HRTM 1150 Syllabus

Subject Code

HRTM

Course Number

1150

Course Title

Event Planning

Prerequisites

Provisional admission

Corequisites

Terms Offered

Offered Fall

Credit Hours

(3-0-3)

Course Description

This course introduces students to event planning requirements. Topics include the fundamentals of event planning; selecting event dates and venues; developing agendas, time lines, budgets, and contracts; marketing events; and facilitating events.

A work ethic grade is assigned for this course. For more information see Work Ethics.

 

Course Outcomes

What is an Event?

  • Define basic event planning terminology (meeting, event, special event, trade show, and exposition).
  • Give examples of different types of events.

Why Have an Event?

  • Explain the rationale for calling a meeting.
  • Explain the reasons for having an event, trade show, or exposition
  • Discuss the need for an agenda.

Who Are the Key Players?

  • Describe event planning from a variety of perspectives, including that of planners, hosts, participants, vendors, hotels, and related hospitality entities.
  • Discuss the jobs performed by each of these individuals.
  • Illustrate the critical role of communication and customer service in planning events.

When and Where Are Events Held?

  • Describe how to select event venues.
  • Discuss how time (hour, day of the week, or season) affects the choice of venue.
  • Explain how the number of participants affects the choice of venue.
  • Explain the importance of contingency planning-particularly with outdoor events.
  • Explain how geographic location impacts attendance.
  • Explain the importance of site inspection before a contract is signed.

Food, Beverage, and Entertainment Themes and Décor

  • Discuss the interaction between event planner and client in determining food and beverage.
  • Discuss the interaction between event planner and client in determining themes and décor.
  • Discuss appropriate types of entertainment for specific events.
  • Describe room setup for a variety of events.
  • Explain the importance of working within the client's budget.
  • Describe elements of trade show and exposition setup and display.
  • Explain how theme and décor and entertainment affect choi8ce of food and beverage.

Timeline Development

  • Explain the importance of a timeline in event planning.
  • Discuss how responsibilities are assigned for each job or task on the timeline.
  • Develop a timeline for a small, medium, and large event.
  • Discuss ways to keep the project on schedule.

Financial Impact of Events

  • Discuss planning a budget to achieve financial goals of the event.
  • Explain the need for liability insurance.
  • Develop a line item budget for an event.
  • Explain how vendor and lodging contracts and attrition affect the financial goals.
  • Explain how to determine quantities of food and beverage.
  • Discuss systems used to set prices, obtain deposits, and control costs and inventories.

On-Site Event Management

  • Discuss the importance of having experienced on-site management on the event day.
  • Discuss crowd control.
  • Discuss what to do when staffers don't show.
  • Discuss what to do when clients want last minute changes.

Vendors and Staffing

  • Discuss how to evaluate staffing needs.
  • Discuss how to screen and hire employees.
  • Discuss how to screen and hire vendors.
  • Discuss the need for contracts and the essential clauses that should be in them (attrition, cancellation, non-performance, emergencies, and indemnification).

Post Planning

  • Explain the value of post-event meeting in tying up loose ends and improving future events.
  • Identify who should be involved in a post-event meeting.
  • Discuss when post-planning should occur.

Career Opportunities

  • Discuss career opportunities in event planning.
  • Describe skills, training, and personality needed for these jobs.
  • Identify ways to gain experience as an event planner.