Suitable Venues Location
Capacity Layout
Amenities Accessibility
Cost Cancellations and Refunds

 

The geographical area where an event is held and the convenience for attendees to get there. Event venues that meet the specific criteria and requirements for a particular event.
The arrangement of the physical space of a venue, including the size and shape of the room(s), the furniture, and the equipment. The maximum number of guests that a venue can accommodate.
The ease of access to a venue for attendees, including transport options and facilities for people with disabilities. The extra features and services available at a venue, such as catering, AV equipment, and parking.
The policies and procedures of a venue regarding cancellations and refunds, including any penalties or fees. The price of renting a venue, including any charges for additional services or equipment.

 

Contracts Negotiation
Planning Evaluation
Event budgeting Estimating event costs
Accurate event budgeting Fixed costs

 

The process of discussing and agreeing on the terms and conditions of the event contract with the venue owner. The legal agreement between the event planner and the venue owner that outlines the terms and conditions of the event, including the cancellation policy, payment schedule, and liability.
The process of assessing the suitability of a venue for an event based on specific criteria, such as location, size, and cost. The process of organizing the details and logistics of the event, including selecting the venue, arranging for catering and equipment, and coordinating with vendors and attendees.
The process of making an educated guess as to how much a proposed event will cost, based on previous events and market prices. The process of determining the total amount of money required for an event, including all expenses and revenues, and ensuring that the event can be executed within that budget.
Expenses that do not vary with the number of participants or level of activity, such as venue rental or equipment purchase. Ensuring that the budget for an event is as realistic and accurate as possible, in order to avoid overspending or running out of funds during the event.

 

Variable costs Direct costs
Indirect costs ROI
Break-even point Contingency fund
Per diem Scope creep

 

Expenses that can be directly attributed to the creation and delivery of the event, such as event promotion or speaker fees. Expenses that vary in proportion to the number of participants or level of activity, such as food and beverage costs or staffing expenses.
Return on investment. A measure of the profit generated by an event, expressed as a percentage of the total amount invested. Expenses that are necessary for the event to take place but are not directly related to its creation or delivery, such as utilities or insurance.
An additional amount of money set aside in the event of unforeseen circumstances or emergencies during the event. The point at which an event's total revenue equals its total expenses, resulting in neither a profit nor a loss.
The tendency for an event's scope and budget to expand beyond their originally intended boundaries, resulting in additional expenses and logistical challenges. The daily allowance paid to event staff or attendees to cover their expenses, such as meals and lodging.

 

Budget Components of a budget
Financial metrics Monitor event performance
Key financial metrics Event budget
Revenue Expenses

 

The various elements that make up a budget, including revenues, expenses, and profit margin. The formal statement of a company's expected revenues and expenses for a particular period of time, typically a year.
The process of tracking and analyzing the financial performance of an event to assess its success and identify areas for improvement. The quantitative measures used to assess the financial performance of an event, such as revenue, expenses, and profit margin.
The detailed financial plan outlining the expected revenues and expenses for an event, including all the elements required to successfully execute the event. The most important quantitative measures used to assess the financial performance of an event, such as revenue, expenses, profit margin, and return on investment (ROI).
The costs incurred by an event, including venue rental, equipment rental, marketing and advertising expenses, and staff wages. The income generated by an event, including ticket sales, sponsorships, and merchandise sales.

 

Profit margin Break-even point
Return on investment (ROI) Financial performance analysis
Event planning Travel and tourism industry
Key principles Stakeholders

 

The point at which an event's total revenue equals its total expenses, resulting in neither a profit nor a loss. The difference between the revenue generated by an event and its expenses, expressed as a percentage of revenue.
The process of analyzing an event's financial performance to determine its success and identify areas for improvement. The measure of an event's financial success, calculated by dividing the event's net profit by the total amount of money invested in the event.
The industry that provides products and services to travelers, including transportation, accommodation, entertainment, recreation, and food services. The process of organizing and coordinating all aspects of an event, such as conventions, meetings, weddings, and other events, to ensure that it runs smoothly and meets the desired objectives and requirements.
Individuals or groups who have an interest or concern in an event, such as sponsors, attendees, vendors, and the community. The fundamental concepts and guidelines that determine how an event should be planned and executed.

 

Objective Budget
Venue Program
Registration Marketing
Logistics Evaluation

 

A financial plan that outlines the expected expenses and revenues of an event. A specific and measurable goal that an event is intended to achieve.
The schedule of activities and events that will occur during an event. The location where an event takes place, such as a hotel, conference center, or outdoor space.
The promotion of an event to potential attendees and sponsors through a variety of channels, such as social media, email, and advertising. The process of signing up attendees for an event, collecting contact and payment information, and issuing tickets or confirmation materials.
The assessment of an event's success or failure based on predetermined criteria or objectives. The coordination of all physical and practical aspects of an event, such as transportation, accommodation, catering, and equipment rental.

 

Target audience Research
Demographics Psychographics
Segmentation Targeting
Profile Marketing strategies

 

The process of gathering information about the target audience through various methods. The specific group of people that the event is targeted towards.
The lifestyle, personality, interests, and values of the target audience. The characteristics of the target audience such as age, gender, income, education level, and occupation.
The process of selecting specific segments of the target audience to focus on for marketing efforts. The process of dividing the target audience into groups based on demographics, psychographics, or behavior.
The methods used to reach and communicate with the target audience such as advertising, direct mail, social media, and events. A detailed description of the target audience including demographics, psychographics, behavior, and preferences.

 

Advertising Direct mail
Social media Events
Target Audience Event Planning
Research Data Collection

 

Sending promotional material to the target audience through the mail or email. Paid promotion of the event through various media channels such as print, radio, television, and online.
Organized activities or gatherings that provide opportunities to interact with the target audience and promote the event. Using platforms such as Facebook, Twitter, and Instagram to reach and engage with the target audience.
The process of coordinating all aspects of an event or meeting. The group of people that a product or service is intended for.
The process of gathering and measuring data on variables of interest, in an established systematic fashion that enables one to answer stated research questions, test hypotheses, and evaluate outcomes. The systematic investigation into and study of materials and sources in order to establish facts and reach new conclusions.

 

Surveys Focus Groups
Demographics Psychographics
Market Segmentation Event Concept
Event Branding Engagement

 

A method of qualitative research in which a group of people are asked about their perceptions, opinions, beliefs, and attitudes towards a product, service, concept, advertisement, idea, or packaging. A method of gathering data from a sample of people, typically through questionnaires, to elicit data or opinions on various topics.
The study of personality, values, attitudes, interests, and lifestyles. The statistical data of a population, especially those showing average age, income, education, etc.
The overall vision and theme for an event, which includes the type of event, the target audience, the venue, the speakers, the entertainment, the food and beverage, and the overall experience. The process of dividing a market into distinct subsets of consumers with common needs or characteristics and selecting one or more segments to target with a specific marketing strategy.
The process of building a relationship between a brand and its audience through interaction and communication. The process of creating a unique name, design, symbol or image that identifies and differentiates an event from other events.

 

Event Logistics Planning Venue Selection
Entertainment Options Food and Beverage Plans
Transportation Arrangements Logistics
Event Planner Site Inspection

 

The process of choosing a suitable location for an event based on factors such as size, accessibility, and amenities. The process of planning and organizing all the resources needed for an event, such as venue selection, entertainment options, food and beverage plans, and transportation arrangements.
The menu and catering arrangements for an event, including selections for meals, snacks, and refreshments. The various activities and performers that can be included in an event to provide entertainment for attendees.
The planning, execution, and coordination of all resources required for an event. The planning and organization of transportation for attendees, such as shuttle services, public transportation, or private car services.
A visit to a potential event venue to evaluate its suitability for the event based on factors such as location, amenities, and accessibility. A professional who is responsible for organizing and coordinating all aspects of an event, including logistics, entertainment, and catering.

 

Budget Risk Management
Communication Plan Event Production
Conferences Meetings
Exhibitions Product launches

 

The process of identifying potential risks associated with an event and developing strategies to mitigate or minimize those risks. The financial plan for an event, including revenue streams and expenses for logistics, entertainment, and catering.
The process of producing and managing the technical aspects of an event, including lighting, sound, and video. A plan for communicating important information about the event to stakeholders, including attendees, vendors, and sponsors.
An organized event where people come together to discuss ideas, solve problems, and make decisions. A gathering of people with a shared interest or profession, where they come together to discuss relevant topics and ideas.
An event where businesses or individuals release a new product to the market. An event where businesses or individuals showcase their products or services to potential customers.

 

Seminars Conventions
Festivals Sports events
Weddings Cultural events
Charity events Incentive travel

 

A large gathering of people with a shared interest or profession, where they come together to discuss relevant topics and ideas. An educational event where participants learn about a specific topic from an expert in that field.
An event where athletes compete against each other in various sports disciplines. A celebration or event that is marked by music, food, and other forms of entertainment.
An event that celebrates the history and traditions of a particular culture or community. A ceremony where two people are united in marriage.
An event where participants are given rewards or incentives for meeting certain goals or targets. An event that is organized to raise funds for a good cause or to support a particular charity.

 

Target audiences Research
Advertising Social media
Email marketing Promotional plan
Demographics Psychographics

 

The process of gathering information and data about a target audience in order to better understand their interests and needs. The specific group of people that an event or product is intended for and marketed towards.
Online platforms that allow users to share content, connect with others, and engage in online communities. The act of promoting a product, service, or event through various forms of media, such as television, print, or online ads.
A detailed strategy for promoting an event, product, or service to a target audience, using a variety of marketing tactics. The use of email to promote products, services, or events to a target audience.
Personal attributes of a target audience, such as values, interests, and lifestyle, that can help to better understand their motivations and behaviors. Characteristics of a target audience, such as age, gender, income, and education level, that can help to better understand their interests and needs.

 

SWOT analysis Call to action
Conversion rate ROI
Conversion rate Engagement rate
Attendance Cost per attendee

 

A statement or button on a website, advertisement, or other marketing materials that encourages the viewer to take a specific action, such as clicking a link or making a purchase. A strategic planning tool used to identify the Strengths, Weaknesses, Opportunities, and Threats of a particular product, service, or organization.
Return on investment; the amount of profit or return generated from a particular marketing campaign, relative to the cost of the campaign. The percentage of people who take a desired action, such as making a purchase or signing up for a newsletter, after being exposed to a marketing message.
The percentage of event attendees who interacted with your brand content, such as liking a social media post or clicking a link. The percentage of event attendees who took a desired action, such as registering for a newsletter or buying a product.
The total cost of the event divided by the number of attendees. The number of people who attended the event.

 

Social media reach Click-through rate
Return on investment Brand awareness
Net promoter score Lead generation
Conversion rate by channel Customer lifetime value

 

The percentage of people who clicked on a link in an email or advertisement related to the event. The number of people who saw your event-related content on social media.
The level of familiarity and recognition of your brand among event attendees and those exposed to your event-related content. The amount of revenue generated by the event minus the cost of the event, divided by the cost of the event.
The process of identifying and nurturing potential customers who have expressed interest in your brand or product. A measure of how likely event attendees are to recommend your brand, based on a scale of 0 to 10.
The total amount of money a customer is expected to spend on your brand over the course of their relationship with you. The percentage of attendees who took a desired action, broken down by the channel through which they were acquired (such as email, social media, or advertising).

 

Event Content Messaging
Compelling Understand
Create Impact
Attendee Experience

 

The way in which event content is communicated to attendees, including the tone, language, and medium used. The information and messages that are communicated to attendees before, during and after an event.
To have knowledge or comprehension of the importance of event content and messaging, and its impact on event success. Describes event content that is engaging, persuasive and inspires attendees to take action.
The effect that event content and messaging has on attendee experience, including their overall satisfaction and engagement. To develop or produce compelling event content and messaging that resonates with attendees and achieves the desired outcomes.
The feelings, emotions, and impressions that attendees have before, during and after an event. A person who participates in an event and is impacted by the content and messaging that is presented.

 

Success Desired Outcomes
Engagement Satisfaction
Event Budgeting Revenue Streams
Costs Thorough Budgeting

 

The specific goals and objectives that an event organizer hopes to achieve through the presentation of compelling event content and messaging. The achievement of the desired outcomes of an event, which includes attendee satisfaction, engagement, and the attainment of business objectives.
The degree to which attendees are pleased with the event content and messaging, and their overall experience at the event. The level of interaction, involvement, and participation that attendees have with event content and messaging.
Revenue Streams refer to the different sources of money or income generated by an event, such as ticket sales, sponsorships, merchandise sales, and donations. Event Budgeting is the process of creating and managing a budget for a specific event, including identifying all costs, revenue streams, and creating a comprehensive budget plan.
Thorough Budgeting involves taking a detailed and comprehensive approach to creating a budget, involving identifying all costs and revenue streams, and considering all possible expenses and income sources. Costs are the different expenses incurred when organizing an event, including venue rental, equipment, staff, advertising, and catering.

 

Travel and Tourism Events Budget Plan
Event Planning Financial Management
Income Expenses
Comprehensive Budgets Successful Events

 

A Budget Plan is a comprehensive document that outlines all projected expenses and income sources for an event, and is used as a tool for managing expenses and ensuring financial success. Travel and Tourism Events are events that are designed to promote tourism or travel to a specific location, such as a festival, conference, or exhibition.
Financial Management refers to the strategic planning, organizing, and monitoring of financial resources for an event, with the goal of maximizing revenue and minimizing expenses. Event Planning is the process of organizing and coordinating all aspects of an event, including logistical coordination, marketing, and financial management.
Expenses are the different costs incurred when organizing an event, including venue rental, equipment, staff, advertising, and catering. Income refers to all of the revenue generated by an event, including ticket sales, sponsorships, and merchandise sales.
Successful Events are events that are financially successful and well-attended, and that meet the expectations of attendees and stakeholders. Comprehensive Budgets are budgets that take a detailed and comprehensive approach to identifying all costs and revenue streams involved in an event, in order to create a realistic and effective budget plan.

 

revenue expenses
profit context
relation common
costs revenue streams

 

The money spent by a travel and tourism business to operate, such as on rent, salaries, or supplies. The income generated from the sale of goods or services by a travel and tourism business.
The specific circumstances and environment in which revenue, expenses, and profit are being discussed in relation to travel and tourism. The amount of money a travel and tourism business earns after deducting its expenses from its revenue.
Frequently occurring financial challenges faced by travel and tourism businesses, such as seasonal fluctuations in demand or unexpected changes in travel regulations. The connection between revenue, expenses, and profit, such as how changes in revenue can affect profit.
The various sources of income for a travel and tourism business, such as ticket sales, hotel bookings, or tour packages. The expenses incurred by a travel and tourism business to produce and sell its goods or services.

 

break-even point cash flow
pricing strategy overhead
Financial Management Budgeting
Cash Flow Forecasting

 

The movement of money in and out of a travel and tourism business over a period of time. The level of sales at which a travel and tourism business neither makes a profit nor incurs a loss.
The ongoing expenses that a travel and tourism business incurs, such as rent, utilities, or insurance. The method used by a travel and tourism business to determine the optimal price point for its goods or services.
The process of creating a plan to spend money, including revenue sources, target expenses, and a timeline. The process of planning, organizing, directing and controlling the financial activities of an organization or event.
The process of estimating future events or performance, typically in terms of financial outcomes. The amount of money flowing in and out of an event or business.

 

Revenue Streams Fixed Costs
Variable Costs Contingency Planning
Financial Risk Break-Even Analysis
Return on Investment (ROI) Breakeven Point

 

Expenses that do not vary with changes in the level of business activity or event size. Sources of income or cash inflow for an event or organization, such as ticket sales, sponsorships, and merchandise sales.
The process of creating a plan to respond to unexpected events or emergencies that could impact an event's budget or financial performance. Expenses that vary directly with the level of business activity or event size.
The process of calculating the number of attendees or units of product that must be sold to cover the total costs of an event or project. The potential for financial loss or negative impact on an event's budget due to unforeseen or uncontrollable circumstances.
The point at which total revenue equals total cost, resulting in neither a profit nor a loss. The measurement of the profit or financial gain from an event or business activity in relation to the amount of money invested.

 

Event planning tools Event timeline
Milestones Task list
Event budget Event marketing
Venue selection Vendor management

 

A detailed plan that outlines the important tasks and milestones leading up to and during an event. Tools used to plan and organize events, such as timelines, checklists, and budget trackers.
A comprehensive list of all the tasks that need to be completed in order to successfully execute an event. Significant events or accomplishments that mark progress towards completing the overall goals of an event.
Promoting an event to potential attendees and sponsors through various channels such as social media, email, and print advertising. A financial plan that outlines the expected income and expenses for an event.
Coordinating with external vendors such as caterers, audiovisual suppliers, and transportation providers to ensure they deliver on their contractual obligations. The process of choosing a location to hold an event based on factors such as capacity, accessibility, and amenities.

 

Risk management Timeline development
Task prioritization Task delegation
Event Planners Event Coordinators
Event Vendors Budgeting

 

The process of creating a detailed plan that outlines the order, timing, and responsibilities for all tasks related to an event. Identifying potential risks that may impact an event, such as weather, security, or technical issues, and developing contingency plans to mitigate these risks.
Assigning specific tasks to team members based on their skill set and availability. Ranking tasks based on their level of importance and allocating resources accordingly.
Individuals responsible for overseeing all aspects of event planning, including coordination of vendors, staffing, and logistics. Individuals responsible for organizing and executing events, including budgeting, site selection, vendors, and logistics.
The process of creating a financial plan for an event that includes estimates of revenue and expenses and ensures that expenses do not exceed revenue. Suppliers providing goods and services to events, including catering, entertainment, equipment rental, and decor.

 

Logistics Site Selection
Marketing Staffing
Risk Management Customer Service
Sponsorship Contract Negotiation

 

The process of choosing a location for an event based on factors such as capacity, accessibility, and amenities. The coordination of all activities involved in planning and executing an event, including communication, transportation, and equipment management.
The process of hiring, training, and managing employees or volunteers for an event. Activities aimed at promoting an event to potential attendees, including advertising, social media, and public relations.
The provision of helpful and responsive assistance to event attendees before, during, and after an event. The process of identifying, assessing, and controlling potential risks that could impact an event or its participants, such as weather, security, or health.
The process of reaching mutually acceptable terms and conditions with vendors, sponsors, or other stakeholders involved in an event. The process of securing financial or in-kind support from organizations or individuals to help fund an event.

 

Event Logistics Key Components
Transportation Accommodations
Vendor Contracts Tools
Techniques Planning

 

The essential elements required for event logistics, including transportation, accommodations, and vendor contracts. The process of planning, organizing, and managing resources for events to ensure they are delivered successfully.
The provision of lodging for event attendees, including hotels, resorts, and other temporary housing options. The movement of people and goods to and from the event venue.
Resources, such as software or templates, that can help streamline event logistics management. Agreements between the event organizer and suppliers of goods or services, including caterers, entertainment, and equipment rental companies.
The process of organizing resources and activities in advance to ensure a successful event. Strategies or methods for effectively managing event logistics, such as budgeting, scheduling, and risk management.

 

Organizing Managing
Suppliers Risk Management

 

The process of supervising resources and activities before, during, and after an event to ensure it is delivered successfully. The process of arranging resources and activities during an event to ensure it runs smoothly.
The process of identifying, assessing, and reducing or mitigating potential risks associated with an event. Companies or individuals who provide goods or services to the event industry.