class presentation event mgmt1

8/8/2019 Class Presentation Event Mgmt1

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How to plan a successful event


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What is an event?: conference training

marketing exhibition sports competition many others ...


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Education & Career Event

Sport Event

Entertainment Event

Political Event

Corporate Functions

Religious Event

Fund Raising Event


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Corporate Event Management

Sport Event Management

Product Launch Event Management

Careers Event planning

Private Event Management

Global Event Management

Fashion ShowMusical Event Management

Children Event management


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Negotiating Skills

Creative Skill

Convincing Skill

Co-ordinating Skill

Planning Skill

Implementing Skill


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"I keep six honest serving-men

(They taught me all I knew);

Their names are

What andWhy andWhen

AndHow andWhere andWho"


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Ideal and Alternate

Indoor and Outdoor

Parking needs


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Calendar

Best time for your

audience

Location availabilityOutdoor events-

alternate date or

location

Day of the week


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Be flexible

Day vs. Evening

Length of time needed

Other concurrent

activities

Adequate parking for

your event participants


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Contact the CateringManager

Order all items atleast 7 days inadvance

Guarantee number ofpeople 3 days inadvance

Add extra time fordecoration andregistration of guests

and after the eventfor cleanup


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Format- presentation,

panel discussion,

lecture, instruction or

interactive groupContact with the

speaker about the

facilities and services

required


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Theater- rows of chairsfacing front

Classroom- rows of chairs

and tables Banquet- round tables

with chairs

Conference- chairs aroundtable(s)

flags and banners, table

skirts and cloths, dividers


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Event ManagementOffice- CompleteReservation Requestform and/or NewContact form


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One point of contact for eachevent

2 contacts for each groupEmail address and cell phone

numberWhen sponsoring an event

sponsors

makes arrangements

budget number is needed


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Meeting

Promote your event

Work with your advisor

Contact Event Management with questions


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Poster papers

often used to gain additional delegates

Special dietary requirements vegetarian, vegan, halal, etc


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advertising

TV, radio, journals, magazines

specialised mailing lists

e-discussion lists

SMS/MMS telecommunications

media

flyers, brochures etc

design costs

printing costs

mailing costs


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administration

personnel on-the-day

travel (to view venue in advance)

audio-visual aids and technician

... and other income sponsorship

flyers in the delegate pack


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cancellation may incur:

lost deposits on venues

refunds of any prepayments

speakers spending in anticipation of event

all that effort for nothing

continuation may result in:

negative budget

loss leader informing future events

loss of reputation,

if delegate expectations not realised


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Broadly the same considerations

outdoors may also need

formal permission to use public space fenced area accessible only to ticket holders

security to ensure no freeloaders

public address systems

first-aid provision independent caterers


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what can go wrong?

pay-on-the-day and no-one arrives

the weather (no audience - no atmosphere) insurers will cover the risk?

they are in business to make money

they consider the risks involved

they request lower premiums where a full risk assessment already exists

where plans/budgets have sensible contingency

class presentation event mgmt1

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