Cover image for Meeting & event planning for dummies
Meeting & event planning for dummies
Friedmann, Susan A.
Personal Author:
Publication Information:
Hoboken, NJ : Wiley Pub., [2003]

Physical Description:
xxii, 358 pages : illustrations ; 24 cm.
General Note:
Includes index.
Format :


Call Number
Material Type
Home Location
Item Holds
HF5734.5 .F75 2003 Adult Non-Fiction Non-Fiction Area

On Order



Expert advice on how to stage the perfect event every time

"A terrific resource of information for anyone in the event-planning business." --James Spellos, CMP, President, Meeting U.

Meeting & Event Planning For Dummies is a practical step-by-step guide to the strategies and techniques event-planning professionals use to bring people together. This comprehensive resource covers all the angles from the little details to the big picture to make sure your business meetings and special events come off without a hitch!

Praise for Meeting & Event Planning For Dummies

"Packed with valuable information in an easy-to-use format. [It] covers all the basics for the meeting planning novice." --Diane Silberstein, President, Diane Silberstein & Associates

"A great resource book every event professional should have.... Checklist heaven! We all love our checklists, and this book is full of them!" --Cathy Breden, CAE, CMP

Author Notes

Susan Friedmann is President of The Tradeshow Coach, which works with national and international exhibitors planning trade shows and special events

Table of Contents

Introductionp. 1
About This Bookp. 1
Who Needs to Read This Book?p. 2
How This Book Is Organizedp. 2
Icons Used in This Bookp. 4
Part I Been to Any Good Meetings or Events Lately?p. 5
Chapter 1 Gearing Up for Meetings and Eventsp. 7
Being Wise About Holding Meetingsp. 7
Focusing on Your Purposep. 10
Differentiating Between Meetings and Eventsp. 11
Figuring Out Who Should Be Involvedp. 12
Knowing How Long a Meeting or Event Should Lastp. 13
Finding the Right Settingp. 14
Getting Help When You Canp. 15
Chapter 2 Strictly Business: Knowing Your Meeting Typep. 17
Holding Shareholders Meetingsp. 17
Gathering the Board of Directorsp. 20
Getting Away: Corporate Retreatsp. 20
Setting Up Successful Sales Meetingsp. 22
Prepping Quickly: Impromptu Meetingsp. 23
Chapter 3 The ABCs of Meeting Preparationp. 25
Identifying the Purposep. 26
Planning the Agendap. 27
Inviting Attendeesp. 30
Assessing Your Needsp. 32
Setting the Scenep. 36
Chapter 4 Mixing Business with Pleasure: Eventsp. 43
Heading to a Destination Eventp. 43
Inviting the Media to Visitp. 45
Honoring Employees with Tributes and Roastsp. 47
Holding a Product Launchp. 48
Chapter 5 Bringing an Event to Lifep. 53
Deciding When to Stage Your Eventp. 54
Considering Your Venuep. 56
Setting the Stagep. 65
Analyzing Your Audiencep. 67
Creating the Atmospherep. 67
Creating a Memorable Themep. 69
Entertaining the Troopsp. 72
Part II It's All Show Businessp. 75
Chapter 6 Get Me to the Meeting on Timep. 77
Up, Up, and Away: Air Travel Made Easyp. 77
Organizing Ground Transportationp. 83
Working with a Travel Agentp. 86
Timing It Rightp. 88
Chapter 7 Food for Thoughtp. 91
Considering Food and Beverage Concernsp. 91
Exploring Eating Optionsp. 94
Serving Drinks at Your Eventp. 99
Working with the Catering Managerp. 100
Getting It All in Writingp. 103
Chapter 8 Great Speakers, Great Impressionsp. 107
Understanding the Types of Presentationsp. 108
Selecting Good Speakers: Ten Guidelinesp. 109
Using Help to Find a Speakerp. 116
Understanding Feesp. 118
Confirming Arrangements in Writingp. 119
Chapter 9 It's the Extras That Countp. 121
Helping Guests Get a Good Mealp. 121
Showing Off the Location to Your Guestsp. 123
Putting Sports and Exercise on the Menup. 124
Welcoming Spouses and Companionsp. 125
Assisting Guests with Special Needsp. 126
Chapter 10 Is the Grass Greener Overseas?p. 129
Why Meet Overseas?p. 129
Working with a Destination Management Companyp. 130
Timing Your Overseas Eventp. 131
Selecting the Right Sitep. 132
Traveling the Worldp. 136
Recognizing Health and Safety Issuesp. 141
Preparing Multicultural Programmingp. 144
Chapter 11 Lights, Camera, Action!p. 147
Taking Control of Your Environmentp. 147
Handling Your Audiovisual Needsp. 152
Exploring Special Presentation Situationsp. 157
Part III No Guts, No Storyp. 163
Chapter 12 Nuts and Bolts: Negotiating, Contracting, and Ensuring Safetyp. 165
Finding the Best Supplier with RFPsp. 165
Negotiating the Dealp. 169
Signing on the Dotted Linep. 174
Creating a Safe and Secure Eventp. 176
Liability and Insurance Issuesp. 177
Chapter 13 Working with Vendorsp. 179
Teaming Upp. 179
Working with Specific Types of Vendorsp. 183
Chapter 14 Drinking Champagne on a Beer Budgetp. 189
Preparing a Budgetp. 189
Making Moneyp. 194
Cost-Cutting Tips for the Savvy Plannerp. 196
Part IV Mission Possible: Building Bridges with Technologyp. 201
Chapter 15 Making Meeting Technology Work for Youp. 203
Why Go Virtual?p. 203
Exploring What's Availablep. 204
Selecting the Right Meeting Alternativep. 213
Chapter 16 This Phone's for You: Teleconferencingp. 215
Exploring Service Optionsp. 216
Tips for a Successful Teleconferencep. 219
Minding Your Manners: Teleconference Etiquettep. 223
Chapter 17 Videoconferencing Made Easyp. 225
The Pros and Cons of Videoconferencingp. 225
Determining Your Needsp. 226
Choosing the Right Systemp. 227
Staging a Successful Videoconferencep. 230
Springing into Actionp. 232
Planning for Disasterp. 236
Chapter 18 Holding Meetings Onlinep. 237
Using the Web As a Planning Assistantp. 238
Meeting Online: Web Conferencingp. 240
Part V Exhibiting at Home and Abroadp. 245
Chapter 19 Planning for Gold: Exhibiting 101p. 247
Planning a Successful Exhibitp. 248
Promoting Your Exhibitp. 256
Counting on People for Exhibit Successp. 263
Ensuring a Productive Exhibitp. 269
Chapter 20 Strutting Your Stuff: Exhibiting 201p. 275
Customizing Your Lead Cardp. 275
Giving Visitors a Touch of Show Bizp. 277
Feed Them and They Will Come: Using Hospitality Suitesp. 277
Getting into Uniformp. 279
Dealing with Snoopsp. 280
Outfoxing the Competitionp. 281
Chapter 21 Strutting Your Best Stuff Overseas: Exhibiting 301p. 285
Doing Your Homeworkp. 286
Designing Your Overseas Exhibit Spacep. 288
Providing Hospitalityp. 290
Exhibiting Sensitivity to the Host Culturep. 291
Part VI The Part of Tensp. 297
Chapter 22 Ten Alternatives to Meetingsp. 299
Being a Sportp. 299
Doing a Mealp. 299
Having a One-on-Onep. 300
Making It a Gamep. 300
Recording a Messagep. 300
Sharing the Knowledgep. 300
Addressing E-Mailp. 301
Tapping the Intranetp. 301
Putting Your Thoughts into Songp. 301
Trying Telepathyp. 301
Chapter 23 Ten Common Meeting Mistakes to Avoidp. 303
Forgetting to Check Datesp. 303
Booking a Site Before Making a Visitp. 303
Failing to Market Your Eventp. 304
Signing Contracts That Lack Specificsp. 304
Failing to Planp. 304
Neglecting to Check Referencesp. 305
Leaving Important Details to the Last Minutep. 305
Letting Someone Else Do the Planningp. 305
Neglecting Contingenciesp. 305
Trying to Save Moneyp. 306
Chapter 24 Ten Top Negotiating Tacticsp. 307
Knowing What You Wantp. 307
Doing Your Researchp. 307
Rehearsing Your Openingp. 308
Asking Powerful Questionsp. 308
Becoming an Information-Mongerp. 308
Being a Champion Listenerp. 308
Creating a Positive Moodp. 309
Being Prepared to Walk Awayp. 309
Knowing Negotiating Stylesp. 309
Exercising Silencep. 310
Part VII Appendixesp. 311
Appendix A Online Resources for Meeting and Event Plannersp. 313
Associations and organizationsp. 313
Meeting industry portalsp. 316
Meeting planner software and Internet companiesp. 317
Industry publicationsp. 319
Travel sitesp. 321
Links for guests with disabilitiesp. 323
Giveaways, souvenirs, and promotional itemsp. 323
Speakersp. 325
Technologyp. 325
Exhibiting resourcesp. 328
Appendix B Checklist Heavenp. 331
Small meeting checklistp. 331
Site selection checklistp. 332
Food and beverage functions checklistp. 334
Considerations for the physically challenged checklistp. 335
Audiovisual equipment checklistp. 336
Staging checklistp. 337
RFP (request for proposal) checklistp. 338
Meeting contract checklistp. 339
Trade show budgeting checklistp. 339
Exhibitor toolkit checklistp. 342
Post-event evaluation checklistp. 344
Indexp. 345