Event Planning Guidebook

Visit Fort Wayne Visitors Center

Visit Fort Wayne works to match meeting and event planners with all the world-class amenities our city has to offer! We provide an unbiased approach to the needs and wants of your group, and we are ready to assist you in every way possible. From the early stages of the sales bidding process, to garnering media coverage at the actual the event, we have the experience and knowledge to do it all! Let us help you find the venues, hotels, restaurants, theaters, museums, and transportation that make your event the best it has ever been.

Contact us today to get started!

Every event is a little different, but here in Fort Wayne they’re always a success.

Visit Fort Wayne 927 S. Harrison Street, Fort Wayne, IN 46802 VisitFortWayne.com • 1-800-767-7752 Facebook.com/FortWayneIN Twitter.com/VisitFortWayne Instagram.com/VisitFortWayne

Visit Fort Wayne’s dedicated Services Department is here to help make your event as successful, enjoyable and memorable as possible. With the help of this guidebook, filled with our professional instructions and tips, you will be on the right track to an unbelievable event!

PLANNING YOUR EVENT – SUGGESTED TIMELINE The suggested schedule below will help you track your progress in planning your event. Check-off convention tasks and goals all the way up to your meeting date – and enjoy a successful event!

16-18 MONTHS TO MEETING q Contact Visit Fort Wayne to investigate how we can help you host a great meeting, tournament, or event in Fort Wayne. q Create a planning committee. Hold a planning meeting—evaluating strengths of each participant, resources, and skills. q Establish goals for conference. q Establish meeting budget. q Determine deadlines and establish manageable goals for each committee member. q Working with Visit Fort Wayne, visit potential locations and hotels to find one that fits all of your needs and budgets. q Select location venue and hotels, negotiate rates, sign contracts. q Develop communications strategy. q Create promotions strategy. q Development pre-convention website. 12-13 MONTHS TO MEETING q Hold first planning committee meeting. q Assign sub-committee responsibilities and deadlines. q Launch convention website, and link to custom landing page on Visit Fort Wayne site to provide attendees with information about Fort Wayne, the event, and leisure opportunities. q Pre-promote upcoming meeting in Fort Wayne at current year event. Contact Visit Fort Wayne to secure materials for use. q Begin working with Visit Fort Wayne to produce e-newsletters promoting your event and driving traffic to your website. q Contact Visit Fort Wayne to plan site visit with committee. 10-11 MONTHS TO MEETING q Begin building attendance using e-newsletters. q Begin a social media campaign to promote your event. Post frequently to keep content new and fresh. q Develop breakout session topics/list of potential speakers. q Visit any off-site locations and/or planned group tours. Visit Fort Wayne can suggest options for attendees and spouses/families. 8-9 MONTHS TO MEETING q Meet with committee chairs to get updates on projects. q Establish themes and outline for any special events. q Brainstorm speakers. q Develop a list of all food and beverage needs for the conference with the assistance of hotel/venue Catering Manager. q Contract key note speaker(s). q Book entertainers, session panelists and other speakers. q Contact facility to launch layout needs for exhibit space in conjunction with food & beverage needs. q Continue PR & promotion plan with any needed assistance from Visit Fort Wayne.

6-7 MONTHS TO MEETING q Meet with committee chairs to get updates on projects. q Communicate with catering managers. q Plan layout of registration process and community info booth. q Promote registration date and include any incentives for early registration and early hotel room booking. q Open vendor registration. q Decide on final locations for group tours or outside activities. q Determine transportation needs for special trips or airport shuttles. q Re-evaluate hotel room block needs, watching for any attrition or where to assign any complimentary rooms. 5-6 MONTHS TO MEETING q Meet with committee chairs to get updates on projects. q Start convention registration (online, mail). q Organize all transportation needs, including any VIP needs. q Brainstorm day-to-day event program. q Collect all speaker information forms. q Have a working site visit to review plans and spaces. Ask to see any specific room set-ups that you want to confirm. q Confirm strategy for expo space/facility. Confirm decorator or venue event team on exhibit hall set up. 3-4 MONTHS TO MEETING q Meet with committee chairs to get updates on projects q Look at schedule and determine what volunteers will be needed. Recruit and schedule volunteers for reasonable shifts throughout the event. Plan any additional education or gifts needed for volunteers. q Begin PR to promote attendance. Work with Visit Fort Wayne to promote Fort Wayne as a destination for your event. q Investigate A/V needs. Consider off-site and on-site vendors. q Collect any breakout session amenities. q Meet with food provider to establish menus. 2-3 MONTHS TO MEETING q Meet with committee chairs to get updates on projects. q Finalize day-to-day event program. q Finalize A/V Plans. q Approve food and beverage needs. q Approve exhibit space needs. q Order any food and beverage needs for special trips/excursions. q Order any plaques or special awards. q Establish room set-up for general session, breakout sessions and special events. q Work with Visit Fort Wayne to promote leisure options within the event for spouses and families. q Continue social media & promotion campaign.

PLANNING YOUR EVENT – SUGGESTED TIMELINE The suggested schedule below will help you track your progress in planning your event. Check-off convention tasks and goals all the way up to your meeting date – and enjoy a successful event! 1 MONTH TO MEETING q Final meetings with committee chairs. Assign/plan duties for event. q Confirm speakers and collect any final program information. q Organize day-of registration process, including policy for on-site payments. q Organize script for general session(s). q Organize and train volunteers. q Finalize plans for offsite tours. q Finalize “other” catering needs (linens, china, etc.). q Confirm transportation arrangements. q Finalize A/V needs. q Close vendor registration q Order needs for booth from decorator q Print nametags and coordinate extra supplies q Print programs and any handouts q Make sure correct schedule is live on website. Utilize social media to update people to changes to schedule. q Evaluate room blocks. Trim or expand as necessary depending on registration. q Final PR/registration push. Coordinate PR needs with staff at Visit Fort Wayne to ensure good media coverage of the event. q Communicate schedule, including move-in/move-out, to all vendors. Remind attendees of special events, like meal functions. 2-3 WEEKS TO MEETING q Communicate with convention speakers (offer convention schedule and program). q Confirm any local VIPs with the help of Visit Fort Wayne. q Pack meeting survival kit – pens, paper, highlighters, extra nametags/ holders, stapler, band-aids, tylenol, etc. q Make signage. Speak with Visit Fort Wayne about on-site signage suppliers for last minute needs. q Ship supplies to venue. 1 WEEK TO MEETING q Confirm counts for meals, t-shirts, gift bags, etc. q Put all amenities together for attendees, guests, VIP’s, board, etc. q Final room count check. Assign comp. rooms and upgrades. q Final running schedule to all committee members and volunteers. q Give final counts to your food provider for meetings. Most rooms will be set up based on these numbers, plus a few extra. q Establish chain of command for on-site activities for transport, registration, emergencies, speaker needs, etc. q Have community information available for attendees – Visit Fort Wayne can help with this..

DAY OF EVENT q Arrive early. Most venues will allow planners in several hours early. Arrive to make sure everything complies with plans. Have additional committee members available to assist with move in. Delegate responsibilities to committee members. q Walk through event space and ensure all set up is correct. q Conduct sound checks, if necessary. q Check registration area and ensure ready to open on time. Have volunteers arrive at least 30 minutes early. q Make sure all nametags are alphabetized PRIOR to registration opening. q Have adequate staff to work your registration table. We suggest one person per 50 guests. Allow ample time for registration to be open prior to the first session and possibly during the first few sessions. q Have an event information desk. Have extra programs there, and signage about where things are located. Often convenient near community information desk. q Schedule a pre-event meeting to go over final details with food providers and events staff. q Verify that all VIP’s and speakers have arrived and know where they are to be and when. Have one person on the committee responsible for checking people in and out and getting them to the correct place on time. q Rely on the experience of the staff of Visit Fort Wayne and your venue to assist you with other needs. q Start (and End) ON TIME! WRAP UP q Write individual thank you letters to key contributors. q Submit all invoices. q Conduct post-event evaluation of the event. q Determine final budget numbers with event planner q Speak with staff at Visit Fort Wayne about planning your next great event!

Visit Fort Wayne 927 S. Harrison Street, Fort Wayne, IN 46802 VisitFortWayne.com • 1-800-767-7752 Facebook.com/FortWayneIN Twitter.com/VisitFortWayne Instagram.com/VisitFortWayne

CHOOSING A MEETING FACILITY, SPEAKERS, HOTELS, AND FOOD

CONVENTION SERVICES ASSISTANCE

BUILDING YOUR CONVENTION TEAM

CREATING A BUDGET

Developing and executing a successful convention does not happen overnight, it takes a dedicated team to make an event come together smoothly and effectively. Convention teams can vary in size, depending on group specifics, but when selecting members of your team, choose individuals with as much passion for the event as you. Then, divide the members into sub committees, to oversee specific duties. As an event leader, don’t be afraid to create deadlines for each committee to meet, as you delegate planning and on-site tasks to them.

Creating a meeting budget is a continuous and important duty in your event planning process. Fees change from month to month, and items overlooked in the beginning are remembered later in the planning progression. To simplify initial budget concerns, develop a “wishful thinking” total, knowing well in advance that you may have to spend a little more than originally projected. If extra costs head your direction, start feeding important dollars to important area of needs.

Sample Convention Team Positions

Getting Started

Building Your Meeting

Services We Offer Meeting Planners

GROUP LEADER

q Create a financial goal for the convention. Recognize what you want to earn and what you can spend to make the event a success. Begin looking into any fundraising before you set the goal. Be realistic.

FACILITY Have an idea of what your space needs are before you arrive for any tours (the number of attendees, number of breakout rooms, food functions, etc.) Visit Fort Wayne can assist as you look for the ideal facility for your event, and arrange tours of potential spaces.

PLANNING ASSISTANCE Let Visit Fort Wayne be your eyes and ears when you are planning your event. We provide access to community resources, arrange off-site amenities, and make your job easier both before and during your event.

q Work with your team to think of what expense categories you might incur for each section of your budget. Speak with potential vendors about costs – have them quote pricing for activities.

HOTELS If possible, contact hotels used in previous years to determine how many sleeping rooms your group uses. If this isn’t available, estimate the number of overnight rooms you think your group is going to use. Be conservative, you can usually expand the rooming block later, but be realistic as you don’t want people to have to stay elsewhere. Visit Fort Wayne can help you find hotels based on your needs: proximity to meeting space, proximity to activities, pricing for your attendees, and amenities that you like. It is a good idea to select hotels of differing price points if you’re going to be using multiple hotels. Look over hotel contracts and proposals to see what enticements the hotels are offering, and don’t be afraid to negotiate to get what you want.

Convention contact and frontrunner for all things involved with event.

FACILITY SETUP MANAGER Contact meeting site and coordinate visits inspection and setup.

PROMOTIONS/MEDIA CONSULTANT/ SPEAKERS BOOKER Set up convention promotions, contact local media and book speakers.

TOURS/OFF-SITE PLANNER Coordinate group activities away from convention.

FOOD AND BEVERAGE ADMINISTRATOR Arrange food and beverage items needed for all meals during convention.

VOLUNTEER COORDINATOR Promote and sign up volunteers to help run convention.

AWARDS BANQUET

q Divide your conference up into sections: Registration, General Session, Breakout Sessions, Promotions, etc.. q Identify what expenses fall outside of a committee (i.e. rental or office supplies)

Arrange award banquet program, food, program, etc.

q Review budget with team and find errors and missing items.

WEBSITE DEVELOPER & REGISTRATION DEVELOPER Develop convention website and coordinate digital registration procedures.

q Have committee members report back frequently with updates on expenditures and make changes where necessary.

ATTENDANCE BOOSTER/HOSPITALITY AND SOCIAL MEDIA MANAGER

q Outline a specific plan for all payments (reimbursed as expenses occur, at the end, etc.)

Work with Promotion person to digitally promote event through social media channels including Facebook, blogs, and organization website. Often ties into event hospitality programs.

FUNDRAISER/FINANCE DIRECTOR Coordinate all convention funds and oversee spending.

REGISTRATION MANAGER Manage all convention registration materials, including information table, t-shirts, programs, etc.

q Remember to leave money for on-site event needs – meals for volunteers, additional printing, last minute gifts, etc.

Now that you have set up a convention team, created a budget and formulated a plan, it’s time to get to work. As a meeting planner, you have the responsibility of setting up a meeting to the needs and wants of your attendees, planning every detail including choosing a meeting venue, keynote speakers, hotel accommodations and dining options. Meeting planners must tackle these tasks one-by-one, and Visit Fort Wayne will guide you during the decision process.

SPEAKERS Think about what you like at an event. Do you want the same type of speakers you’ve seen previously, or are you looking for something new? We suggest a mix of the two. You want your guests to get the education or information that they’re used to, mixed with new ideas or creative presenters. Think about your overall message and begin developing a program from there. FOOD Ask your food provider what they do well – they’ll be honest with you. Each venue does food service a little differently, so it’s good to know what they’re the most comfortable doing and see how that can fit into your food plans. Communicate your budget and needs to your food provider and have them design a menu to fit that Remember, the menus they provide are just a starting point. Speak to your venue early on about any special dietary needs.

A meeting planner cannot plan an event single-handedly, and a convention bureau’s services department is the best resource in ensuring a smooth and successful event. Visit Fort Wayne’s Services Department is one of the best in the Midwest. We know Fort Wayne’s restaurants, theaters, museums, transportation, amenities and unique off-site venues. We’ll help you make your event the best it can be.

PRE-CONVENTION MATERIALS We can help you pre-promote to attendees through our e-newsletters and content for your printed programs, save the date cards and event announcements. WELCOME/VIP LETTERS We can help provide Mayoral and city-wide welcomes for your program, customized so your group feels recognized and acknowledged. EVENT LANDING PAGE Visit Fort Wayne can also create a webpage specifically for your event, with venue and Fort Wayne information if needed. ON-SITE ASSISTANCE Visit Fort Wayne offers personnel to assist with your on-site convention needs. We provide city information to your convention delegates such as maps, brochures and information on restaurants, attractions and activities. MEDIA ANNOUNCEMENTS We can assist with media obligations, including sending out press releases and setting up interviews.