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EEvent vent MManagementanagementJune 2012
2
Experiential Learning Cycle
Experience
Generalising
Applying
Interpreting
Sharing
After completion of the course, learners should be able to:•Compile an event plan•Execute an event planning schedule as well as a logistics and operational plan•Control an event budget•Co-ordinate the registration, admission and seating procedures•Oversee resources•Conduct mid-event evaluations
Why events management?
• Planning is important• What makes an successful event?• Where does the ideas come from?
Activity
• How would you define Events Management and Planning?
• What are the critical success factors for planning an event?
• How are we performing in terms of these factors?• What are the obstacles to effective Event
Management and Planning in general?
The concept
• Event management is the application of project management to the creation and development of festivals, events and conferences
The concept
• Event management involves– studying the intricacies of the brand,– identifying the target audience,– devising the event concept,– planning the logistics, and – coordinating the technical aspects before actually
executing the modalities of the proposed event
Basic management functions
ManagersManagers
PlanningPlanning OrganisingOrganising Leading / implementing
Leading / implementing
Control / evaluateControl / evaluate
The concept
• Event planning• Event organising• Event leading / implementation• Event control
Event planning
• Steps:1. Determine the purpose2. Define the scope3. Create a budget4. Locate a venue and reserve5. Create printed materials6. Know event policies and procedures7. Plan the event programme
1. Determine the purpose
• Determine the client’s needs for the event– What objective is the client trying to achieve?– What kind of event numbers does he/she have in mind?– How much time will it take to present the information?– Who is the target audience and where are they located?
• Staffing an event• Modifying products• Transportation and lodging• Venue setup
2. Develop smart objectives
• Also referred to as the scope…
• Specific• Measurable• Achievable• Realistic• Timely
Activity
• Select a specific event and develop a number of SMART objectives for the event.
Develop a planning schedule
• Production schedule– Event activities– Tasks– Staff assignments– Program notes– Key contacts– Other information
• Timeline (see p18-23)
Activity
• Select a specific event and design a time line for the event.
The venue
• Where will the event take place?• How long will it last?• Who will set-up?• Who will clean up?
• General guidelines (p 26)• Check list (p 28-31)
Activity
• Evaluate your current training venue using the checklist.
Managing event risks
• Risk management process:– Identification– Assessment & evaluation– Control– (Financing)
Legal requirements
• National Fire Protection Association• SABS – Health & Safety• Occupational Health & Safety• Other
– Explosives– Regulation of gatherings– By-laws– Firearms control act– Copyright act
Event budget
• Key aspects:– Venue– Catering– Promotion– Materials– Presenters– Documenting– Subsidising participants
Activity
• Develop a budget for the selected event.
Financial principles• Budgeting tips:
– Build in contingencies– Be clear & specific– Be realistic– Integrate with the financial system– Use activity based costing (ABC)– Indicate whether budget is NET or GROSS– Be aware of VAT– Be conservative in terms of income– Back-up
• Control
Co-ordinate Registration & Admission
• Respond to inquiries & confirm attendance• Delegates/Speakers/Media
– Welcome– Registration– Information/Registration desk– Venue maintenance– Staff– Co-ordinate media– Transportation– Evaluation– Record event
Co-ordinate Registration & Admission
• Crown control– Enough space– Protect off-limit areas– Guide crowds– Lay out rules ahead of time– Remove problem guests/delegates
Co-ordinate Registration & Admission
• Oversee resources planning– Role-players in the event– Staff the event– Service providers/contractors
• Funding– ‘in-kind’ contribution– Donations, contributions, grants– Technical assistance– Recognise donors
Conduct event evaluations
• Monitoring & Evaluation procedures– Determine the extend to which objectives have been
achieved– Get feedback from clients
• Quality & high standard performance
André [email protected]
