Outline for the planning events course
The Planning Events Course
Online Video Course
The Planning Events Course is a step-by-step guide on how to plan events; it is designed to walk you through every important step in the planning process, from beginning to end. By utilizing the information from this course, you can save yourself years of trial-and-error learning and prevent many novice mistakes. Upon completion of this course, you will have a thorough understand of every element that is part of planning an event, how the different elements fit together and where they fall in the planning process.
The course is presented entirely in streaming video format; videos are created using PowerPoint presentations with narrative voice-over instruction. The course also includes dozens of downloadable documents to supplement your learning; documents designed so that you can download, print, and keep them for your future reference. Documents are presented in the universally-accepted PDF format; Adobe Reader is required (it is free and completely safe, download instructions are included in the course).
There are thirty-six modules in nine sections; each module is anywhere from 20-75 minutes long.
Here's an outline of topics that are covered in the Planning Events Course:
Section One: The First Steps
Four modules totaling 70 minutes of viewing time
The most difficult part is often the beginning! In this section you will learn the first steps to take in planning your event. You will learn the preliminary essential terms that every successful event planner must understand; this section includes a downloadable Glossary of Terms. Learn how to create RFPs (what are RFPs and why are they important?), how to do a site inspection, how to create a preliminary budget, and how (and why) you should create a preliminary agenda.
Section Two: Venues
Two modules totaling 30 minutes of viewing time
One of the most important decisions you'll make as a planner is where to host your event. Learn how to determine when you need a hotel vs. when you need a venue. Learn what specific things to look for in a venue; how to do a site inspection and why site inspections are necessary. We discuss suggested types of venues for different types of events; including real-life examples of various venues I've used in my events and why.
Section Three: Contracts, Licenses, & Permits
Two modules totaling 35 minutes of viewing time
The legal stuff! Contracts are a major part of becoming an event planner, as they are necessary to insure that you, your client, and your event are protected. Learn the basic elements that should be included in contracts, and the different types of contracts you might need. You will receive numerous sample contracts to download and keep. Also, the different types of event insurance that you might need, as well as an explanation of licenses, permits, & permissions and how they apply to your event.
Section Four: Registration
Three modules totaling 38 minutes of viewing time
In this section you'll learn the various definitions of "registration" as they apply to event planning; as well as why you need to create a registration process. Review the different registration processes for different events, suggested registration software, and the difference between pre-reg and on-site registration. Discover the types of material or welcome packets you might need for different types of events.
Section Five: Managing Event Space
Four modules totaling 57 minutes of viewing time
Setting up the perfect event involves more than just decor. Explore how to work within event space to maximize the attendee experience; including the importance of understanding "flow," why it's important, and examples of good and bad flow. I use real-life sample diagrams of events where the set-up was not conducive to good flow, and how I changed the set-up to optimize the space. Learn the most fundamental sets that every planner must know. We wrap up this section with an overview of the basics of audio-visual terminology.
Section Six: Food & Beverage
Six modules totaling 106 minutes of viewing time
Food & beverage is a major part of any event, and therefore is an important section in this course. Learn how your venue choice will affect your F&B process, as well as special considerations for outdoor events in public spaces. Discover the process of selecting menus and how to work with your venue or caterer. Working around special dietary needs is a vital part of your job; so it's important to learn the terminology that is used with F&B. Finally, learn the different ways in which your hotel, venue, or caterer will charge for F&B to ensure you're maximizing your budget.
Section Seven: Decor
Four modules totaling 53 minutes of viewing time
Decor is usually considered one of the most visual, and perhaps FUN, part of event planning! This entire section is made up of visual examples and photos explaining different elements of decor. You will learn how you can use tables, centerpieces, furniture, and lighting to add to your decor, as well as other tips for making the biggest impact with limited budgets.
Section Eight: Working with Vendors, Entertainment, and VIPs
Five modules totaling 78 minutes of viewing time
With every event you'll ever plan, you'll be working with vendors, entertainment, and (usually) VIPs. Learn how to select and work with vendors, what contracts are needed for each, and how to schedule load in and strike for your vendors at your event. Discover how to find the right talent for your event; as well as special considerations when working with celebrities, and the importance of riders. Learn how to work with VIPs and why they are important to you.
Section Nine: The Final Steps
Two modules totaling 27 minutes of viewing time
All the planning in the world can never predict how your event will go when it's time to go "live"! Explore the often-overlooked steps necessary to successfully manage your event on-site. Understand the importance of staff at your events and how to find and hire staff or volunteers. And finally, learn how to finalize and reconcile your billing; wrapping up with the concept of post-cons and when they might apply to your event.