Read Online Confessions of an Event Planner: Case Studies From the Real World of Events--How to Handle the Unexpected and How to Be a Master of Discretion by Judy Allen - Free Book Online Page B

pilot turned on the “return to your seat and fasten your seatbelt” sign for the duration of the trip because of “anticipated turbulence” when some individuals began opening and passing around bottles of duty-free liquor and giving the flight crew a difficult time. Things quieted down quickly and many participants, already the worse for wear with excess drinking, fell asleep to the relief of those sitting around them.
    Another way would be to separate them upon arrival by not having one main motor coach pick them up and transfer them to the hotel. Having them split up into several motor coaches or using smaller minicoaches or vans gives event planning staff the opportunity to separate the main mayhem instigators from the rest of the group or from each other and stop their quest to outdo one another. With an all-male sales group, event planners can anticipate high energy and hijinks fueled by alcohol and competitive spirits. And if one individual is creating most of the disturbance, a staff member can quietly engage them by creating a reason that they need their assistance (such as with room assignment, etc.) and in that matter have them break away from the group.
Assignment
How did the Starr Productions event planning staff handle the flight, airport arrival and hotel transfer, and what further steps, if any, could have been or should have been taken for more control over group behavior? (Special note: In-depth information on airport transfers and guest arrivals is covered in Event Planning: The Ultimate Guide .)
    Welcome Reception and Dinner
    Q: What kind of an event works best for a welcome reception and dinner?
     
     
    A: On arrival days, especially when air travel and time changes are involved, it is best to plan a light beginning to the group’s stay. The dollars spent doing a full-out theme event would be wasted, as the participants will be travel weary. What is strategically best is to have them go to bed early and get rested and ready for their stay. Dollars spent will have the most impact and event value on the second night.
Assignment
Discuss welcome reception and dinner event elements and design a welcome food and beverage menu, room layout, serving /presentation style, and entertainment and decor options that will work strategically to meet the event’s objective of getting guests mixing and mingling. Explain the reasons why your chosen design will work (e.g., a sit-down dinner with food stations to get people standing in line and talking to one another, or ice-breaking food stations such as a custom sushi bar, both of which have an educational and entertainment value to stimulate conversation). (Special note: In-depth information on strategic event design and strategic room layout is covered in The Business of Event Planning .)
    Welcome Reception Refreshments
    Q: What type of food and beverage should be served at welcome receptions?
     
     
    A: As with any reception involving alcohol, it is always advisable to choose foods that are high in protein, such as meat and cheese, and to avoid offering too many dry snacks that are heavy on the salt as that only encourages more drinking. You want guests to have a great time but not to be rendered incapacitated for the rest of the day and evening. You can limit the welcome reception to an hour if you have a group arrival (or close it down and have the food and beverage refreshed to meet staggered group arrivals throughout the day) while private check-in is going on, and then leave the guests at leisure for the balance of the afternoon to relax, unpack, settle in and explore their new surroundings or simply take a nap.
    You do not want to spend too much of your budget on an event element that is simply meant to be a warm and welcoming touch. If the restaurant has stopped serving at time of arrival, ensure the group has had the opportunity to get some food en route, especially if the group already has been drinking, Remember that the purpose is to make group