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SEE2020 - Identifying the Site

Week 2
by

Elizabeth Swart

on 23 September 2012

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Transcript of SEE2020 - Identifying the Site

photo credit Nasa / Goddard Space Flight Center / Reto Stöckli SEE2020 - Event Management Identifying the Site Trimester Project Evaluation is KEY!

Conduct site inspections or venues and area! LOCATION, LOCATION, LOCATION! 1. Introduction
2. Event Scope & Details
3.Process
4. Timelines
5. Pricing/Budget Elements of an RFP Request for Proposal (RFP) Provided to 3rd party planner from client Planning Starting Point Example of a 3rd Party Planner - Destination Management Company (DMC) Week 2 Recognizing Local Conditions Essential to overall event success! - Weather
- Road Conditions/ Traffic
- Snow Report
- Tides
- Seasonal Changes
- Political
- Crime Rate
- Financial *Advice to finding the ideal location:
- Pay attention to details
- Use local Convention and Visitor Bureaus (CVB)
- Be creative in finding the "best" location
- Never say no http://www.goprovidence.com/ the basic physical and organizational structures needed for the operation of a society or enterprise, necessary for an economy to function. What is infrastructure? World Series in Newport, RI America's Cup Closer look of Newport, RI Types:
- Transportation
- Communication
- Governance
- Economic
- Social
- Cultural, Sports, and Recreations Class Disscussion Tenting Permits
Fire Codes
Local Regulations
Working with government bodies and policies RFP Site Inspection Check List
• Space requirements
• Budget constraints
• Safety considerations
• Parking
• Availability of restrooms (or space for port-a-potties)
• Overall appearance of area
• Storage space
• Directional signs and/or volunteers placement - Tentative Date: January 23, 2013
- Timeframe: 6:00pm – 11:30pm
- Past themes – Casino Night and Carnival (not opposed to doing them again as they were popular amongst attendees)
- We are currently in negotiations with the following venues; please provide your recommendations based on local infrastructure.
o Boston Seaport Hotel (Harborview Ballroom)
o Westin Providence (Providence Ballroom)
o Hotel Viking Newport (Bellevue Ballroom)
- We will be working directly with the venue on developing the dinner menu (no need to include in proposal), please provide suggestions to themed menu enhancements.
- Group size: 175
- 65% Men and 35% Women (no children)
- Required setup – Please provide detailed floor plan
o Registration – guests will be given raffle tickets upon arrival
o 6ft table for raffle prizes to be displayed
- Facts about the group – they love to dance after a few drinks!
- Budget: $45,000.00 (inclusive of tax, gratuity, and any additional fees) Station Nightclub Fire
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