DELIVERABLES(PROPOSEDBUDGET,MARKETINGELEMENT,REGISTRATIONFORM):

PROPOSEDBUDGET(15Marks):

Creating a budget should always be the first step when planning an event. The hardest part aboutstayinginthebudgetistobesuretoincludealineitemforEVERYTHINGyou'llneed.This is an important step in order to stay on track of creating a realistic budget for your event. It

reallyisn'taschallengingasyoumightthink.CreateyourproposedbudgetinMicrosoftExcel.

Step1. Createallyourcolumnswithvariousdetailsyouwillneedwhenplanningsuchas;item, estimated cost, actual cost, etc.Refer to the examples created in class.

Step2.Researcheveryitemonyourlist.Onceyouhavefoundapproximateaveragecostsof each item you will be able to decide what youwould feel comfortable spending within that. Once you have that number place it into your estimated cost.

Whencreatinga budgetyou needto includeeverythingandanythingwheremoney couldbe spent. Every detail needs to be line-itemed in your event budget spreadsheet.

Step3.Enteradescriptionforeachitemandtheamount needed.Forexampleenterinthe numberof guests youwillbe having, howmany tablesyou will need to setthemetc. Ifyou have anything specific you needfor the item be sure to add it into the description column.

Step 4. Add up your estimated cost column. The number you end up with will be your best estimateforyoureventbudget.Ifthe numberis toohightake a look intoitemsyoumay not need.

For example, you may be able to use less floral or decor if you already pick a beautiful venue instead of picking a plain ballroom. Another very common budget trimming trick is to switch from afullopenbartoawineandbeeronlyopenbar.These tipscansaveyouaconsiderable amount of money.

Step 5.It is crucial to pad your budget for unexpected expenses. Most event experts suggest somewhere around 10% to ensure you can cover any unexpected last minute expenses. At Endless Entertainment, we always encourage our clients to have a "safety net" available funds for lastminute emergencies. We alsoensure there are nohiddencosts withestimateswe send to our clients so they are able to allocate the proper funds to cover the expense.

Step6. Youhave nowsuccessfully createdyouritemlist, descriptionsandcost. Youwouldonly have 1 more column to fill in, the actual cost. When you find your vendors and items this is where you will put your ACTUAL cost in. You would track these costs closely to ensure you are staying on budget. REMEMBER WE ARE NOT HAVING THE EVENT NOW SO THIS COLUMN WILL BE EMPTY!

Belowaresomethingstokeepinmindwhilebuildingyour next budget.

• Some venues require specific permits to host an event. Make sure that you have includedalineitemthatcoverspermitssuchasfire,streetclosures,alcoholandsound.

• Foranyeventtobesuccessful,theproperamountofpowermustbeallocatedandof course, this does not come free. Always over-allocate funds for power You never know if a vendor will need more than anticipated!

• Makesureyoucalculatethenumberofstaffneededbasedonthehighestexpected attendance! You can always cut this number down when the event gets closer.

• Tax is the easiest cost to be overlooked. Make sure that all of the estimates you receive fromyourvendorsincludetax.Andremember,somevendorsincertaincitiescanhavea higher tax rate than yours!

MARKETINGELEMENT(10Marks):

No matter what type of event is being advertised, marketing the event is very important.This canincludeaflyer,poster,individualinvitation,etc.Youchoosethemostappropriatemeansof marketing the event to enable you to gain the most positive response (printed materials - not electronic) using Microsoft Word, Microsoft PowerPoint or Microsoft Publisher.

Most eventmarketing pieces share a common goal: to generate interest and participation in that particular event. When designing the layout and look of your marketing piece, it is importanttoconsidereachofthekeyelementsandunderstandwhatiseffectiveandwhatis not in achieving that goal. These elements consist of included information, color, graphics (images), font, and text.

InformationtoInclude:

Probablythemostimportantelementofyourmarketingelementtoconsideristheinformation that you will include. No matter how eye-catching or memorable the marketing element is, if relevantinformationisleftoff,the publicationisessentiallyineffective.Mostwillwanttoknow the following:

Who?-Whoishostingorsponsoringtheevent?Whoisinvitedtoattend?

What?-Whatistheevent,whatdetailsabouttheeventdoreadersneedto know?

When?-Whatdayandtimewilltheeventbe held?

Where?-Wherewilltheeventbeheld?(Note:ifrelevant,includethephysicaladdressfor people that want to use GPS or online maps to find your event)

Why?-Whyistheeventbeingheld?Isthereagoalorobjectiveforthe event?

ContactInformation-Besuretoincludeatelephonenumber,emailaddressorothermethodof contact for readers that have questions or need more information.

Otherpertinentdetails:Consideranydetailsthatreaderswillneedtoknowpriortotheevent. Examples- do participants need to bring anything? Is there a charge or fee involved? Are reservations required? Is there a specific dress code?

REGISTRATIONFORM(15Marks)

Theeventregistrationformistheform (onlineorprintedcopy)thatpeoplefillouttoregisterfor your event. The event registration form should be easy for attendees to use, while enabling planners to capture and manage the flood of information in a controlled and consistent way.

Designingtheregistrationform

The event registration process should be linear - attendees need a simple path from start to finish, or they are likely to become confused, make mistakes, and abandon the registration. If created online, hyperlinks and tabs can be added that allow readers to navigate between multipleareasoftheeventWebsiteandquicklyfindtheinformationtheyneed.Whetheryour form is intended for online or print only, key design points to consider include:

Minimuminstructions-iftheformrequiresparagraphsofexplanations,itisdoomedbecause people don't read them. Use tried and true tools like tips, hints, and clear wording to guide registrants.

ClearNavigation-oncetheregistrationprocessbegins,reduceoreliminatenavigationoptions. The best process allows registrants to complete one form, submit it and then move on to the next page

Reducethedatacollected-collectonlytheminimumdatarequiredforeachindividual.For

example,ifyourcompany'sfaxmachinebrokethreeyearsagoandwasn'treplaced,thendon't collect fax numbers. If the attendee picks golf over tennis, then collect and require questions about club rentals and tee times, but skip follow-up fields intended for tennis players

Review,Verify,Pay,andConfirm-registrationprocessesmayneedonepageorten,butthey all should end with a review of the data entered, an option to edit that information, a final checkout (and payment, if applicable) page, and a printable confirmation with an automated email reply

Planners sometimes spend days or weeks designing their event Web site and registration process,buttheyforgetthatanattendeewillconsidertheeffortawasteiftheyhavetospend more than five minutes learning about the event and registering to attend.