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"Big Game" Events and The Dynamics of Planning

Following the announcement 3 years ago that the New York/New Jersey Super Bowl Committee was selected to host this year's game at MetLife Stadium, the NFL tapped a Westchester County resident and former president of American Express, Al Kelly, to lead the effort. His team of event planners and staff engaged in hundreds of meetings preparing for the big event, working closely with stadium operations, hotel management, law enforcement, and media contacts, as they prepared for the game and other events held in NYC and around the stadium.

From the first snap of the game that sailed over Peyton Manning's head to the†unusually†mild weather, there were a number of unexpected developments. And while†the lack of drama†left many†disappointed in the outcome, the production and management of the game, and the events leading up to it, were considered a huge success, particularly in view of the "degree of difficulty" for the host region in the New York metro area.

Although few of us will ever be involved with organizing or managing an event of the size and scale of the Super Bowl, there are a number of planning tips and techniques that can be applied to help†execute the "game plan" for your big event.

Earlier this year,†HRG's Event Solutions team was chosen once again to manage the annual United Rentals trade show in Indianapolis next to†the†home†of last year's Super Bowl. The†HRG team played a lead role in making the event a huge success, from designing the floor plan to coordinating setup and site selection for over 200 exhibitors. Unlike the Super Bowl, the winter weather represented a significant challenge to the logistics and planning for United Rentals, and†the company representatives who attended from all over the U.S.† Despite the weather, this show was also considered a tremendous success by the "home team", United Rentals, and their exhibitors.

When it comes to planning, whether you are preparing for a major conference at a large scale facility, a business meeting event at a hotel conference center, or at your office, the keys to a successful event remain the same, and these include:

1). Develop your strategy with a partnership attitude and orientation, with your venue and vendors as central players on your team†

2). Create and communicate your plan with your staff and†event partners, and engage in dialogue every step of the way †

3). Design a contingency plan†with full backups and alternative options to prepare for any and every development, from securing alternate guest speakers to arranging for second venue options †

4). Execute your plan, evaluate your results vs. your plan, and engage in a direct and honest post-game evaluation with your team and partners

United Rentals 2014 Annual Strategic Suppliers Show
Indianapolis Convention Center,†Indianapolis, Indiana

Looking for a key player to manage your next meeting or event? Since 1997, Event Solutions has played a lead role in planning, developing, and managing†events, from producing conferences for Fortune 500 companies, to fundraisers, galas and meetings, including small to mid-sized businesses, not for profits and education institutions. For more information, contact HRG/Event Solutions at (914) 761-7111 or email

About Hospitality Resource Group

Hospitality Resource Group, Inc. (HRG) is a group of three vertically integrated companies, with over 17 years of experience in developing innovative marketing, training and event programs for businesses, education institutions, municipalities and not for profit organizations. HRG clients benefit from our proven ability to ignite market interest, engage consumers, and educate employees on how to manage and lead their companies to build brand equity, increase sales and improve productivity.

The HRG family of companies includes:

Hospitality Resource Group has been recognized as a recipient of the
MPI Greater New York Presidentís Award in 2013

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or call (914) 761-7111.


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