Eventplanner

Kevin Van der Straeten is the founder of eventplanner.net, for more than 20 years the leading platform and software provider for the commissioners and organisers of (business) events. In addition, he is the host of the online TV channel eventplanner.tv.

• Foreword 11Why organise your event? 15Why? 15Events as part ofthe marketing mix 20What is an event? 21Event objectives 22Types of objectives 22Formulating objectives 24Return On Investment 26ROI model 26Measuring 28Creating value 29Target group 31Target sub-groups 33One or more target groups? 33Profile 34Number of guests 35Micro-events 36I.Team, action plan and projectmanagement 39Organisational team 39Organising yourself –or getting others to do it? 40Internal team 43External suppliers /service providers 44A mix of internal and external? 48A new tool: AI 48Action plan or call sheet 51How detailed does youraction plan need to be? 52Project management for events 54The ‘classic’ project approach 54The ‘agile’ project approach –Scrum 56II.Event logistics 61Process thinking 61Process chains 62Capacity calculations 66III.Budget 69Drawing up a budget 69Functional cost classification 69Fixed and variable costs 70Combination of costassessment methods 71Ticket price and strategy 72Business case 73Cash flow 74Creative business models 74Sponsoring 76Budget checklist 77IV.Date, duration and time 81Date 81Target group 81Unsuitable periods 82Which days? 82Competition 83Duration 86Time 87V.Concept and programme 89Programme elements 89Theme 93Event concepts andvisitor experience 96The hero’s journey 98Gamification 104Creating concepts 106Hybrid & online events 107Why organise a hybrid oronline event? 108Format 109Interaction 110Business model 111VI.Briefing 113Four elements 113Company 113Event 114Supplier 114Budget 116Event briefing 116VII.Promote your event 119Guest list 119Invitations 121Essential information 122No-show 123Medium 125Dress code 126Checklist for the invitationtrajectory 128Marketing 130Marketing plan 132Media plan 133Content marketing 135Growth hacking 137Website 140E-mail marketing 143Marketing automation 146Google 147Analytics 149Social media 149Press 159VIII.Printing and branding 165Layout and visual identity 165Printer 167Type of paper 169Format 169Printing tickets 170Visual images 171Checklist for printingand printed matter 172Invitation trajectory 172During the event 172After the event 172IX.Venue (location) 175Choosing a venue 175Checklist for venues 176Original locations 180Tents 182Open air 183Capacity, room layout and set-up 183Meetings and congresses 185Festive occasions 186Events abroad 188Accessibility 190X.Catering 193Which party caterer? 193Culinary choices 198Vegetarian food, allergies andintolerances 201Numbers and averages 202Drink 202Appetisers and hors d’oeuvres 204Service 204Number of guests 205Healthy and sustainable catering 205XI.Transport 209Own transport 209Route description 209Parking 210Cyclists 213Shuttle service 214Organised transport 215Bus 216Train 217Boat 217Taxi 217Limousines 218Aeroplane or helicopter 218Other methods 219XII.Entertainment and speakers 221Function 222Checklist entertainment 227Speakers and moderators 230Great speakers – and howto find them 232Types of presentation 233Presentation tips 234Day chairman/presenter 238XIII.Decoration 243Location as decor 244Decorative elements 244Floral decoration and the use ofgreenery 245Themed decoration 250Furnishings 250Lighting 252XIV.Event technology 255Audio 257Sound systems 257Microphones 258Translation facilities 259Visual equipment 262Projector/beamer 262Projection screen 264Smart boards 264Plasma and LCD screens 265Video walls 265LED screens 265Light 266Podia 267Special effects 269Laser show 270Video show 270Fireworks 271Recent developments 271(Live) photograph andvideo captation 272Drones 274Internet 275Capacity? 276Interactive voice systems 280Event apps 280Video conferencing 282XV.Security, first aidand hostesses 285Security and surveillance 285Personal security 286Security meetings for (public)events 290Crisis communication anddisaster management 291Crowd and traffic management 294Traffic flows 297Fire security 298First aid and doctors 299Safety first 299Weather monitoring 301Hosts and hostesses 301Registration 304XVI.Permits and insurance 307Permits 307Event permits 308Copyright, royalties andperformance rights 308Excess noise 308Erection of tents, podia,scaffolding and tribunes 309Hours of closing 309Serving of alcohol 309Food 310Fireworks 310Drones 310Insurance 310Civil liability 311Material damage 312Cancellation 313Accidents involving physicalinjury 316Money 317Transport 317XVII.Sustainable events 319Sustainable suppliers 320Waste 320Technology and equipment 322Transport and travel 322Catering 323XVIII.Production 325Production office 327Keep calm! 328XIV.Cyber security and privacy 331Why is privacy so important? 331Privacy legislation 331What is cyber security? 333Cyber threats 334XX.Evaluation and wind-up 341Wind-up 341Evaluation 342Preparations 346Event 346Wind-up 347A thank-you mail 347XXI.Wedding planner 349Wedding planner ormaster of ceremonies? 349Marriage proposal 350Start with a mood board 350Action plan and planning 351Invitations and RSVP 351Wedding procession 352Printing 352Dream venue and catering 353Getting ready for the mostwonderful day of your life 355Ceremony 355Reception and eveningdinner & dance 357Seating plan 358XXII.Follow the trends… 361eventplanner.net event software 361eventplanner.PRO 362eventplanner.net-app 362eventplanner.tv and podcast 363‘Get Inspired’ events andeventplanner.live 363Reference works and furtherreading 364Acknowledgements 366