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Speaker 1: In this video, I'm going to be talking about event logistics and just some of the planning
details to create the perfect event. To begin planning for your event, you'll be booking
multiple vendors to do various services. In this video, I'm just going to be going over a
few options, some tips and tricks when sourcing them and choosing, and booking, or
ordering these items.

When planning your event you'll want to decide what items you'll be providing your
attendees. This will include if you're going to be providing certain meals like breakfast,
lunch, snacks, mixers, or dinners, and any beverages as well. If you choose to do your
event at your office or at a space that's not tied to a catering restriction, then you can
begin getting quotes from multiple caterers or restaurants in the area that can
accommodate your event and your attendees.

A quick tip here, you'll want to make sure that not only can your caterer feed your guest
but also be flexible with any serious food allergies or restrictions that your guests have.
This can really put a damper for one of your attendees or guests at the event if they're
not able to eat lunch with everybody or network in something just because of a food
restriction.

Another tip on here is to just be transparent. If you have two caterers that have similar
services, but their pricing seem to be different, don't be afraid to say that you've
received a better quote elsewhere and ask them why you should choose them over the
other. Sometimes you might learn something about a caterer or a service that you didn't
know, and it might sway your opinion a little bit to either purchase the higher package
that might have a better service attached to it or go with a lower one because you know
and you value that company. Also, just like the venue that you search, if you're planning
to have a recurring event, make sure that you tell them. A lot of services and companies
love recurring customers and clients. You can potentially get an event package deal for
multiple dates.

When booking your caterer just keep in mind any gratuities that need to be paid either
during or after the event. This may be something that's built into the catering contract,
or you might need to tip out of hand or at the event afterwards. Don't forget to think
through some of the small details of your even too. Some common items that can be
missed include dinnerware, cutlery, drinkware, serving utensils and napkins, servicing
busing, and some clean up. The last thing you want is an attendee distracted from your
speaker just because they still have spilled food or drink in front of them and at their
place.

In providing snacks and beverages to your attendees, check on if the venue can maintain
the station. Usually, they'll be placed at the back side walls of the event and available
during the entire event. If you are in a venue or a hotel that's providing this, you can
source your snacks and beverages through your local grocery or make it easy on you and
your team by ordering all of these items online and having it delivered directly to the
space. Typically, we provide a wide variety of beverages, but the key basics are tea,
coffee, water, and some form of an iced tea. Another quick tip on this is to just keep
your brand and your style in mind when choosing these items. For example, with all of
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Dean's events, we reflect what he would choose to eat and drink, which is promoting a
healthy eating lifestyle with all gluten-free, low in sugar and high-protein based items. If
your company or brand also reflects anything health conscious, be sure to keep that in
mind when you're providing items to your attendees.

In the process of planning your event, you'll need to discuss with your team and the
expert what AV needs you'll have. If the venue can handle providing all of the items that
you need, and you already have them, then that's great. If you don't have this already,
you can easily do a Google search in your area for an audio/visual company that has the
items that you need. Again, get a quote from at least two of these companies, so you
can understand the industry pricing before fully committing. When thinking through the
AV needs keep in mind that the event set up as well is something that they may be able
to provide. If you'll need a stage, a backdrop, or items at the front of the room such as a
projector, a screen, laser pointer, mirror display, lighting, cameras, mics, I could go on
and on about this, but just do your research with them and see what items they can
provide for you.

If the event is in-house, you'll want to be sure someone is taking care of the event
housekeeping. This can either be done by someone on your team or sourced through a
local vendor. These responsibilities include bathroom refresh, beverage and snack
restocking, table busing, and so on. Keep in mind if you have a multiple-day event at a
location without a cleaning service. You may want them to clean in the evening between
event times. If you're planning to do this event again and have someone taking photos
to promote, you won't want dirty dishes, or trash on the table, or in the background of
your photos that you're going to be using to market to sell this event later.

Another logistic of your event will be the layout. Typically, we design our mastermind in
a U shape formation. This provides a more intimate setting for the attendees to see
each other, communicate, and share ideas without having to shift in their seat. Along
with the U shape, you can also assign seats to your attendees using place cards or simply
printed table [inaudible]. Through this, you can control further your attendees'
experience by placing them next to like-minded individuals or similarities that may
directly reflect their review of the event. At the back of the room, you'll place a table for
staff and event materials. You'll also want to think through any meal spaces you'll need
for your attendees, whether they will eat in a different room at separate tables, or
simply at their event seat.

When it comes to ordering the materials for your event we'll provide you with a list of
items that we typically use including pens, lanyards, badge holders, journals, bonding
books, and gifts, place cards, and table templates, and binders, and covers, or any rental
items that you might need including tables and chairs that you can bring into your own
space. With a lot of these items, if you can order them in bulk from a reputable
company like 4imprint or a larger scale distributor in the US, you can get them for a
cheaper price. Otherwise, all or most of these items can be found at your local Office
Max or Office Depot, or you can get them customized from a local printer as well. Just
do your research. Find something that really is going to reflect what you would like. If

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you have any questions, just be sure to ask away in the private Facebook group, and
myself, or someone on our team will be more than happy to help.

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