Assignment to Event Specialist
Immediately following your contact with WVTT Meeting Services your organization is assigned to one of our Event Specialists. From this point forward he or she will be your primary point of contact as well as the lead specialist on your event. This specialist will coordinate the planning, execution and follow-up for your event. He will attend meetings with your organization and liaise between you and any outside vendors/sponsors that become involved with your event. His purpose is to provide as much or as little assistance as you need to have a successful event.
For your event to happen many meetings have to be held to discuss and make decisions about various aspects of the event. Your Specialist will coordinate, facilitate and/or attend all event planning meetings. As part of these meetings he will assist your organization to cover in as much detail as possible every aspect of your event planning and execution. He will provide information as to what services are needed to fulfill the successful completion of your event. He will advise and make suggestions and recommendations to your various team members on matters under their purview.
Creation of Budget
Every event has a budget. Your Specialist will work closely with your financial team to come up with and maintain a budget for your event. He will assist in the research and development of a spending plan. He will suggest and procure sponsors for your event to help offset the cost of your event. He will suggest, negotiate with and procure vendors that will fall within your budgetary needs.
Creation of Timeline
For an event to run smoothly various aspects of the planning and execution of the event have to happen at different stages. Your Specialist will assist in the creation of an event timeline that will enable your team to achieve timely completion of all tasks required to make your event successful. He will create and send reminders to your team and to the various vendors, sponsors and attendees to ensure that all elements of the event occur on time.
Of course to have an event it must have a physical location. Your Specialist will research, negotiate with and procure the location for your event. He will bring your team all the pertinent details of venues that can accommodate your needs so that you can make an informed decision as to which venue you believe would be the best location to host your event. He will negotiate price(s), incentives and additional compensations for your event.
If your event is planning to host non-local attendees they will require somewhere to stay while at your event. Your Specialist will research, negotiate with and procure housing establishments for the anticipated numbers of attendees. He will negotiate price(s), incentives and any additional compensation available for your attendees and for your event.
Any event needs people to run and assist in the day to day operations. Your Specialist will help to determine what positions are needed and the number of people it will take to fill those positions. He will assist in appointing members of your team to those positions as well as providing additional people to fill in the other positions. He will coordinate with the venue personnel to fill in required positions as well as with local organizations to find staffing. He will also provide members of WVTT Meeting Services to assist at your event if requested.
An event is a collection of scheduled activities. Your Specialist will assist in the creation of an overall and day to day agenda for your event, planning everything down to meal times and break times if required. He will also assist in the methods of distribution of the agenda to all interested parties.
Venue Layout Planning
Once an agenda is decided on there needs to be locations to house the activities. Your Specialist will work with your team and the venue staff to determine placement of each planned activity as well as any in-room placement of special equipment. This could include such things as a stage area, dance floor space, or seating arrangements. Your Specialist will also assist in layout planning for any “off-site” excursions that require such planning.
Procurement of Vendors
It takes many services to hold any sized event. Your Specialist will assist in determining what services are needed for your event and help research, negotiate with and procure all needed services. These services may include but are not limited to:
- Transportation Vendors
- Graphics Vendors
- Décor Vendors
- Food & Beverage Vendors
- AV Suppliers
Delegate Tours & Activities
Often times events are held in locations that are new and exciting to the attendees. Your Specialist can research and put together lists of points of interest in the host location as well as make suggestions for and plan tours and activities for your attendees to enjoy in their “down time”. These could include items such as a tour of the city’s historic district, museum visitations, dinner at a prestigious location or a visit to a local theme park.