Draft Of Course Outline Template

Event Planning for Business

INSTRUCTOR'S INFORMATION Name: Rob Seitz Office location: Adjunct’s Office, 16 W. 61st St., 10th Floor Telephone: 914-393-6144 E-mail: [email protected] Office hours: By appointment

COURSE INFORMATION Term and date: 09/09/14 – 12/16/14 Course number and section: COMM 663 - M04 Seminar Credits: 3 Meeting times: Tuesday, 9:35 am – 12:35 pm Building and room number: 16 W. 61st St., Room 1026 Prerequisites and co-requisites: None

COURSE DESCRIPTION

Event Planning for Business is designed to give students hands-on experience in producing events from the conceptual phase to implementation, review, and assessment. This course prepares students to become event planners and to learn to work collaboratively in teams; develop programing and marketing strategies; understand the importance of preparing a realistic budget and budget management, and work within specified time frames.

Emphasis is placed on the importance of identifying the event’s objective, researching its feasibility and likely outcome, and event design, planning, marketing, contingency planning, and outcome. This course is very interactive and will require students to take concepts and ideas surrounding event planning and apply them to at least one major event and two hypothetical events or one additional actual event, depending on the skills set of the class, its organizational skills, ability to work as a team, scheduling, budgetary considerations and other resources.

STUDENT LEARNING OUTCOMES

Upon successful completion of Event Planning for Business, students should be able to:

1. Describe and explain the roles and responsibilities of an event planner. 2. Identify and describe the procedures used for developing successful events that deliver the desired outcome for their employer or client. 3. List and describe the elements that contribute to successful events. 4. Develop a concept, budget, organization and production schedule; choose and secure a venue based on event requirements, and target audience; develop a marketing campaign using audience- appropriate promotional (including traditional and social media), and determine the need, availability and feasibility of event-specific specialty items including but not limited to entertainment, guest speakers, guest transportation, goody bags, security and other special needs. 5. Develop contingency plans for an event, addressing potential crises/risks. 6. Identify and secure appropriate sponsorships/underwriters for events. 7. Analyze and assess, through survey research methods, the outcomes of an event as related to the event’s intended goals. 8. Develop leadership and organizational skills through working with others and through the overall event planning process.

1 NYIT Global Competencies:

Business professionals in the 21st century need to be prepared to work in a global environment. For an event planner, this may include the need to understand, respond and adapt to different cultural mores without compromising their values and professional standards of the event planning industry. The ability to identify the interdependencies among cultures and to be able to collaborate and participate effectively in social and business settings globally will enrich the student personally and professionally. Upon completion of the Events Planning course, students should be able to:

 Recognize that global issues are just that – Global. A successful meeting planner will be able to identify international trends and points of view in order to present as many perspectives as possible when planning any meeting or event that may have a multi-cultural audience.  Be prepared to work with and communicate effectively with people from different cultures and countries who do not speak, read or write the event planner’s first language and whose standard business and social practices may be quite different than their own.  Recognize the importance of teamwork including the need for a small number of team leaders and a large number of team players – all equally important in producing flawless successful events.

Methods of Assessment

Students will be assessed and graded using a variety of methods including but not limited to written tests and papers, in-class presentations, participation in event-planning projects, on-time weekly class attendance and active participation in class discussions and the frequent “brainstorming” break-out sessions we will have for planning events and progress reports. Students will work in teams to plan and produce at least one major event by the end of the semester

Professionalism (class attendance & participation) 5% One quiz 15% Comprehensive Special Events Plans (2 parts) 20 & 25% Mid-term Project: Promote & develop audience for Career Services special event 10% Final Project: Plan, Promote & Produce one Final Event 25%

Comprehensive Special Events Plans (2 parts)

Part 1: Using a 23-Point Event Planning Checklist provided by the professor, students will research and write a two-part plan for one special hypothetical event. The first part of the proposal should include “big picture” ideas successfully planning, promoting, and producing the event. Each student will give an oral presentation of their proposed event in front of the professor and classmates. A critique will follow, including questions from the professor and fellow students.

The professor will have the final say as to whether or not the proposal can and should move on to phase two or if a new and different event proposal will be required.

Part 2: Following the initial presentation, each student will further develop and fine-tune their event proposal based on feedback received to make the event as realistic and as feasible, as possible.

Each presentation should be professionally presented. A PowerPoint or comparable presentation is expected, accompanied by a typewritten addendum providing specific details on the key components required to make the event a success. The revised, second part of the event proposal should be a typewritten production and promotional plan, and proposed budget and schedule. Accompanying illustrations, if needed, will be permissible but the emphasis should be placed on answering any questions or objections received following the in-class presentation. This part of the event proposal will not be presented to the class. It will be submitted to the professor for evaluation & grading.

2 Mid-term Project: STEAM Career Fair, Thursday, Oct. 30, 2014, Manhattan campus http://www.nyit.edu/career_guide/career_fairs/

For the second year in a row, the Event Planning class has been asked to assist with the promotion of the STEAM (Science, Technology, Engineering, Arts, Mathematics) Career Fair. This provides Event Planning class students with an opportunity to get an introduction to event planning without having to be responsible for all of the details that go into making an event successful, in this case, a college job fair that is beneficial for both the employers in attendance and the students attending.

Our assignment will be primarily to help create awareness and develop an audience of students to encourage attendance at the event. Based on our my class’ experience last year, a surprisingly large number of NYIT students were unaware of not only the STEAM Career Fair but about the many services offered to NYIT by Career Services.

From the start of the semester up until the actual day of the event, the Event Planning Class will be planning one mini-event (October 28), plus developing and executing a promotional campaign to get students to become aware of not only the fair but of Career Services’ many resources for helping a student best prepare for internships and post-graduation employment. This assignment will involve all members of the class and be undertaken as a team-based group project. Active involvement and participation by each student in some aspect of the event will be required. Each student should assume a specific responsibility(s) within their team in preparing the October 28th Mini Event proposal for our client (Career Services) and promotional plan for reaching our target audience. The proposal should include, but not be limited to identifying and securing an appropriate venue, itemizing equipment needed for the event, time schedule for preparing and executing major tasks needed and to be finalized prior to the event, and budget

After the event, each student will write a report that reviews and evaluates the event based on the proposal’s goals, including an overview of the event’s purpose and structure, what went according to the plan, what could have been improved, and the role and responsibility of the student in the process. The report should be typewritten, double spaced, and not exceed 10 pages in length.

COURSE MATERIALS & REQUIRED TEXTS:

 A Curious Invitation, Suzette Field, (October 2012), Picador Press, ISBN-13: 978-1447209553  Selected event planning trade magazine articles, copied and bound ($25 for packet), selected and assembled by professor.

Additional Recommended Texts:  Event Planning: The Ultimate Guide To Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events, Allen, J. (2009), Wiley; 2nd Edition, ISBN-13: 978-0-470-15574-5  The Business of Event Planning, Allen, J. (2007), Wiley, ISBN-13: 978-0-470-83188-5

On-line Resources:

 SuccessfulMeetings.com  Mcmag.com

3 Other: Event Planner’s Toolkit*:

Scissors, stapler, clear plastic packing tape, duct tape, cell phone and laptop (or comparable), thumb drive and other tech back-up duplicates, power cords for laptop and cell phone, four or more AA and AAA batteries, clear monofilament wire, tape measure, various weights, thumbtacks/push pins, pad(s) of paper, pens and sharpies, name tags, hole-punch, hammer, Phillips and flat-head screwdrivers, pliers, rope, camera, large sturdy plastic garbage bags, paper towels, do-not-cross police emergency tape, indoor and outdoor extension cord, three-prong adaptor, matches, candle(s), flashlight, Asian, European and/or U.S. electrical outlet adaptors, bottled water, rubber gloves, metal strong box, raffle tickets.

Policy for make-up exams and missed or late assignments:

Make-up exams, assignments, and presentations are given at the instructor’s discretion, as is the format of the make-up exam etc. Student must present official documentation of the legitimate reason for missing an event, proposed event presentation, class activity associated with an event, special assignment, or any other task determined by the professor and/or event team leader on the assigned deadline. Dire illness, death in in the family, etc. can be documented with obituaries, funeral cards, and official notes from healthcare providers.

4 Course Syllabus Fall 2014

Class 1 Lecture Class Discussion Homework September 9: Introduction to key In class small group Follow through on elements of Event brainstorming of ideas for tentative promotional “Wonderful Weirdos Day” Planning including 23- promoting FIRST event plans. What’s needed “National Teddy Bear point Event Planning (Oct. 28) in conjunction with to make these plans Career Services’ STEAM Day” checklist feasible; what won’t Career Fair, October 30th (Science; Technology; work and Overview of different Engineering; Architecture: types of Special Events Math.) What is “Plan B”? for Business Identifying class members’ Identifying class individual strengths and members’ individual special skills. Embrace strengths and special NYIT’s international skills. enrollment. Discuss cultural similarities, Embrace NYIT’s differences and practices. international enrollment. Establish teams; assign Discuss cultural similarities individual responsibilities for and differences and making STEAM event(s) a practices. success.

Class 2 Lecture Class Discussion Homework September 16: Report on Prof.’s Informal presentation to Follow through on any meeting with Career guest speaker about initial revisions needed to *Trail of Tears Services. ideas for promotion. Q&A proposed promotional Commemoration Day; with guest speaker. Make strategy and October note of her or his feedback! th *Intl. Square Dancing Continuation of 28 event Month; discussion & Challenges presented to explanation of Career the Event Planner. *National Piano Month Planning Checklist. Overcoming these challenges with a strategy Guest Speaker: Career that will realize Client’s Services goals. Establishing a Contingency Plan/Plan B

Fine-tuning or discarding and starting over with new ideas for promoting STEAM

5 Class 3 Lecture Class Discussion Homework September 23 Continuation of Present team Research, identify, discussion & suggestions for confirm, brief, alert, etc. National Day for Saudi explanation of Career promotional events & classmates and professor Arabia Planning Checklist. opportunities leading up of accomplishments and/or roadblocks or objections to to STEAM Career Fair proposed promotional Food for Thought: th Discussion & feedback Oct. 30 and STEAM initiatives, including OCTOBER Monthly th on students STEAM mini-event Oct. 28 BUDGET and other Observances: Career Fair promotional requirements for Oct. 28th ideas. Present ideas for the mini event. *Bullying Prevention October “National Month Observance Month” of Read Ch. 1-5 of textbook, “A Curious Invitation” *Employee Ownership your choice. Month Research significance of ONE of the “National *Financial Planning Month Month” observances listed here. Draft a short *National Arts & summary of your Humanities Month understanding of the observance you chose, *International Strategic why it is celebrated, and Planning Month five or more ideas for a HYPOTHETICAL event * LGBT History Month that you would produce to observe this month.

Can you tie-in to the STEAM event?

Class 4 Lecture Class Discussion Homework September 30 “Final” review of Event Present STEAM Begin individual and Planning Checklist promotion ideas to client group production and *Ask A Stupid Question for final approval execution of STEAM Day Discussion of Mid-term Career Fair promotions. *Blasphemy Day paper/exam: Making 2-part Mid-term and Plan one per week *International Translation your Birthday a National deadlines discussion between now and Day or International Event and review October 28th “mini event” OCTOBER Monthly QUIZ – What we’ve Observances: Homework discussion. learned so far How to apply National *Bullying Prevention Observances to STEAM Month *Employee Ownership Month *Financial Planning Month *National Arts & Humanities Month *International Strategic Planning Month * LGBT History Month

6 Class 5 Lecture Class Discussion Homework October 7 Guest Speaker: Q&A with guest speaker Read Chapters 6 – 10 of Crisis Management and on “what ifs” for upcoming “A Curious Invitation” National Frappe Day Event Planning STEAM promotions 1-2 page Press Release about one of the events Press Release writing Update on STEAM audience development written about in “A Curious initiative Week 1 of 4 Invitation”. Include your spin and ideas for planning and promoting one of the fictitious parties written up by the author

Class 6 Lecture Class Discussion Homework October 14 Media Relations Brainstorming and Begin research on discussion of Final Event Birthday National National Be Bald & Be Two months to Final Celebration” Mid-term Free Day Exam/Final Event: Plan Q&A about Mid-term paper/presentation Now/Plan Big!

Class 7 Lecture Class Discussion Homework October 21 Guest Speaker: Final preparation for Final promotional/ Securing Sponsors and Oct. 28th STEAM Career audience development National Reptile Building a Budget: Part 1. Fair. outreach for STEAM mini- Awareness Day event

Class 8 Lecture Class Discussion Homework October 28 Class Special Event: Pre-event Checklist Finalize Mid-Term/ Promoting Awareness of Part 1 STEAM Career Fair

Class 9 Lecture Class Discussion Homework November 4 Mid-term Part 1: Post-event Analysis Based on feedback, In-class, individual prepare Mid-term Part 2 National Candy Day presentations Feedback on student (final) proposal for Nov. 11 presentations submission

Class 10 Lecture Class Discussion Homework November 11 Discussion on Mid-term Student Leadership Research articles on Lead papers and their return. Experience ers/Leadership and a Veterans Day major event associate Leadership Skills and Final Event d with that person. How was the event e the Event Planner brainstorming/discussion xecuted?

Catch up Day Fine-tune final event plans with other classmates (including cross-class involvement)

Class 11 Lecture Class Discussion Homework November 18 Review: Budget Group Presentation on Work with Planning, Securing Final Event Dec. 16 partners/groups on Mickey Mouse’s Sponsorships & details for Final Event Birthday Audience Developing “To-Do List” for 7 Development December 16th

Class 12 Lecture Class Discussion Homework November 25 Guest Speaker: Q&A with guest speaker Research one Technology Tools & technology application International Day for the Trends in Event Discussion of Event of your choice used by Elimination of Violence Planning Planning Checklist as it the Event Planning Against Women applies to Final Event industry. Write a short Review: Press Release (two to three pages) of DECEMBER Monthly writing, media relations, how the technology has Observances: and promotional tools in evolved, its main general players, and main *World AIDS Month industry applications. *National Drunk & Review of Event Drugged Driving (3D) Prevention Month Planning Checklist, as it Write a press release *National Write a applies to final event (no more than two Business Plan Month pages) on the use of Safe Toys & Gifts Month this technology, either Take a New Year’s as a new product launch Resolution ot Stop or an example of how Smoking one trade show or other Universal Human Rights event successfully Month deployed the Tolerance Week Human Rights Week technology. Chanukah: Dec. 16-24 Christmas, Dec. 25

Class 13 Lecture Class Discussion Homework December 2 Guest Speaker: Q & A With Guest Final preparation and Career Opportunities for Speaker review of Event Event Planners Planning Checklist for (tentative) Presentation on Class Final Special Semester Activities Event

Final Review for Final Class Special Event

Class 14 Lecture Class Discussion Homework December 9 Final Semester Review Final Semester Review Final planning and last and Catch up and Catch up minutes details for next Human Rights Week: week’s Final Special Dec. 10-17 Event

Class 15 Lecture Class Discussion Homework December 16 Class Final Special Event

8 NYIT Institutional Policies

Attendance policy

Be on time and do not miss more than three classes without a valid written excuse. Being late three times is equivalent to one absence. Being absent more than three times, without a valid written excuse, are grounds for dismissal from the course.

Withdrawal policy

A student may withdraw from a course without penalty through the end of the 8th week of class during a 14- or 15- week semester and through the 8th meeting during an 8week course cycle. After this, the student must be doing passing work in order to receive a W grade. Students who are not passing after the 8th week or equivalent will be assigned the grade of WF.

It is the student’s responsibility to inform the instructor of his/her intention to withdraw from a course. If a student has stopped attending class without completing all assignments and/or examinations, failing grades for the missing work may be factored into the final grade calculation and the instructor for the course may assign the grade of WF. The grade of F is used for students who have completed the course but whose quality of work is below the standard for passing. Withdrawal forms are available in departmental offices and once completed must be filed with the registrar. Students should be reminded that a W notation could negatively impact his or her eligibility for financial aid and/or V.A. benefits, as it may change the student’s enrollment status (full-time, part-time, less than part-time). International students may also jeopardize their visa status if they fail to maintain full-time status.

Academic integrity and plagiarism policies

Content theft in any form will not be tolerated in this class and will be immediately escalated to the chair of the department and the dean of students.

From the student handbook : “Each student enrolled in a course at NYIT agrees that, by taking such course, he or she consents to the submission of all required papers for textual similarity review to any commercial service engaged by NYIT to detect plagiarism. Each student also agrees that all papers submitted to any such service may be included as source documents in the service’s database, solely for the purpose of detecting plagiarism of such papers.

Plagiarism is the appropriation of all or part of someone else’s works (such as but not limited to writing, coding, programs, images, etc.) and offering it as one’s own. Cheating is using false pretenses, tricks, devices, artifices or deception to obtain credit on an examination or in a college course. If a faculty member determines that a student has committed academic dishonesty by plagiarism, cheating or in any other manner, the faculty has the academic right to 1) fail the student for the paper, assignment, project and/or exam, and/or 2) fail the student for the course and/or 3) bring the student up on disciplinary charges, pursuant to Article VI, Academic Conduct Proceedings, of the Student Code of Conduct.”

Library Resources

All students can access the NYIT virtual library from both on and off campus at www.nyit.edu/library. The same login you use to access NYIT e-mail and NYITConnect will also give you access to the library’s resources from off campus. On the left side of the library’s home page, you will find the “Library Catalog” and the “Find Journals” sections. In the middle of the home page you will find “Research Guides;” select “Video Tutorials” to find information on using the library’s resources and doing research. Should you have any questions, please look under “Library Services” to submit a web-based “Ask-A-Librarian” form.

Support for students with disabilities

NYIT adheres to the requirements of the Americans with Disabilities Act of 1990 and the rehabilitation Act of 1973, Section 504. The Office of Disability Services actively supports students in the pursuit of their academic and career goals. Identification of oneself as an individual with disability is voluntary and confidential. Students wishing to receive 9 accommodations, referrals and other services are encouraged to contact the Office of Disability Services as early in the semester as possible although requests can be made throughout the academic year.