Why Event Management

Subject-Event Managementcourse-BBA-VIUnit-I

1

Taking the fear out of organising

Successful events every time

So where do we start?

The event

What is the purpose of the event

What do you want to achieve

Who is your target audience.

Event timetable

Make a checklist

Include dates for completion of task.

The Venue

Where?

What type of venue?

When?

CARDINAL RULE – Never book a venue

without an inspection visit!

Venue checklist

Correct combination of rooms

Accompanying exhibition required

Obtain maximum capacity numbers

What style of seating is required

Venue checklist

Is a stage necessary – location Does the main room have any obstructing

pillars etc Does the main room have an

induction loop system

Venue checklist

Is there natural light/will the room blackout

How noisy is the heating/air con

Does the venue have a dedicated

co-ordinator who can assist with

arrangements

Venue checklist

What audio visual equipment is

needed

Is there an adequate PA system

Is there good access for disabled

delegates.

Overnight accommodation

If accommodation needed, is it important

for all delegates to remain in one location

If using several hotels, is travel to main

venue required

Overnight accommodation

INSPECT all accommodation

Checklist

The budget

Anticipated number of delegates

Is the event to break-even or profit desired

Is sponsorship to be sought

Always allow a ‘contingency’

Be REALISTIC.

Sponsorship

Who to approach

Sponsorship packages

Level of publicity at event.

Invitation to speakers/official guests

Seek commitment as soon as possible

Are speakers’ fees/expenses payable.

Registration Form

Include to whom the form is to be returned

to with contact information

Include the closing date for receipt – 6

weeks prior to event

Include request for special requirements –

disabled access/help in an emergency.

Joining Instructions

3 weeks prior to event

Include Registration Card

Final materials and attendance list.

Organising an Exhibition

As with Conferences, establish objectives of exhibition and identify exhibitors

If alongside conference, ensure tea/coffee/lunch and/or other events are integrated into the exhibition space

Follow up initial mail shot

Organising an Exhibition

Produce an Exhibitors manual for hire of shell extras, furniture, flowers etc

Always produce an Exhibitors show guide Always tie-in exhibition arrangements

within conference programme Complete a Risk Assessment

At the event

Arrive at least the day before

Meet key organising personnel

Establish first aid contact

Complete final risk assessment

Ensure registration desk in prime location

If something goes wrong:

DON’T PANIC!

Assessing failure or success

Evaluation form

At the event or sent out separately.

What organising nightmares have you experienced and in hindsight what would you have done differently?

Press Releases

Decide if you want to prepare one

Decide on target audience

How will it be distributed.

How to write a press release

Keep it short & sweet – max 2xA4 sides

Decide for immediate release or to be

embargoed

Must include the 5 ‘W’s – who, what,

when, where, why and then how.

Dealing with media interest

If the media are interested in your story,

they will contact you as organiser first

Always protect your guest/speaker

Check with him/her to see if they are

happy to give an interview

Schedule with journalist at a

convenient time.

Risk Assessments

The safety of your delegates/guests is

paramount.

It’s a careful examination of what could

cause harm to people, allowing you to

assess if you have taken enough precautions

or should do more to prevent harm.

Its being prepared!

Preparing a Risk Assessment

The 5 steps are:

Identify the hazard

Decide who might be harmed

Evaluate risks & decide on precaution

Record your findings

Review assessment & update if

necessary

Health & Safety Issues

Knowing your delegates/guests

Knowing the venue emergency evacuation

procedure & alarm.

What health & safety issues affect the events you organise?

Need more help / training

Event Management –

ACE – Association of Conference

Executives

AEME – Association for Event

Management Education

Need more help / training

Risk Assessments –Health & Safety Executive

Press & Media Relations –The Press Association

What have we learnt today?

In short –

Never underestimate the task ahead

Plan, plan, plan

Maintain good effective working

relationships – you can’t do it alone!

What have we learnt today?

Proof read everything

Never assume anything

Always be prepared!

Thank you

References

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