Venue, Vendors, and Program Logistics

This unit develops practical skills for selecting sites, sourcing and negotiating with vendors, and designing event programs that meet objectives and budgets. Students will plan and coordinate transportation, catering, audiovisuals, speakers, exhibits, virtual/hybrid components, and attendee communications to prepare for successful event execution.

Learning Objectives

• Analyze and compare venue and site options using criteria (capacity, accessibility, cost, AV capabilities, and guest experience) and recommend the best location aligned to event purpose and budget
• Apply negotiation strategies and contract elements to secure vendors (catering, transportation, AV, speakers, and exhibitors), documenting terms that mitigate risk and control costs
• Demonstrate the ability to create a detailed logistics plan that coordinates transportation, accommodations, exhibits, on-site operations, and virtual event components for a specified event scenario
• Evaluate program elements (agenda, speaker selection, exhibits, entertainment, and attendee communications) and produce a scripted event timeline and budget projection that supports revenue and attendee engagement goals