Information management function sheets and beos
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Information Management, Function Sheets and BEOs. On the agenda today:. Project Timeline Recap Production Schedule Importance of function sheets What is a BEO? Class time with your group to finish project timeline discussion. Project Schedule/Timeline.

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Information Management, Function Sheets and BEOs

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Information management function sheets and beos

Information Management, Function Sheets and BEOs


On the agenda today

On the agenda today:

  • Project Timeline Recap

  • Production Schedule

  • Importance of function sheets

  • What is a BEO?

  • Class time with your group to finish project timeline discussion


Information management function sheets and beos

Project Schedule/Timeline

A chronological to do list for your entire planning process


Information management function sheets and beos

Production Schedule

As you near the event, this document becomes a production schedule, detailing the to do items on a more frequent basis to set up the event


Information management

Information Management

As a planner, you will generate, receive, collect, seek out, send out, sort, analyze and store a large amount of information. It is your job to manage- or organize- all of this information.


You do 3 things with information

You do 3 things with information:

Assess- inventory/review of all information pertaining to your event to find gaps or redundancy

Organize- establish filing systems, storage methods and tracking systems

Control- standard operation procedures to handle communications, record keeping, etc


Documents

Documents

  • Design your documents for efficiency and clarity

    • Who will be reading/using it?

    • What is the purpose?

    • What action is required?


Document suggestions

Document Suggestions

  • Create templates for everything

    • Proposals

    • Timelines

    • Budgets

  • Create checklists to help keep you organized and prevent redundant work

    • Site inspection checklists

    • Client interview forms

    • Evaluations


How do you stay organized

How do you stay organized?


Your event planning bible

Your Event Planning Bible

Production book/Operations manual/Event Binders: your onsite reference and guidebook which includes all important facets of your event


Your binder should include

Your Binder Should include

  • Contracts

  • Budget

  • Function Sheets

  • Banquet Event Orders (BEOs)

  • Floor Plans

  • Event Agenda

  • IMC Tactics and Samples

  • All Communications Received

  • Etc…


What to do with information following an event

What to do with information following an Event

  • Create an archive- can provide insight into the practices, policies and priorities for future planning for that


Function sheets

Function Sheets

  • Created by the planner so that all important event details are in an easy to read format that can be shared with the venue, caterer, AV team and other necessary parties


Function sheet tips

Function Sheet Tips

  • For an event with multiple days or multiple meetings/smaller events on a single day, create a function sheet for each one

  • If the same space is needed or event occurs multiple times within a larger event, include a function sheet for each need


Function sheets will include

Function Sheets will include:

  • Function sheet date or version

  • Planner name and contact information

  • Event date

  • Event start and end times

  • Event setup and teardown times

  • Venue name and contact information

  • Site (room or specific location)

  • Anticipated attendance


Function sheets will include1

Function Sheets will include:

  • Room set (seating type and total seats needed)

  • Other setup requirements (such as staging, additional tables, room temperature)

  • AV needs

  • F&B

  • Décor

  • Other


Let s take a closer look

Let’s Take a Closer Look


From your mind to reality

From Your Mind to Reality


The next step

The Next Step

  • The venue planning staff will take your function sheets and create a document called the banquet event order (BEO)

    • Includes most of the information from your function sheets

    • Planner is required to sign off on the BEOs; once signed, constitutes a binding agreement on the setup needs of your event


Beo tips

BEO Tips

  • Don’t overlook what you consider to be minor or “given” details on the BEOs

  • If you are an outside planner, make sure you have sign off ability

  • Double check everything!


Let s take a closer look1

Let’s Take a Closer Look


Your weekly assignment

Your weekly assignment

Assignment #6 due by 5:00 PM on Friday in my inbox… one project timeline per group, and I will compile.


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