CHAPTER 5

STAGING AND
LOGISTICS
 KEY SUPPLIERS
◼ One of the first step – contact key suppliers for
promotional material – to be utilized in
presentation
◼ Put together proposal shell – while waiting for
pricing to come in for cost summary
◼ Consists of areas that will not be affected by
pricing
◼ Fine tune proposal when pricing is available
Support Key Suppliers
Sources for material often from suppliers or those who can provide additional support
information:
◦ Airlines
◦ Destination Management Companies
◦ Caterers
◦ Décor companies
◦ Entertainment
◦ Florists
◦ Hotels
◦ Printers and Designers
◦ Promotional companies
◦ Restaurants
◦ Special effects companies
◦ Other suppliers
◦ Tourist boards
◦ Transportation companies
◦ Venues
Airlines
provides with information and statistics on customer service awards,
on time flying records
airport layouts for connecting flights
sample menus
first class and business class lounge facilities
check-in procedures
luggage restrictions
airplane configuration
security features
 Destination Management
Companies
DMC
Essential component to planning out of country events
Different from transportation companies
◦ Take you from A to B
DMC works in partnership with clients
◦ Provide planners with creative concepts, event timing, logistics and event
execution
◦ Provide professional on-site staff who coordinate all aspects of planner’s
program
◦ DMC works under direction of planner
◦ DMC brings together their suppliers contacts, and their established working
relationships
◦ Often achieve better supplier rates for planners
◦ Also advise on protocols, local customs and culture, proper guest attire and
immigration procedures
Some services DMC provides:
◦ Airport meet and greet
◦ Airport luggage handling and porterage
◦ Airport taxes
◦ Airport signage
◦ Airport staff
◦ Transportation to the hotel
◦ Luggage trucks
◦ Hospitality desk staff and registration desk staff
◦ Décor and floral arrangements
◦ Staging, lighting and audiovisual and special effects
◦ Entertainment, off-property activities and meal functions and room
gifts
Caterers
Sample menus and food presentation layouts
Mini sampling – served before or during meeting
Outside country – DMC and caterers can arrange specialty items for which
the region is known
Provide expert advice
Food and beverages agreements contract
Test food are necessary for the event such VIP, participants and guests
menu.
Services quality such buffet, indoor or outdoor suppliers.
Survey based on quality of food, price, services, manner, hygiene, tasty and
theme.
ISSUES IN REFRESMENT AND
BEVERAGES
◦ The number of visitors attending and expected to eat/buy refreshment
◦ The staff which have to be fed and at what times
◦ Details about the visitor
◦ Whether there is a budget for refreshments
◦ Whether refreshments is exclusive of the ticket price
◦ The expertise and ability of the catering staff
◦ The type of catering facilities
◦ What utilities and main services are available at the venue
Décor Companies
Provide array of material so that clients can visually start to see and feel
their event taking shape
Sample photographs
Other pertinent tangible details
Some products provided:
◦ Chair covers and table linens
◦ Table settings and centerpiece
◦ Custom props
◦ Wall and ceiling draping
◦ Special effects, specialty lighting and staging
◦ Floral arrangements and plant rentals
Entertainments
CDs featuring recommended entertainment,
related press kits and reference information should
be included in the proposal
Singer on sample CD must be actual and band
players shouldn’t be substitutes.
Request song list – familiarize with type of music
they offer
Get contract information in advance
◦ Price and other additional requirements needed – to be
discussed during presentation
Florists
Provide planners with photographs of sample floral arrangements
Floral arrangement that suits the event themes
Relates with the event theme and coordination
Hotels
Planner should know the hotel inside out and must
be familiar with the rooms that will be used and
the recommended set up.
◦ Request full conference kit
◦ Floor plans of meeting spaces
◦ Food and beverage menus
◦ Hotel layout
◦ Activities and facilities – as much details as possible
◦ Sample copy of hotel contracts
◦ Brochures
Printers and Designers
Printing and design elements include:
◦ Invitations
◦ Registration kits
◦ Print teaser campaign material
◦ Itinerary booklets or agendas
◦ Meeting contents (material to be handed out on-site)
Promotional Companies
Teaser campaign – can be part of proposal for
corporate incentive program
Teaser is: an advertising or promotional device
intended to arouse interest or curiosity especially
in something to follow
Another example of successful promotional
demonstration was a coffee cup where theme logo
appeared only when it was filled with hot liquid.
Unique items will stand out and set the event ideas
apart.
Restaurants
Get information on any restaurants they plan to
use in the event
Copies of menus
Photographs and room layouts
In proposal include menu recommendations to
make event more real, rather than listing meals as
just breakfast, and lunch and dinner.
◦ To build anticipation
◦ For clients to visualize their guests sitting down to a meal
prepared with local delicacies
example
Example:

TROPICS LUNCHEON BUFFET

Starter:

Avocado and Shrimp Salad

Pickled Breadfruit

Dominican Black Beans Salad

Caribbean Lobster and Citrus

Flying Fish with Plantain Crisp

Hot Dishes:

Chicken Curry and Rice

Macaroni Pie

Bajan Beef Stew

Fish Cakes

Sweet Potato Pie

Assorted Dessert

Coffee Service
Special Effects Companies
Water fountains – water and light dance to music
Fireworks
Provide visual of what is being recommended
Planner should be fully conversant with what will
be required with regard to set up time, permits etc.
Ask Special Effects Companies conditions that need
to be met.
Other Suppliers
Planner should solicit any material from suppliers
that may be using that will help to build a better
presentation and sell the proposal.
Include good facts – such as safety awards – to
show your concern of guests’ safety
Should there a waiver guests need to sign,- make a
copy for client’s lawyer review
Tourist Boards
Provide planners with a wealth of materials
Information on subjects – local attractions,
weather, currency, holidays, customs, protocols,
electrical needs (adapters?), taxes, tipping,
destination entry requirements etc.
Promotional items to be used to launch an event
or as part of an ongoing teaser campaign.
Could be available for free or at minimal cost
(depending on group size)
Transportation Companies
Limousines?
How many?
Quality of car?
Same color?
Limo connoisseur?
Minibus?
Regular coach and executive coach?
Differences?
Definition of each may be different from place to place.
Get all the facts right
Ask for visual and detailed fact sheets to be incorporated in the proposal
Planner’s recommendation – transport, cost, comfort?
Venues
Difficult to sell what cannot be seen
Client should see the property
Example: on an out of town meeting or incentive
program
Easier for client to make decision if they can see the
venue and how their guests will be experiencing it.
Ask venue to send press kit
◦ Award winning chef? Cookbook?
◦ Request signed copy of cookbook – left behind at the close of
presentation
VENUE SELECTION
 Location of the event
 Ease of access
 Price consideration/affordable
 Food and beverage facilities
 Seating capability
 Parking availability
 The type of audience
 The type of the event
 Available venues within the location
 Attractive ambience at a venue
 Safety and security
Lighting
Purpose of lighting of the event:
◦ To provide ambient lighting
◦ To highlight artists, speakers, event
◦ To light backdrops
◦ To create a particular mood
◦ To contribute staging successfulness
◦ To give spectacular effect
◦ To highlight sponsor advertising
◦ Etc (related)
Others consideration
Promotional material designs
Opening ceremony/background music/rehearsal
Marketing and public relations for events
Communications process
◦ Medical and emergency services
◦ Speaker/trainer/facilitator
◦ Maintenance
◦ Equipment and facilities
Logistic elements
Access to the site, i.e. can vehicles or transport service come close
enough to park
Physical problem with storing, transportations, serving foods
Restroom facilities
Provision of basic services, i.e. water, electricity, etc.
Emergency services
Equipment needs