In this module, we'll be talking about planning and announcing events.

 
In the first lesson, we'll focus on planning the details of an event. 
In the second lesson, we'll look at guidelines for writing a formal announcement for an event. 
The final lesson is about the language for writing an announcement. 
You'll have a chance to write your own announcement for an event at the end.
Watch a video about MOHAI Museum History and answer the following questions:

Question 1

MOHAI is supported by ________.

CEOs of major companies in Seattle.

musicians from Seattle.

Question 2

One of Boeing’s first airplanes ____.

won the world speed record in 1950.

hangs from the ceiling in the museum.

Question 3

Jeff Bezos, the CEO of Amazon gave _______ to the museum.

innovative ideas

$10 million

Question 4

Jeff Bezos thinks that maybe there is a lot of innovation in Seattle because of ____________.

the rain

money

Question 5

MOHAI is popular for ______.

corporate events and weddings

music concerts
Watch an interview and answer the following questions

Question 1

According to Christine, when should someone start planning an event most of the time?

18 months before.

One year before.

Question 2

What does Christine think is the number 1 thing for someone to consider when they plan an event?

The number of guests.

The goal of an event.

Question 3

What should an events planner do to make a good first impression?

Plan for things before guests enter, like parking or signs.

Have someone greet guests personally as they enter.

Question 4

What is one big mistake that people often make?

Trying to do everything themselves on the day of the event .

Not planning for enough people who attend the event.

Question 5

Why makes MOHAI special for an event?

The space is unique.

It’s a very old space.

How to describe an event?

Watch this video and write down the steps of describing an event

First, the most basic thing is the kind of event.

- We're having a launch party.

- We're hosting a welcome reception.

- We're planning an awards dinner.

- We're organizing a conference.

Second, describe the reasons for having a business event.

- to honor someone.

- to welcome a new manager.

- to announce a new product,

- to celebrate a retirement,

- to raise money for a charity.

Third, the size of the event is also important, so you can include that in your description.

- We're inviting 50 people.

- We're having 75 people.

- We're expecting 300 people.

- We're planning on 1,000 people.

- We're hoping for about 400 people. (you might not really know how many people
will come to an event)

But you might want to use a word or phrase that describes the people.
Who was the event for?

Examples for describing an event

Work in pairs and write down the kind of tasks that are required to organize a retirement party.

Listen to Trey who is organizing a retirement party. He's asking his colleagues Jordan and Dylan to
help him organize it. Listen and check your list

Here is the script of the listening track. Fill in the blanks

Thank you for coming on such short notice. You may have already heard, we're ………………… a retirement
party to honor Charlie Peterson. We're expecting around 200 people, mostly his clients and co-workers
and I'm going to need your help. >> Have you ……….. a date yet? >> Yeah, June 5th, and we ………. ……..
The Landing at Northcutt as the venue. I'm going to be meeting ………… their events planner in the next
couple weeks. >> That's a great place. Nice choice. What can I do to help? >> Well I was hoping you'd
…………. the caterer and plan the menu. You're good at that. >> Sure, sounds fun. >> And could you
………….. for a cake? You know him pretty well. Whatever you think he'd like. >> No problem. >> And
Dylan, could you ………… somebody to work on the slide show? Probably somebody from marketing,
we've got a lot of pictures of Charlie from when he was younger. >> [LAUGH] Yeah, sure I'll take care of
that. >> And we're also going to need someone who's going to keep ………….. of the people who are
coming. Gotta get a list to the caterer by May 30, is can I put you in charge of that? >> Yeah, of course.

What about a speaker? Someone who knows Charlie well. >> All right. I need to ………….. up on that. I
wrote to Jack Phillips but he hasn't responded yet. I'll …………… up on that. Let's see Jenny is going to
………….. for the banquet permit and Sherry is ………….. the invitations.

Okay, I guess that's it for now. That's everything on my to-do list. I'll ………. up a meeting in a few weeks.
And thanks a lot for helping out. >> Happy to do it. >> Me, too.
 Vocabulary Organizing an event

 Don’t procrastinate.
 Don’t put it off.
 Don’t wait until the last minute.
 Set a date / a deadline.
 Set up a meeting / the equipment / the tables and chairs.
 Take down the equipment.
 Decide on the venue / the menu / the caterer.
 Contact [venue] / [company] / [name] / [role or job].
 Meet with [person] / [committee, team, group]. Meet with is more formal than meet
 Get someone to do something.
 Have someone do something.
 Arrange a meeting / a schedule.
 Arrange for a cake / delivery / pickup / clean up.
 Apply for a permit / a license.
 Order the food / the invitations / the flowers.
 Follow up on [ something ].
 Follow up with [ person ].
 Keep track of everything..
 Keep notes on.

We've talked about different types of tasks that you might have to do in planning an event.
There are many ways to organize all those tasks. Think together and come up with these
ways.

One of these ways is a to do list and checklist.

An Example of a checklist
 Making a to-do list, guidelines

 Make a list of all the tasks.

 Choose someone to be responsible for each task.
 Make a due date for each task.
 Share the list with the team.

First, imagine that you organizing an event with a trade delegation from Seattle in your city. Or
create an event of your own.

Write a description of your event. Use your notes from the chart.

What kind of an event are you having? Have a launch party

Why are you having the event? To announce our newest product

What is the size of the event? Plan on 200 people

What kind of people are coming to the event? General public

What do you need to decide on? When do you need to do that? Decide on caterer

Order a cake on the second on

What do you need to order? When do you need to do that?
December.

Who do you need to contact? When do you need to do that? Contact the event planner on the
 first on December.

Keep track of the people who is

What else do you need to do? When do you need to do each thing?
coming.

Use the chart you created, create a to-do list.

Part 1

Choose the right preposition to complete the sentence.

"We should decide ___ the venue very soon."

- on

- for

"He needs to get started. He shouldn’t put it ___."

- out

- off

"I need to meet ___ the photographer to explain what we want."

- with

- at

"I’d like you to be responsible ___ the flowers."

- to

- for

"Remember, you shouldn’t wait ___ the last minute."

- to

- until

"I’d like you to arrange ___ transportation for our special guest."

- to

- for

"Would you keep track ___ the budget?"

- on

- of
"We don’t know how many people will come. We’re hoping ___ 300."

- on

- for

Part 2

Choose the right word or phrase to complete the sentence.

"We have to ___ the date before we do anything."

- set up

- set

"Could you follow up on _____?"

- the room reservations

- Steve Mays

"We’re ___ a party to celebrate our new partnership."

- inviting

- hosting

"Every year we have a special ceremony to ___ our best employees."

- organize

- honor

"We’re ___ over 400 people."

- planning

- expecting

"Can you _____ someone to help with the decorations?"

- get

- have
"We need to ___ the banquet permit soon."

- order

- apply for