HFT 4796 – BW61: International Events

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Event Memo Worksheet One: The Basics

Working individually or in groups of no more than five, students will work on all of the individual worksheets in order to gather details for a final event memo, a document which you would be able to send out to your attendees, delegates, speakers, and VIP guests. The information gathered throughout this project, in each of the ten worksheets, will also be particularly useful in planning and implementing various aspects of the event.

Name(s) of Each Group Member: 
 

The purpose of this first worksheet is to outline the fundamental information necessary when planning an international event; including the destination assessment. Please fill out all of the information below to the best of your ability.

[Please note that all of the below tables will auto-adjust as you type in each section.]

  1. Select a convention center (or fair grounds), the city and country for your international event to be hosted (the country you select will be the same country you will use for all future worksheets and your final event memo):
    Remember: There are six elements considered to be the most important when selecting a destination: good hotels, convenient airline service, travel costs to the location, food and lodging costs, ease of attendees getting to the location and good value for their money. However, the choice of location varies depending on the makeup of the organization or the type of event. These details will be discussed in more detail throughout the remaining worksheets.

Convention Center: Domaine National De Saint-Cloud

  • Where is the country in which you’ve selected (above) located? Name the closest geographic neighbors (boarder countries) to the host country? (This is important because geographic confusions often occur so this is good to know when planning your event).
 
  • What is the local time zone? What is the hour difference with Orlando, FL (Eastern Standard Time, EST +/-)? If it is 1:00 pm (or 1300) on October 31, 2017; what day and time is it in the country you’ve selected?
 

Current Solutions

Voltage: 
Frequency: 
Plug type (A, B, C, G, F, I, etc.) 
Will adapters be needed? 
If adapters are needed where would you suggest attendees find adapters and what is the approximate cost? 
  • Will your guests be able to use their mobile devices as is? What might you suggest for your attendees (SIM cards, International Data packages, etc.)?
 
  • What is the local currency and exchange rate? (HINT: Use the Chapter 5 Module (Module 5) and external URLs provided as a guide)
 
 
  • What are the climate and seasonal factors like? Are they favorable for your event (consider the time of the year of your event and local climate); during the time that the event is typically hosted, please indicate the season and the average high temperatures and low temperatures for the month your event is hosted.

This is very important to know and have on hand because people often associate places with certain weather…for example California (and even Florida). In California it is warm during the days however once the sun sets the temperatures can often become quite cool in the evening which many people do not associate and will therefore pack inappropriately.
Resources: http://www.weatherbase.com/
National Centers for Environmental Information

 
  • Selection of an international event (please note that this event can be one that is currently held in your selected location, it could be an event held previously in your selected location or an event that has never been held in this destination but it is held somewhere else in the world…Please select any event that is of interest to you and is appropriate for your selected location).
    Resources: http://globalevents.com/
    https://www.mybucketlistevents.com/

Name of your selected event:Electric Daisy Carnival (EDC)
Association/organization it is linked to: (Please note that this is NOT a sponsor, this is an organization that the event is ‘presented by’, ‘supported by’, hosted ‘in conjunction with’ or it will say: organizer / organiser 
Type of event (e.g., congress, seminar, conference, sporting event, cultural event): 
Dates of the event you will be hosting / planning: 
Duration of event (1-week, 3-day, etc.): 
Name & Location of the Expo, Convention Center, or Fair Grounds (include the name, city and country) 
Frequency of event (annual, semi-annual, etc.): 
Typical number of attendees: 
Last known event date: 
Last known event location: 
Brief purpose of event: 
  1. Please provide a brief history of your event.