Do you know which VIPS should receive a red carpet?
Do you know the order in which the host, guest of honour and guests should arrive?
Do you know how to seat guests in order of seniority at your events?
Do you know where to seat hosts and their spouses?
Do you know how to accommodate late changes to seating?

Program outline:
Start tiem: 08:30
Finish time: 16:00

Pre-event planning

1. Event management etiquette
- Planning for the day of the event - co-ordinating a seamless event!
- Planning for luncheons, dinners and banquets
- Areas of responsibility and managing project teams
- Financial planning and budgeting basics
- Liaising with guests of honour
- Working within timeframes and meeting deadlines
- Corresponding with security and god squads
Accreditation: Authorising access of who's who in the zoo!
Zones of need and security issues
- The role of the continuity director and master of ceremony
- Managing speakers and speeches
- Security, photographers and guest safety
- Making use of running scripts and production schedules

2. Invitation etiquette
Designing invitations:
- Examples of invitations for different occasions
- Wording invitations correctly and getting the correct information required
- Creating anticipation and excitement through your invitations
- Converting a “No response” to a “Yes” response!
- Reply instructions and deadline dates

Dress codes
Maps, directions and dealing with event enquiries

3. Controlling guest lists and numbers
Dealing with clients
Parameters for guest lists
Ensuring you have enough bums on seats!
Sticking to RSVP dates
Plan B?
Working with draft guest lists
Database management
Handling RSVPS

4. Media and communications

Media plans and press kits
Inviting the media
Press releases
Statements and speeches
Accreditation of media

5. Menu planning

The menu
Planning the meal and the number of courses needed
Beverages

6. Project teams
Managing project teams and communicating the vision and ‘mission possible'
Co-ordinating who does what, when and how

During - Event planning

7. Room layouts and set up guidelines
Allocating seating and producing table plans, seating and table cards
Space and layout for all types of events:
- Making the most of your space so that there is flow
- Layout etiquette and guidelines
- Seating styles: Banqueting, cinema, schoolroom, auditorium and social
Layouts for: Banquets with dancing
- Luncheons and breakfast
- Conferences, workshops and seminars
- Social events with and without spouses
Table plans and arrangements
- The main table
- The guest of honour
- Placing the hosts, guests and VIPS
- Seating quests at a function according to seniority
- Handling late changes

Seating and ushering plans
- Capacity and capabilities
- Creative seat identification
- Tables and chairs and designing ergonomical environments and spaces

Red carpets and national symbols
- Using national symbols correctly at your events

8. Food and beverage management and etiquette
Welcome drinks
Serving alcohol correctly
Labelling food
Special requests: Meal and dietary requirements

9. Registration etiquette
To give a name tag or not to give?
Handing out gifts and promotional items
Staff etiquette and registration procedures

10. Arrival of guests
Arrival of guests
Parking considerations
Meeting vehicles
Logistics and signage

11. Order of proceedings

Post-event planning

12. Wrap up the entire event

Feedback to client, customers, vendors, venue and speakers
Evaluating success of event

Venue

Date: 31 July 2008
Location: Hydepark, Johannesburg
Cost: 2200.00

Contact: Tshidi
Company name: The Hedgehog Event
Telephone number: 27 11 704 1469
Email address enquiry@thehedgehogevent.com