Applied Academics

The Plan It! Planet

Event Planner Technical and Professional Communications 12

Lesson Idea by: Heather Leask, School District #83
(North Okanagan-Shuswap)

Event planners are responsible for every detail of a special event. This includes everything from planning the menu, ordering the floral arrangements, to negotiating with suppliers.

"You have thousands of people you're responsible for, and there are literally thousands of things that can go wrong -- from food allergies to heart attacks, staff robbing, security considerations, and more," says Martin Metcalfe, an event coordinator from Kelowna, B.C.

An event planner has to look after every detail of the event. Careful planning is of the utmost importance. Nothing can be overlooked. For instance, if a planner forgets to arrange transportation, the unhappy clients will end up stranded somewhere.

An event planner must understand the client's wishes and communicate them to everyone involved in putting on the event, from photographers to waiters.

"One of the foremost criteria for event coordinators is that they must have a bit of a background in psychology," says Metcalfe. "They have to be able to read people and to be able to bring together all the components so that the client, the hotel, the union and everyone else is happy."

Another important aspect to planning events is that the event coordinator must not impose their personal beliefs on the event. The planner might prefer white tablecloths, but if the client wants purple ones, the client will get purple tablecloths. Of course, the client is relying on the planner's expertise and will typically welcome helpful advice. In the final analysis, however, all event coordinators must step outside themselves and do what they've been hired to do: coordinate an event that suits the client.

Visit the following Web site, Event Planner, for industry news and party planning tips:
www.event-planner.com/news.html

You have been working as an assistant to an event planner for the past year. Business is so good that your boss needs to hire two more junior event planners. Neither of these employees has a great deal of experience, so your boss has decided you will create a handbook to be used when planning all events.

One of the sections in this handbook will deal with the planning of religious events. One of those events is to be a bar mitzvah. This is a highly traditional gathering with many details that need to be carefully arranged.

You want to make sure everything is covered in the handbook, so you will have to do some research. Find out what the event is, and learn about the customs, food and festivities. You will need all this information when you create the guidelines for organizing this event.

A handbook is a tool often used in business to guide users through a specific process. There are all kinds of handbooks. Generally, they outline policies and procedures that describe what is to be done and what can't be done in various circumstances. For instance, writers and editors use handbooks on grammar, mechanics and usage to guide their work. One such industry example is The Canadian Press Stylebook, which is used across Canada.

An important point to remember when writing a handbook is to make it "user friendly." If it's not, it won't be used and you have just wasted your time.

A handbook that is easy to use has the following characteristics:

• it is easy to locate information
• it is concise
• it is easy to read

The handbook will have a number of sections, each dedicated to a different type of event. You are working on the religious events section, specifically, the page for planning a bar mitzvah. You must include background information on the purpose of the event, including any relevant historical information. You must also create a checklist which lists all the details that must be attended to. The planner may use the checklist to ensure all the details have been discussed with the client.

Using the information you've researched about bar mitzvahs, and any personal experience you have had attending special ceremonies, brainstorm a list of all the details that require attention. What do you need to take care of? What questions do you need to ask your clients? Write each point on a recipe card or sticky note.

Once you've finished brainstorming, organize the cards in a logical order. Now, using the cards to organize your thoughts, write the guidelines for your handbook.

When completed, compare it with the example below. Did you cover all the details?

Another section of the handbook will cover "educational events." Repeat the above process (research, brainstorm and write) to create a set of guidelines for organizing an educational event for your school, like a career fair.

Create other sections for the handbook. Brainstorm a list of all the possible types of events and divide the events among your classmates. Each student (or group of students) can take responsibility for completing one section of the handbook.

Course/Grade: Technical and Professional Communications 12
Curriculum Organizer(s): Reading, viewing and listening (Research 1 and 11); Writing, representing and speaking (Products and Presentations 1 and Revising and Editing)	Curriculum Sub-organizer(s): Employ a variety of research tools and resources; independently compile information and ideas from a variety of secondary sources; determine when research is needed and devise strategies to conduct it; gather, analyse, organize and make effective use of information; create effective technical and professional communciations products (user's manual); correctly use conventions of technical and professional communications.
Prerequisites: Knowledge of and experience with the writing process; word processing skills	Resources: Internet access; access to other information sources like libraries and career centres.

 

Solution to Practice Organizing a Bar Mitzvah Purpose of the event: When a boy reaches the age of 13 in the Jewish religion, his father should make a festive meal for him. At that time, he becomes equal to any adult in the way of Torah and the Law. And, he becomes responsible for his own actions. This festive meal is called a bar mitzvah. The lavish parties and dinners for the modern bar mitzvah are contrary to traditional Jewish practice, where the father put on a modest meal. The lavishness is a relatively new development, which was introduced only a generation ago. Checklist Client name: Client phone number: Client address: How lavish or simple will the bar mitzvah be? What is the budget? Billing terms: When will the event occur? - Date: - Start time and finish time: Where will the event be held? Has the client arranged a specific location? Yes No - If yes, who is the facility contact? Do you need to locate an appropriate location? Yes No Does the facility require any special considerations? Yes No - If yes, what are they? Are there any special audio-visual equipment requirements (microphone, overhead projector, slides, VCR)? Yes No Details: Who will attend? How many people will attend? When will the client confirm the number of guests? Are formal invitations being sent? Yes No Have invitations been selected? Yes No Who is sending them? Who are the "special" guests? Do they wish to have a head table for the special guests? Yes No Is there to be a specific seating arrangement? Yes No What religious ceremony will take place and when? Are candles or other special items required for the ceremony? Yes No - If yes, what items are necessary and who will bring them? Does the client want photography services provided? Yes No - If yes, who do they want and when will photos be taken? Does the client have any specific security considerations? Yes No - If yes, what are they? What food does the client want served? Will there be special requirements regarding the preparation of the food? - the types of utensils used - the portion of beef to be used - and whether or not a rabbi must be present during the preparation Are there any special food preparation requirements or food allergies? Is it to be a served meal or buffet? Served/ Buffet What drinks are to be available? Is there to be no-host bar? Yes No What decorations does the client want? What flower arrangements does the client want? Are there any special medical considerations? Yes No Is there any special insurance requirements? Yes No