Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences and Conventions, Incentives and Other Special Events. 2nd ed.

This second edition of what has become the classic in the field targets professional event planners concerned with major, big-budget productions. While the tools, suggestions, and cautions given are applicable to arranging special events of any type, size, and budget, it is in the context of organizing the full-blown, all-out convention or conference that the level of how-to detail becomes most applicable.

Pulling off the perfect mega-wedding, product launch, fundraising gala, sales incentive trip, or other event involves high levels of planning and organization. It is, Allen says, a high-wire act with no rehearsals and no safety net. The work is a blueprint covering every step from identifying pre-event objectives to the post-mortem. Every aspect of the event is covered: venue, transportation, accommodation, food and beverages, dress code, timing, logistics, contracts, insurance, budgets, tents, costing, staffing, scheduling, theme parties, media, safety, audiovisuals, entertainment, permits, invitations, and much more. Risk assessment, security, the environment, event websites, and other contemporary issues are discussed. There are no shortcuts if the event is to be an effective, pleasant experience for client and participants, while meeting its objectives. Attention to detail and knowing in advance what to expect and what could go wrong are mandatory. The competent event planner will have visualized everything from how to keep birds off the buffet table in Hawaii to the colour of the limousines bringing guests from the airport.

Knowing local protocol, customs, and conventions when events are planned for foreign countries is essential, as is a crisis management strategy for all possible situations.

The book advocates the use of planning and control tools such as an event overview grid, a critical path document, and function sheets. Examples and some forms are provided, with others available for downloading from a website. Snippets of case studies and reminders in the form of tips are used generously throughout. The book deserves a very high score for comprehensiveness and is an excellent text for anyone—newbie or old pro—in this growing field.