Miziker's Complete Event Planner's Handbook

Tips, Terminology, and Techniques for Success

Ron Miziker

• Publisher: University of New Mexico Press
• Year: 2015
• ISBN:
  9780826355522
• Topic: Business
• Subtopic: Hospitality, Travel & Tourism Industry
• Index: Business

Gold Winner for Reference in Foreword Reviews ' 2015 INDIEFAB Book of the Year Awards With decades of experience as a gala event planner, award-winning director and producer Ron Miziker presents the ultimate guide to planning and executing every special event in this one-of-a-kind guidebook. For professionals and beginners alike, it is designed to be a quick reference for ensuring that any exciting, educational, or entertaining event comes together on time and within budget. The book includes essential information about critical subjects, proven suggestions, and personal anecdotes to make your event memorable and successful. Whether your questions concern layout, techniques, terminology, protocol, quantities, or procedures, this book has the answers with quick-to-understand charts and diagrams that illustrate key information to make the event great—be it a sales meeting, wedding, awards dinner, community festival, concert, fund-raiser, cocktail party, grand opening, political rally, formal dinner, exhibition, press announcement, family celebration, or informal gathering at home.

Terms and Tips

Make no little plans; they have no magic to stir men’s blood.

—Daniel Burnham (1846–1912),

American architect and urban planner who directed the 1893 World’s Fair in Chicago, and whose designs and plans have had great influence nationwide

A

a-board A sign or display structure of which the side view forms an “A” with two sloping sides for the message that meet at the top. Made to be lightweight and fold flat.

abstract An idea, plan, script, or scenic setting that can be interpreted in many different ways. Not representational, duplicate, or ordinary, but suggestive.

AC See alternating current.

accordion display A structure that is hinged so that it folds up like an accordion. With this zigzag hinging of the panels it can be stretched wide or kept close depending on the space available.

acoustics The science that deals with the study of sound. As it relates to events, it is most often referred to as the quality of sound within a given space such as a concert hall. Everything within a performance hall—the surface materials, balcony design, angles of the walls, and even the audience—affects the quality of the sound as it travels throughout the space, bouncing off some elements while being absorbed by others. Background noise, such as falling water, machinery, or the sound from an adjoining room may affect the acoustics of the space. The acoustics of every venue should be reviewed and considered for the type of presentation planned, be it speech or music, to ensure clarity, quality, and understandability of the intended sound free of any random noise.

acoustic shell The hard curved background of a performance stage or bandstand designed to reflect the sound waves created by the musicians or speakers out toward the audience to increase the volume of the natural sound. Utilizing audio and computer technology, these shells can be shaped to accentuate certain frequencies to enhance the quality and definition of the sound.

act call The signal in the foyers, lobbies, lounges, etc., of a theater announcing that the performance, or an act, is about to begin. It is made by the stage manager, generally two minutes before the rise of the curtain, and is also given to the actors backstage.

act curtain The main curtain or the front curtain. This is the curtain directly behind the proscenium that conceals the stage area from the audience before the performance and opens to reveal the stage. It is known as either a fly curtain, which is drawn up and lowered vertically; or as a traveler curtain, which is parted in the center, with each half being drawn apart and back together horizontally.

acting area Any space, be it on the stage, in the aisles, or elsewhere, that is used by actors during a performance.

A/D Analog to digital conversion. The process of converting analog voltage into a digital signal for electronic processing.

ADA The Americans with Disabilities Act, which outlines the state and federal laws governing the equal treatment of people with disabilities. For the event maker, these laws codify federal requirements for such concerns as ramps for wheelchair access, seating for the disabled at shows and events, restrooms, stage access, etc. It is important to be familiar with the requirements of this act. Substantial fines can be levied for ignoring the rules.

I produced the week-long International Festival for Very Special Arts, an organization celebrating disabled artists, both performing and visual. It was at this event, held in Washington, D.C., with over two thousand disabled artists from around the world, that I became very acquainted with ADA regulations because the event had to be a model for those rules. Meeting the requirements necessitates careful planning and additional costs.

addendum A list of extra items added to the contract for a hotel, equipment rental, catering company, or other services or goods. Typically it is used to address something that was overlooked in an agreement after the contract is already in place. Troublesome addenda can be avoided by negotiating one good solid contract that covers all terms, thus reducing confusion and potential conflict.

addressable A lighting fixture or other piece of theatrical equipment that can be controlled by means of an electronic signal.

ad lib Impromptu remarks by actors or speakers that are not part of the script. These remarks may result from a lapse of memory or a reaction to an incident or remark. They can be used to cover an incident on the stage, such as a late entrance, or simply because the speaker’s style is impromptu.

adventurous Presenting event elements that are new, different, and “out there.” Being unusual, not typical. Being adventurous brings rewards.

advertising Promotion of an event through the media such as newspapers, radio, television, or the Internet. Most often this promotion is paid for at the rates charged by the media. These rates vary depending on the size of the audience reached and are typically calculated as “cost per thousands” of the potential audience, or the cost divided by one thousand viewers.

advertising agency A company that, for a fee, develops a strategy for reaching the largest potential audience for the budget, and then designs a creative campaign and produces the graphics, commercials, or other materials required. The agency then places the ads with the media at the standard rates minus a discount, which the agency typically keeps as a placemen...