HRTM 1150 Syllabus

Subject Code

HRTM

Course Number

1150

Course Title

Event Planning

Prerequisites

Corequisites

Terms Offered

Credit Hours

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.