq ft	600 sq ft	900 sq ft	1,800 sq ft
75” Round Tables	241 sq ft	602 sq ft	904 sq ft	1,808 sq ft
Theater Style Seating	180 sq ft	450 sq ft	675 sq ft	1,350 sq ft
School Room Style 18” Tables	290 sq ft	725 sq ft	1,088 sq ft	2,175 sq ft
School Room Style 30” Tables	350 sq ft	875 sq ft	1,312 sq ft	2,625 sq ft
Reception Style	190 sq ft	475 sq ft	712 sq ft	1,425 sq ft

PLANNER SHEET

Date of Event:	Day of Week:	Time:
Location Site:		Estimated # of People:
Address of Site:
Contact Person:
Phone:	Pager:	e-mail:
Special Guest:
Phone:	Pager:	e-mail:

Theme Colors:

Theme:

Staff Assignments

Event Manager	Registration Table	Facilitators
Public Relations	Hostesses	Greeters
VIP area Hostess	Other

Event Income Raising Plan

Booth Space Sales Chair	Booth Space Sales Determination	Ad Sales
Donations	Raffle	Auction (live or silent)
Bar	Merchandise	Ticket Sales/Admissions/Registration fees
Sponsor/Underwriters	Other:

Sponsor Signs	Awards/Recognition or Prizes	Certificates
Name Tags	Calligrapher	Seating Chart
Bar Service	Background Music Needed	Receiving Line Planned
Entertainment	Arrange for Catering	Arrange for Hotel Rooms for Guests
Transportation for Guests	Welcome Gifts in Rooms for guest speakers	Tours and Sightseeing accommodations needed
Head Table Required	List of Names at Head Table Completed	Event Program Determined & Printed for Distribution
Binders and Folders for attendees	Scrapbook and organization display set up	Novelty Items from other businesses or organizations
Maps	VIP Area	Thank you Cards
Event Photographer	Event Videographer	Media Notified

Company Brochures	Table Centerpieces or Flowers	Attendee Registration Table Needed
Receiving Line
Notes:
Security Needs:
Insurance/General Liability/Rider/Specialized

Printing Needs

Brochures	Invitations	Program
Flyers	Posters	Media Kit
Specialty Items	Handout materials	Registration Pakcets

Guest Speakers

Guest Speaker:	Title:
Company
Vitae Received?
Special Needs or Requirements (see equipment list):

Contact Number(s):

Person Assigned to Introduce Guest Speaker:

Assigned Facilitator for each workshop topic:

Confirmation Letter sent

Theme or Slogan for Event	Photographer Assigned	Assigned to Registration Table at event
Assigned to Brochure and Distribution	Assigned Registrar and Financial Officer	Continued Education Credits for attendees

Business Meeting Equipment Needs

Advanced arrangements are necessary when renting or obtaining any equipment

Items that you may need.

Slide Project 335mm with carousel	Overhead Projector
VCR	Projector Screen
TV-VCR Combo 13"	Projector Cart
TV-VCR Combo 19"	CD Player (single disc)
TV-VCR Combo 25"	CD Player (five disc)
TV 32" Screen	Bullhorn
Pad Holder for Easel	White Board 3'x5'
Easel, Aluminum & Flip Chart Pad	Podium Tabletop
P.A. System (w/microphone, speakers, etc)	Podium Stand-up
Microphone (wireless)	Mic Stand
Microphone (hand held)	Extension Cords
Wireless Collar Microphone	Multi-Outlet Bar/Strip
Fax Machine	Digital Camera
Real-to-real Tape Recorders	Walkie-Talkies
Computer Interfaces	Technical Staff members
Disc Players	Projector Cart
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Trade Shows & Booths

Waste Cans	Table Signs
Banners	Tables & Chairs
Draping (color of choice)	Table Skirting
Display Boards	Raffle Box
Booth Carpeting	Registration Counter
Table Decorations	TV/VCR
Brochures & Business Cards	Extension Cords
Clean up workers	Setup Crew

Hospitality Needs

Make an impression with Calligraphy for your Corporate Social Event! Use Place Cards prepared in Calligraphy as a marketing tool and As a way to reflect the image of your company. Two-sided place cards assist as a memory aid for clients and others!

BREAK FOODS

Morning Break	Afternoon Break
Fruit: Apples	Fruit: Apples
Fruit: Bananas	Fruit: Bananas
Bagels & Cream Cheese	Cookie Assortment
Croissants	Celery & Carrot Sticks
Pastries/Donuts
Whipped Butter

Coffee	Hot Tea
Iced Tea	Water
Regular & Diet Sodas

Note: Consider the Diabetic for dietary needs

Other Hospitality Items Needed

For Luncheon arrangements, see "Menu Planning"

Coffee Service & Coffee	Cups/Glass Styrofoam	Sugar & Creamer	Spoons & Napkins
Tea Service & Tea	Cups/Saucers	Sugar & Creamer	Lemon, Spoons & Napkins

Follow-up Meeting

	Return all rentals
	Prepare Event Evaluation
	Compile attendee evaluations
	Complete check writing for payments
	Determine assignments for letters of thanks and appreciation (speakers, media, special guests, volunteers, etc.)
	Organize final files, literature and information on organizing for next event

COMPANY PICNIC or IN-HOUSE DINNER

Please ü the food category that you WILL plan to bring. Plan enough ___ number of people

Printed Name in Readable Form	SALAD Dish	VEGETABLE DISH or CASSEROLE	PICKLES, OLIVES, & RELISH TRAY Items	MEAT DISH or CASSEROLE	DESERT Dish or Item	A SEALED SURPRISE!	Bottled Water, Soda Pop, Bread & Tableware
Printed Name in Readable Form	SALAD Dish	VEGETABLE DISH or CASSEROLE	PICKLES, OLIVES, & RELISH TRAY Items	MEAT DISH or CASSEROLE	DESERT Dish or Item	A SEALED SURPRISE!

General Information on Page 1

Business & Company Social Events