Communicate with Confidence/Project Report

              I 111 i l n i meetings
Stay ib close contact wiih the program director
Vnv quroions that vou think of should be pasted on to him
as thev c om up and be should keep vou up to dale on all
rel. nrmewv and changes in the program
Inert arc other people vou should contact, in person or
phone
First... rvcrv iM- rvuti o n the program. iVou should
have their names and phone number from the program
director )
U ben vou meet talk with them, the lolloping is a
rood guideline erf information vou need
PERSONAL PROFILE
l Make a page for each)
NAME ( and Uue or rank)
PHONE
( if difficult to pronounce print it phonetically underneath)
FROM WHERE'
PART IN PROGRAM
lie guest speaker, introducer of speaker, toast to bnde.
presenter of award, entertainment' etc)
WHY WHO'
( relationship to bnde ' position in company ' tide' etc)
TIME NEEDED
( you should know exactly how long to allot each speaker if
necessary give them a specific Ume limit I
DO THEY NEED ANT SPECIAL EQUIPMENT'
Mike, overheads, podium, electrical plug ins. etc
( T r i m s ' PERSONAL OR PROFESSIONAL INFO
when planning what personal info to use. use hi liter
NOTE Each participant should have an agenda, so as to
know where their contribution fits in Either you or the
piopam director should provide this
When getting phonetic pronunciation don't
I or get names of hometowns
A couple more questions that may arise from these
interviews that should be discussed with the program
director
Will the participant attend the whole tunc Hon of just come
in for their pari' will they eat > May they bring an escort' If
arm ing Irom out of lossn. who will meet them at the airport
. w r » Xel' V. ill someone assure they get to the event' * gain.
these area i your responsibilities but. it needs to be done by
someone and n is good to know the plan
s • o u d I hers involved. You should at least, talk to
and preferably meet with everyone who will play a part
I brse include
111 llll I — M l J 1 0 meel him at the place where the
event will be held Where will the head table be set up'
Where are mike, podium, visual equipment, power sources,
etc I Where will meal be served' Where arc bathrooms' Coat
closets' What ume do they want the event over' Vino will he
in attendance during event as troubles hooter ( and where will
they be if you need something') Arc there any special rules,
requirements, restrictions thai you need to know Draw a
sketch for future planning, with key elements marked
CM— I 1 5 there anything special you need to know about
how they plan to ' do' the meal' Who are they' ( Arc tbey a
service group, professionals or family company members')
What menu do they plan' Will they serve wine, or is that
someone else' s duty' 1 ( Whose') How long will it lake to
clear the tables'
Media and 01 Photographers where will they set up' ( You
and they should decide on a plan that suits their needs and
does not interfere with your duties, the program or with the
enjoyment view of the guests) When will they be in
attendance' Do they wish to interview or photograph
anyone specifically' ( You and they may need to approach
the management of the facility to arrange a location ( a
backdrop or small separate room)
Dance band When do they start' Finish' Breaks' How long
will it take to set up' Will they MC the dance or will you' ( or
will it be shared') Do they have an agenda of dances special
dances'breaks announcements, etc'
l. ntertainers What do they d o ' Where do they fit in
program' What equipment do they need' Where will they
perform' Do they need set- up time' How long will they
entertain' ( Set a definite limit) Arc they professionals,
friends or members' Some info about them
As you can sec. these meetings may raise more
questions or issues you need to discuss with the program
director . As you and be exchange information and ideas, the
plan will come together The idea is to try to foresee
anything that might come up and to make sure someone is
responsible to handle it A successful event is one where
there arc no last minute surprises for anyone Planning and
consullauon can avert such surprises
Since you are the person in the limelight, the
competence and performance of everyone will reflect
favourably on you
Head table
With the program director, make a chart of head
table land auxiliary tables if pertinent 1 The format and who
will be at bead table is up lo the program director but discuss
your preferences and suggesuons Generally, there are two
forms of bead table seating Wedding and Other There arc
only a couple hard and fast rules, ( as noted below tbc
diagrams )