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Taking our events to the next level ………… Event Management Social Media & Interactive Marketing Management Presenting by - Ravindra Nikam Personnel & Admin. Manager St Laurn Meditation & Spa, Shirdi Tal – Rahata Dist – A. Nagar

Eventmanagement By Nikam R.B

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Page 1: Eventmanagement By Nikam R.B

Taking our events to the next level …………

Event ManagementSocial Media & Interactive Marketing Management

Presenting by - Ravindra Nikam

Personnel & Admin. Manager

St Laurn Meditation & Spa, Shirdi Tal – Rahata Dist – A. Nagar

Page 2: Eventmanagement By Nikam R.B

“The word event means an occasion, a gathering of people at a certain place at a certain time for a specific reason.”

An event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Events can be

classified on the basis of their size, type and context.

What is an Event?

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Types of events

• Social / life-cycle events (birthday party, wedding, anniversary…)• Education & career events (job fair, workshop, seminar…)• Sport events• Entertainment events (concerts, fairs, festivals, fashion shows, flash

mobs• Political events• Corporate events (MICE for meetings, incentives, conferences,

exhibitions), product launches, road shows• Religious events• Fund raising / cause related events (auctions…)• webinars and other virtual happenings

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Why organizing an event? Event Management is a different way of

promoting a product, service or idea. • Promote, launch or market a new product or service• enhance a company's brand image• increase company's sales, • promote a social cause•Good for corporate culture• Tax reasons• For digital companies, create a physical link with customers.

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Event Management is the process of analyzing, planning, marketing, producing and evaluating an event. It is a different way of promoting a product, service or idea. If an event is managed efficiently and effectively, it can be used as a very powerful promotional tool to launch or market a product or service. Events Management requires certain core values to be deployed to every element, process and decision to justify professional approach and achieve effective and efficient results

What is Event Management?

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Strengths of Event Planning

When planning an event, whether it is a small party or a large event, such as a wedding- organization is key.

If you follow your schedule and update your budget each week, it will allow you to stay on track and to stay organized.

Always keep the target audience in mind, a successful event is an event that is enjoyed by all in attendance.

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As mentioned earlier, knowing your target audience will allow you to create an event that will be enjoyed by everyone.

The decorations, music, food, venue, entertainment, and even the invitations should always be made to suit the target audience. • At an awards banquet, we

chose to use pom-poms in the centerpieces, because the theme of the event was “Celebrating the fields of communication” and pom-poms relate to sports fields. & many of the attendees were college students.

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WHY so important?

• Communication

• Delegation

• Time Management

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Communication

• Keeps morale

• Keeps supervisor happy

• Maintains your reputation as an event manager

• Some types of effective communication:

-Event project chart

-Strategic meetings (don’t overdo)

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We follow 5 'W's (i.e. Why, What, When, Where, Who) principle to create an event plan.

• Why

'Why' means, why you want to organize the event i.e. event objective. What do you want to get from the event? For e.g.: do you want to organize the event to enhance your company's brand image, to increase company's sales, to promote your client's products/services or to promote a social cause etc. Defining event objectives at the very start of event planning is very important as it gives you the direction in which you should proceed to accomplish your objectives. Organizing an event without clear objectives is a huge waste of both time and resources.

Events planning – with 5 W’s Concept

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•What'What' means what you are going to do in the event i.e. what will be the:

Event Name - What will be the name of the event? For example: ‘BKK".

Food and Beverage Menu - It contains the list of food items and beverages you will serve during the event to guests and target audience

Guests Profile - who will be your chief guest and other guests? Your guest list must include organizers, sponsors, partners, clients and specially media people. Use your imagination to create good titles to woo your guests. Like 'Guest of honor', star guest etc. Never give special treatment to one particular guest or guests' group.

Type of Entry - Decide how will be the entry. Entry will be by ticket, pass or invitation only.

Entry fees - What will be the entry fees? If you are going to charge entry fees, then be prepared to pay entertainment tax. Your entry fees should be according to your target audience's status. If you overcharge you won’t get any audience.

Promotional Campaign - How you are going to promote your event, organizers, sponsors, partners and clients: - pre-event, at-event and post-event.

Program Menu - It is the list of various activities that will occur as a part of the event.

Event Budget - To determine your event budget finds out what will be the cost

for producing and marketing the event.

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•WhenWhen you are going to organize the event (i.e. date and time)? Keep following things in mind while selecting date and time for the event:

1) Select date and time according to target audience convenience and availability. For e.g.: don't organize events during work days, examination days or festival times. The best time to organize events is during weekends like Saturday or Sunday.

2) Make sure that your event's date and time, don't clash with other event's date and time specially bigger event's date and time. For e.g.: it is not a good idea to organize your music concert on a day when there is Bon Jovi concert.

3) Keep climatic conditions into mind while selecting date and time for your event. It can be disastrous to organize event outdoor on a day when the weather is stormy or heavy rain is expected. Here you can take help of your own experience if you are familiar with the climatic conditions of the region where you intend to organize the event or you can take the help of the meteorological department for the weather forecast. Find out how the weather will be on the day of your event.

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•WhereWhere you are going to organize the event (i.e. venue)? Check out the venue selection tips.

•WhoWho will be your organizers, sponsors, partners, clients and target audience? How many target audience you are expecting to visit the event and why? You must have very good reason to this 'Why' as you will have to convince your prospective organizers and sponsors that why particular number of people will attend the event.

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Keep following things in mind while selecting a venue for your event:

1) Target Audience/Guest Size

This means the number of people you are expecting to attend your event. Make sure that your venue can easily accommodate your expected target audience. Your venue should not be too small or too large for your guests. If too small, then your guests will feel discomfort. If it is too large then you will unnecessarily end up paying more for the venue. Get firm indications whether guests plan to attend your event by sending R.S.V.P clearly printed on the invitation. The term R.S.V.P is a French acronym. Its meaning in English is 'Please Respond'. If R.S.V.P is printed on the invitation then the invited guest is expected to tell the host whether or not he/she is attending the event. Since many people don't understand the meaning of this term or don't bother to reply back, it is advisable to individually call and ask your guests about there plan to attend the event. In this way you can get quite accurate idea of the guest size which will help you in deciding food and beverage quantities also.

P.S: Here guest indicates to school and NGO responsible for kids who are participating

Event Venue Selection

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2) Target Audience Convenience

Select venue according to target audience convenience. Your venue should not be very far from the place where majority of your target audience live. Your venue should have proper lighting and ventilation. It should not be in a noisy or polluted area. It should be absolutely neat and clean and free from any type of infestation.

3) Venue History

Before hiring a venue check out the history of the venue. Find out how many events have been organized in the venue so far. In this way you can find out whether or not venue and the staff there is event friendly. This will help you immensely when you later organize event there as you will have to do less amount of work in making the venue suitable for the event. If venue has noise ordinance problems in the past like neighbors calling the cops to shut down the event, then it is not a good idea to organize event there especially outdoor event.

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4. Venue Services

Before hiring a venue check out the number of services provided by the venue like:

5. Parking facility

Make sure venue has its own parking space. It should be big enough to accommodate your target audience's vehicles conveniently. If parking space is not adequate then look for other venue. Never compromise on parking space especially if you are organizing event on a large scale.

6. Security Arrangements

Security of guests, service providers and target audience is a very important issue which should never be neglected or compromised at any cost. Make sure that your venue has adequate number of fire extinguishers, fire alarms, emergency escape routes, sprinkler system (a system consist of overhead pipes designed to control or extinguish fires), security personals, handicap ramps, security cameras, first aid kits and power backup (like generator, inverter, UPS). Your venue must have separate entrance and exit gates and it should not be more than 30 minutes away from the nearest hospital. If your venue is at a remote location then presence of doctor and ambulance is a must. Also make sure your mobile phone properly works there. If your mobile phone network area is weak there or doesn't exist then you must have some other modes of communication like satellite phone. For large scale events presence of fire fighters, fire engine, police, paramedical team with ambulance is a must.

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Steps involved in creating a promotional campaign for your event

Step 1: Setup advertising objectives.

Why you want to advertise? What is your objective of advertising? What do you want to get through advertising? For example:

- You want to advertise to create awareness about your event.

- You want to advertise to get sponsors and clients for your events

- You want to advertise to thank you your sponsors and clients.

Step 2: Decide your promotional Activities

How you are going to promote AIESEC, your organizers, your sponsors, your clients and your partners, pre-event, at-event and post-event. Before I go any further, let's get an idea of what is media and what is media vehicle.

Event Marketing

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Media refers to various means of communications.

Broadly speaking there are five categories of media: Print, Electronic, outdoor, Transit and Miscellaneous media. Print media includes: newspapers, magazines, press releases, tickets, passes, invitations, banners, posters etc. Electronic media includes TV, Radio, Internet, Telephone, electronic signage etc. Outdoor Media includes Hoardings, Billboards, and Balloons etc. Transit Media includes promotion through cars, cabs, buses, trucks, trains, planes etc. Miscellaneous media includes everything else like: events, word of mouth publicity etc.

Media vehicle is a specific medium.

For e.g. if 'Internet' is media, then MySpace, Facebook, Twitter, Google, Yahoo etc. are media vehicles. If 'TV' is a media, then specific TV program like 'Celebrity Apprentice' is a media vehicle. Similarly if magazine is a media, then specific magazine say 'playboy' is a media vehicle.

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How Print Media can be used for Promotion

1. Promote your event, sponsors and clients through newspapers ads, magazines ads, trade journals, press releases, tickets, passes, invitations, banners and posters.

2. Imprint you sponsor/client's company name and logo on your staff's shirts and caps and on the pens, diary, gifts, and exhibitors‘ manual and other promotional materials.

How Electronic Media can be used for Promotion

1. Promote your event, sponsors and clients through TV and Radio Commercials

2. Provide free ad space on your company's website where your sponsors and clients can promote their products and services for particular period of time.

3. Develop an event website just to promote your upcoming event and provide a facility for online registration. All the details regarding the event must be available on the website. For e.g. if your event name is say 'spark2009', then come up with a website like www.spark2009.com

4. Use electronic signage like visual display signage, Plasma Screen, LCD Screen, LED Screen, Projection Screen, Video Walls etc to promote your sponsors and clients.

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Steps Involved in Writing the Evaluation of an Event

Event evaluation is necessary to make you and your team more efficient and effective, the next time you organize an event. It is all about finding your mistakes and learning from them. Event evaluation should be done immediately after the event is over or the next day. Conduct a meeting with your team members to evaluate your event.

Step 1: Determine the extent to which event and advertising objectives have been achieved.

If you are not able to achieve your event and advertising objectives through your event, then no matter how much people enjoyed the event or how much popularity your event got, it is a complete failure on a commercial level.

Step 2: Get feedback from your clients and target audience.

One good way of getting feedback is through feedback form. To make sure that your clients give you feedback, make the feedback form part of your Exit pass form. The exit pass form is required to get exit pass for security clearance, to remove exhibits from the facility. To get feedback from target audience/ guests, make feedback form part of your gift voucher. A guest can redeem the gift voucher only when he/she fills the feedback form and give it back to an attendant. These tactics are required to get feedback, as people are generally reluctant to give any feedback in writing.

Event Evaluation

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How to Evaluate an Event

Providing an evaluation form at your event is a great way to gain feedback.

Evaluation forms allow the guests to tell you what they liked and disliked about your event.

A great way to give each guest an evaluation sheet is to place a sheet inside of a program and place the programs on each seat.

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How to Handle Criticisms & Compliments

Always remember, you cannot please everyone.

There are always going to be unhappy guests, but as long as your client and most of the guests are happy, you’ve done your job.

When reading the evaluation sheets, focus on the criticisms. They can help you improve at your next event.

The compliments will let you know which areas of the event were successful and should be repeated.

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- Mr. Ravindra Nikam

YOU ARE VERY SPECIAL……..

THANK YOU ! !! !!!