REPORT

11-14 October 2006Jeju Island, Korea

Aims and Objectives 3

Workshop Summary 4

Recommendations 5

Opening Address 6 - 7

Key Note Address 8 - 11

Workshop Themes

Events in Scouting 12

Principles and best practicesin Events Management 13

Event Planning 14 - 16

Event Coordination 17 - 18

Event Marketing 19

Event Risk Management 20 - 22

Event Administration and Evaluation 23 - 31

Group Work 32 - 49

Participants Directory 50 - 52

Staff Directory 53 - 54

Workshop Programme 55

Opening and Closing Programme 56

Closing Remarks 57

Photos 58 - 59

Evaluation Summary 60 - 61

TABLE OF CONTENTS

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AIM

The aim of the workshop is to strengthen knowledge and skills in the areaof events management.

OBJECTIVES

By the end of the workshop the participants will be able to:

1.Identify the importance of events management in Scouting.

2. Explain: - Types of Events - Event Designing and Planning - Events Coordination - Event Marketing - Risk Management in Events

AIM AND OBJECTIVES

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WORKSHOP SUMMARY

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The first ever workshop in World Scouting on Events Management entitled as Asia-PacificRegional Events Management Workshop was held on 11-14 October 2006 at Travelers Hotel,Jeju Island, Korea.

Today the Events Management is a topic of professional studies and is one of the growingindustries globally. There are several universities worldwide that has introduced short andlong term courses including diploma and degree courses on events management. Events areeveryday business in Scouting World and therefore, it becomes utmost important for ScoutLeaders to study the needs of our clients, the trend in the area of events management andacquire necessary knowledge and skills in organizing most befitting Scouting eventsprofessionally. Considering it the Asia-Pacific Region conducted this important event that isalso a part of its strategic plan APR Vision 2013.

Jeju was chosen to be the venue of the workshop as it is known as a Jewel of Nature locatedin the southern most waters of Korea, is made up of eight inhabited islands, including themain island of Jeju and 55 uninhabited islands. UNESCO designated it one of the top tenresort destinations in the world for its exotic cultural remnants dotted throughout itsawesome natural environment. During the many world summit meetings that Jeju Island hashosted, world leaders have discovered the splendor of its unsurpassed beauty. Jeju is trulyone of Asia's hidden treasures. And it is the venue for the next World Scout Conference inJuly 2008.

This four- day workshop attracted 42 participants from 11 countries namely Australia,Bangladesh, China, Hong Kong, India, Indonesia, Japan, Korea, Malaysia, Philippines andSingapore. World Scout Committee member John Gemmil from Canada, WSB DeputySecretary General Luc Panissod and Mathieu Pouret from World Events Unit also attended theWorkshop. From amongst the APR Committees were the Regional committee Chairman Mr.Eric Khoo, Management Sub-Committee Chairman Simon Rhee, Vice Chairman Zainul Abidin,members Emma Barker, Triadi Parmana Suparta, Paul Kua and Aaron Wardle, RegionalDirector Abdullah Rasheed, Directors from APR office S. Prassanna and Syd Castillo supportedthe conduct of the workshop.

The participants where divided into five groups namely Jeju (Just event just unique), Eventor,BB group, Korjship and Unity Balloon. In achieving the workshop objectives the major topicsdealt were Events in Scouting, Principles and best practices of Events Management, EventsManagement process, Event Planning, Event Coordination, Event Marketing, RiskManagement, Administration and Evaluation. On the last day of the workshop each groupconcentrated on developing a project plan and shared it in the plenary.

At the opening ceremony Dr. (Mrs) Han, Vice President of the Korea Scout Association wasthe Guest of Honor where as Eric Khoo presided the closing ceremony. Mr. Lee Young Ku,Secretary General of Korea Scout Association was also present at the closing ceremony. Onthe closing eve (13 October) International night was organized that was hosted by the cityGovernment of Jeju represented by the KIM, Han Ook Vice- Governor and other members ofthe city Government.

Participants had a half day educational tour which they visited Jungmun Resort, Folk VillageMuseum, Stone Culture Park, Mysterious Road, Hangukkwan, Mokkwana and a city tour.During the workshop participants also had an opportunity to visit the InternationalConvention Center that is going to be the venue for the 38th World Scout Conference in 2008.

The workshop concluded successfully with high appreciation from the participants fororganizing workshop on this topic that has enhanced their understanding on eventsmanagement. The knowledge and skills acquired would definitely help in improving thestandards of Scouting events they would be conducting in future. Participantsrecommendations and evaluation summary (that you will find in this report) would be helpfulin further conduct of such workshops.

S Prassanna ShrivastavaWorkshop Co- DirectorWSB/ APR

FUTURE WORKSHOPS

• Workshop to be held either once every 2 years or twice every 3 years.• Recommend to extend to NSOs in all Regions.• That the Events Management workshop be run as a seminar at the World ScoutConference in Korea, 2008.

MATERIALS PROVIDED AND PROGRAM

• Suggest that participants can be provided some reference materials to read before theworkshop so participants are better prepared especially non-English speaking countries.• More hands on references from past events.• More enrichment and advancement on program contents – more related to Scoutingevents without too many repetitions.• More interactive method can be considered.• The last assignment should be given / informed at the start of the workshop. This willallow participants to gradually develop the assignment instead of rushing it in 4-5 hours.• Before coming to workshop NSOs to prepare past event information for sharing.• Suggest that Event Administration and Evaluation is split into 2 sessions eg (i) Buildthe Plan (ii) Track and Manage and Close the Project.• Suggest participants to provide experience profile including:

–What kind of event did before?–What was the event scale?–The role in the particular event.

OTHERS

• Teaching room environment:–Air conditioning to be working correctly–Ensure room is not too crowded

• Consider program better eg international night not on project night.

GROUP WORK AND INTERACTION

• Suggest group table when having breakfast, lunch and dinner so that team mate willwork closely during workshop.• Atmosphere was very good but no time to keep company with each other.

RECOMMENDATIONS

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Distinguished Vice President of KoreaScout Association, Dr. HanMember of the WSC John GemmilChairman of the Asia Pacific RegionalScout Committee Eric KhooDSG Luc PanissodWorkshop Director and IC of Korea scoutAssociation Simon RheeSG of Korea scout Association Lee YoungKuDear colleagues and participants from theregion

It is indeed an other great occasion forthe region to get together in this beautifuland scenic Jeju, which will be the venuefor the 2008 World scout Conference.Thank you for Dr. Han for being with usand to be the Guest of Honour. You are avery distinctive person in KSA, being thevery first lady to take that responsibleposition and your presence here makesthis event much more memorable. John,you are with us again in the region andwe are most grateful for yourparticipation. We know you are a realfriend of APR and it is always nice to haveyou with us all the way from Canada, theother part of the world.

Once again we appreciate the efforts of thenational scout associations for yourpresence in this large number from 10countries including Korea.

The workshop is unique in it self and onceKorea, as one of the most deserving andappropriate venues for a workshop of thisnature, was most willing to host this eventas they did in a similar manner in 2003 theICT, Marketing and PR workshop. TheRegion is taking this topic for a workshopfor the first time, The current triennialregional plan did for see the relevance ofthis topic as a growing science which needto be addressed in a conceptual manner.We all know that, especially in scouting, wedo organize events day in day out. Youlisted many of them this morning in themorning session. All of you have done itand continue to do it but most probablywithout being very conscience of theconceptual aspect of it. When we doevents we also face many challenges aswell and we do over come them sometimesvery well and in other times we also fail attimes.

OPENING ADDRESS

Abdullah RasheedRegional DirectorWorld Scout Bureau

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To the list I mentioned above, the world hasadded Events Management as a concept andas an education and this concept isbecoming very popular even for postgraduate diploma / certificate level in manyof the universities around the world. We areall coming with our experiences and we arehere to share them and to validate theconcepts through our own experiences, as itwas described to you this morning, ThereforeI hope you will all share your thoughts andbe able to carry back the conceptualmessage of this growing science.

Last but not the least, let me, on behalf ofthe region, once again thank KSA and to theJeju Scout Council, Korea ParliamentaryScout Association for hosting this event andfor all the arrangements made for thelogistics and for your hospitality true to theAsian culture with very dedicated group ofstaff members. Thanks to all of you,participants, and staff, for coming to thisworkshop and for finding time to be with usand making this event worthy andsuccessful. Without your presence, it wouldnot have become a reality.

Thank you !

A good example of a well planned eventhappened in this very island Jeju, in 2002.KSA organized their first International patroljamboree with 10,000 participants. However,a terrible typhoon struck the island and all10,000 participants were evacuated to safeschool buildings. More importantly without apanic. When one troop was moving out, theother troops did not panic and they allmoved orderly. The event was well plannedconceptually even to meet such situation.Every one concerned knew what they had todo. When the young people came back tothe site after one and half days, theycontinued with the jamboree and at the endof the jamboree all the young people stillwent back with a smile. All of us are not verygood about it but there are many in thisroom who can share good experiences. Sowhat is so big about the events managementas a topic of this workshop. It is because wehave looked at it from a conceptual point ofview. We are now looking at it both as ascience as well as an Art.

We all know that many other Managementconcepts, whether it be in terms of ChangeManagement, Disaster Management, Riskmanagement, Portfolio Management, Faultmanagement, Integrated management areall growing topics of great relevance andinterest today, for people of all of walks oflife.

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Changing and Bringing ChangeSuggestions for the New Century ofScouting

At the 100th anniversary of the ScoutMovement, it is my great honor andpleasure to speak in front of Scoutleaders from the Asia-Pacific region. Mostimportantly, the countries of the Asia-Pacific region share a culturalcommonality in a broad sense,distinguishing it from other regions.Therefore, this gathering has moremeaning and importance in my view, for,in whatever we do, we can expect morerealistic cooperation based on thiscommonality.

We are all gathered here today to takepart in the "Events ManagementWorkshop” actively. In the Koreanlanguage, the word "event" is a relativelynew word, which at first was used todescribe a particularly important andspecial occasion something that does notoccur regularly. But nowadays it is usedto indicate almost any planned gatheringsor activities. An "event" usually consistsof a main activity, supplemented orembellished by various related activities.The most important aspect of an "event"is to attract people's attention effectively,because you can not accomplish theevent's mission or goal without people'sactive participation.

For you leaders who have to plan variouskinds of big events each year, it mustnaturally be your first priority to learn thisfor the success of an event. I understandthe even greater challenges you leadersare facing with when you plan an eventthat must produce educational effects whilecompeting with limited budget andmanpower for the attention of youth, whoare used to seeing rating oriented eventsoffered by the mass media with immenseresources.

As a university professor teachingliterature, I don't believe that I possessspecial insight about "event planning".However, as someone who is working inthe field of education, sharing similarconcerns regarding the current state ofyouth affairs and where and how to guidethem, I believe that I can share mythoughts on how to overcome challenges toachieve our goal - "Creating a BetterWorld". I strongly believe that we willachieve our goal through this workshop, asyou leaders already have direct andvaluable experiences.

During the past century, the human racehas achieved unbelievable material wealthdue to scientific and technologicaladvancement. Sadly, however, the increasein material wealth does not appear to havemade people happier.

KEYNOTE ADDRESS

HAN JihyunVice PresidentKorea Scout Association

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Even more sadly, wealth was not distributedequally throughout the world. The increasinggap between rich and the poor, have becomean important political issue, bothinternationally and within Korea. One of ourgoals should be on how to narrow the gapbetween rich and poor in an equitable mannereffectively. In my opinion, the crucial startingpoint is to understand and acknowledge thisgrowing global problem, beginning with theeducation of the young members of the ScoutAssociations, who someday will becomeleaders willing to address, challenge, andmost importantly, resolve this issue.

One of the bigger problems of today is oureducational system. In the past, elementaryand middle school education were to inculcatethe minimum amount of knowledge andbehavior that the child needed to take part insociety. At the high school level, educationwas focused on developing the "modelcitizen". At the tertiary level, the goal was toinculcate the values of "humanism" or of thefully developed human being. Out of thevarious academic fields, the "liberal arts" (or"humanities") served as the basic foundation.As we all know, the "humanities" was thebasic foundation in the East Asian educationalsystem. The principal aspect of the humanisticeducation was to teach the philosophy ofliving harmoniously together, and, at thesame time, regarded the practice of what oneknew to be equally essential as knowledgeitself. However, the development of scientifictechnology gave special wealth to particulargroups or countries, which made them objectsof envy. Therefore, various countriessupported the study of science and technologyrather than the liberal arts or humanities.These days, various universities competeagainst each other to produce the scientificspecialist, who can innovate new ideasgenerating wealth.

This may vary from country to country, butin my opinion, the trend is general.Therefore, due to the overwhelming push forthis type of success, the overall educationallevel is falling, especially in the study ofhumanities, as most schools are preparingstudents on how to successfully pass theentrance exams to get into the topuniversities and colleges. This trend hasgreatly affected the overall educationalsystem negatively, as students are pushednot to learn for the sake of learning, but justto pass the entrance exams. Therefore, moststudents are unwilling to take part in schoolactivities not directly helpful to attainingentrance to the top universities.

Their goal is not to make a better societywhere everyone benefits, but to only achievepersonal material success by entering a topschool. Due to this obsession, not only Scoutactivities, but overall extracurricularactivities have been reduced. I believe thatthis is a very worrisome and dangeroussituation when you think of the future ofhuman society.

This phenomenon receives further impetusfrom the development of the IT sector. The21st century is the period of informationtechnology. Scientific breakthroughs afterthe Industrial Revolution led to greatmaterial wealth. However, the developmentin the IT sector over the past 20 to 30 yearspromises to turn into reality what appearedup to this point to be a mere dream ormiracle. The enormous gains of wealthcreated by this new technology has changedpeople's sense of value, spurring them toworship materialism even further. Thisdevelopment of technology has also madethe whole world into a global village.

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Because of this closeness, we can contactmore people quicker than in the past.However, this great achievementparadoxically has increased the threat to ourhumanity as we tend to forget theimportance of actual physical humancontacts and relationships. We need toresolve this challenge, especially in helpingthose youths who are spending all their timeon the internet, accustomed to facelessrelationships and even frightened by actualhuman contact. We must study the means ofbringing them back to the real world ofpeople living together and sharing actualhuman relationships, rather than immersedin the fantasy world created by technology.

While young people's sense of communityhas been thus weakened, icons created anddisseminated by technology in various fieldshave captured their attention. The fame andwealth acquired by the stars of the IT worldmade them more attractive to the young,while simultaneously forcing them to losetouch with reality. Furthermore, theindiscriminate reporting of such IT starsthrough the mass media is affecting theminds and hearts of adolescents.

This trend appears to be holding steadfast,and therefore, difficult to change. Therefore,I believe that you will be faced with a seriousconflict when planning an event attractingyouths due to the gap betweencommercialization and education.

The development of technology contributedgreatly to globalization, which has made iteasier for cultural exchanges to take placewithout actual physical movement. I know"culture" is something difficult to define oradequately explain.

However, if you consider everything from theway you eat or dress to the ways of enjoyinglife as part of culture, then cultural exchangeis happening rapidly. In the case of Asiaregion up to now, globalization has meantWesternization. This is evident by the wayAsian youths have been eating Western stylebreakfast, like toast and cereal, while alsodreaming of owning and wearing name brandjeans. There is nothing wrong with this.However, a serious problem arises if theseAsian adolescents begin to believe thatWestern culture is superior to their own Asianculture because the West has a strongereconomy versus their own. But even moreserious than this trend in food or clothing isthe development of entertainment culture. Wecan not attempt to solve educational mattersof the youth, if we can not protect them fromthe dangers of suggestive, violent andaddictive entertainments.

Now, I want to discuss gender equality. Mostpeople would agree that the 21st centuryrepresents the blossoming of informationtechnology and culture, but there is less of aconsensus that this century can be labeled asthe women's century. Unfortunately, I hearreports of many incidents that show thepersistent gender gap in many countries ofthe Asia-Pacific region. Also one of the mostserious problems in this region is the state ofmigrant women workers, which is a directnegative result of globalization.

This year the Korea Scout Association electedme as the first woman Vice President in theAssociation's history. This happened fouryears after the Boy Scout of Koreachanged its name to Korea Scout Associationand allowed girls to formally become amember back in 2002. I humbly hope thatthis is a step forward for the women'smovement globally.

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As the role of women in society becomesmore important, society is beginning torecognize the need for women leaders andtheir outstandingcontributions. I believe that you willacknowledge the excellence of women Scoutleaders on the scene. However, it isunfortunate that women in leadership rolesare still few in number. The world will notexperience true happiness or true peaceunless there is true gender equality. It wasnatural when the Scouts were establishedseparately, boys and girls, for that timeperiod. However, the world has changed andchanging rapidly, where both men andwomen participate equally. Although peoplerealize that men and women need to worktogether, it is difficult for organizations toact on this principle at the organizationallevel, due to the weight of their particulartraditions. Even so, I believe that, at adifferent level, it is possible to devisecollaborative systems to reflect and educatethe spirit of gender equality and cooperation.It is up to you in the audience to work outconcrete steps towards this end.

I have examined the situations we are facingwith. But now we need to ask ourselveswhy we have became a Scout or a Guide,and what we need to achieve. Surely, we arenot saying that we only need to continue theway things were done because ours is anorganization that has continued in the samemanner for the past 100 years. Anyorganizations that clings to old traditions isbound to decline. We need to change into anew spirit, and thereby bring in changes.

In light of the Scouting's centenary, let'sremind ourselves of the original missionstatement. The 21st century must becomethe "century of morality".

The Scout Associations must become thefield of education of human personality,which can lead the world by embracing theprinciple of human equality and the diversityin race, religion, and social status. TheScouts' motto, "Creating a Better World,"must become the philosophical cornerstonefor our children's education. The spirit everthe same, action always attuned to thetimes!

We need to apply our wisdom to come upwith ways for youths to participate moreactively in the Scout events. Crasscommercialism to attract their attention, willonly have short-term effects and beultimately self-defeating, handing them overto commercialism. Until youths andadolescents reach the stage where they canmake the right decisions independently, theyneed leaders with the devotion equal to theirown parents.

The numerous dedicated leaders in ourAssociation's history is our invaluableresource that must now be added thededication of all of us here. We must notonly become leaders that can move thehearts and minds of the youth, but mustproduce such leaders of the future.

With this specific mission in mind, I sincerelyhope that you will work together to come upwith specific solutions.

If we, as a Scout, overcome the issues whichI mentioned earlier and lead the nextgeneration of young adults in the spirit ofScouting onto the proper path, who will notagree to our slogan, "Scouts - we are theHope"?

Thank you very much.

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EVENTS IN SCOUTING

EVENT DEFINITIONS

AgoonoreeA camp for young people and Scouts withspecial needs. The term Agoonoree wascreated by Dutch Scouts and is derivedfrom the Greek word 'agoon' which meansa meeting of friends.

CamporeeA camp of 2~5 days, involving more thantwo Troops camp together (self-development, friendships, etc.)

ConferenceA meeting, often over a few days, tobring people together with a commoninterest. Also a meeting where formaldiscussion takes place.

IndabaAn Indaba is a gathering of Scout Leadersfrom around the world. Baden-Powellcoined this word in old days, which wasderived from Africa chief leader’smeeting.

JamboreeA party, celebration, or other gathering,in an extended Camp, where there is alarge number of people and a lot ofexcitement, fun, and enjoyment foryoung people who are members of theScout movement.

MootThe World Scout Moot is a gathering ofyoung adults, mainly Rover Scouts, ages18-26 (although there was no upper agelimit for the earlier Moots) from all over theworld. Moots are held every four years andare organized by the World Organization ofthe Scout Movement (WOSM).

SeminarsA one way learning session with minimalaudience participation for a small group ofparticipants.

WorkshopsAn interactive learning session with hands-on training. or series of meetingsemphasizing interaction and exchange ofinformation among a usually small numberof participants

Trade-o-reeAn organised gathering of collectors ofScout items for the love of swapping doneon mutual trust and understanding.

Symposiuma meeting or conference for the publicdiscussion of some topic especially one inwhich the participants form an audienceand make presentationsSeminar

Syd CastilloDirectorWorld Scout Bureau/ APR

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Professional Model Event ManagementEvent Management Function

The function that requires human assemblyFor the purpose of celebration, education,marketing, and reunion

The Professional TitleEvent Manager

The person responsible for researching,designing, planning, coordinating, andevaluating and event

Sub-Field SpecializationCivic Events, Exposition or trade shows, Fairsand festivals, Hallmark Events, Meetings andConferences, Retail Events, Social Life-CycleEvents, Sports Events, Tourism

StakeholdersIndividuals or organizations financially,politically, emotionally, or personally investedin an event

Events are–Celebration;–Education;–Marketing; and–Reunion

Events Subfield• Civic Events• Exposition or trade shows• Fairs and festivals• Hallmark events• Meetings and Conferences• Retail events• Social Life-Cycle Events• Sports Events• Tourism

PRINCIPLES ANDBEST PRACTICES

Research• Reduces risk of non-attendance• Continuing Education• Visit one gallery each month• Attend as live performance• Read great works of literature• Enroll in music, dance, literature, visual arts,acting class or discussion group

FOUR PILLARS OF EVENT MANAGEMENT• Time• Finance• Technology• Human Resources

Event Manager Role- Researching- Designing- Planning- Coordinating- Evaluating

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EFFECTIVE EVENTSPLANNING

What is an Event?

• In the world of public relations, an event

is anything that one person or group does

to cause other persons or groups to gatherat a specific time and place, usually

because of shared interest.

Why is an Event held?

• To raise funds

• To thank loyal patrons or customers

• To gain new customers

• To demonstrate the use or how-to of a

product

• To give recognition

• To make people feel good

• To introduce a person or a product or an

idea

• To dramatize the opening of a branch or

store

• To create employee incentives

Different Types of Events

• All events can be classified as either a

a. personal event

b. corporate or community event

c. entrepreneurial event

What is a successful event?

• Five important things for a successful

event => 5 Ps of Event Planning

1. People

2. Purpose

3. Place

4. Promotions

5. Price

The Three Phases of EventsPlanning

1. Pre-production(Planning & Setting Deadlines)

- Plan strategy

- Set up record-keeping systems

- Construct budget

- Create Project Team

- Finalize site selection

- Begin marketing and fund raising

- Develop material

- Prepare for contingencies

- Get legal & insurance coverage

Planning is a stage of foundation-laying. Anevent without a plan is bound to hit the dirt

road. In this particular stage, you must be

able to:

- create the road map of your event

- set the direction

- define the compelling reason for holding anevent

S PrassannaDirectorWorld Scout Bureau/ APR

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Step 1

• Draft the initial plan or strategy. Write yourpurpose clearly and your plan of action.

Step 2

• Develop the criteria that will determine the

type, location, and date of your event.

Step 3

• Develop a draft of the budget (and expectedrevenue, if applicable)

Step 4

• Identify event leadership, roles and

responsibility

Step 5

• Create an event plan framework

– menu, program elements, contingency

plan.

Step 6

• Finalize site selection

Step 7

• Identify/contract with vendors and suppliers.

Step 8

• Develop invitations, advertisements, mailers,programs, other printed literature, videos, andpresentations – from the initial case statementand copy platform you have developed in theplanning phase.

Step 9

• Design a reliable record – keeping system.

Step 10

• Address legal and insurance issues

Tips- You don’t need the entire Armed Forces in

your event. But it would help to have securitypersonnel around, whether in uniform or

civilian clothes. You don’t want your event to

look like a battle field, right?

- You can lose your head in an event if you

are not prepared. But it also helps to be

physically prepared. So days before your

event, take time to relax. It would help you tohave a clear mind and agile body come your

day.

- Make sure you address problems first, not

finger-pointing.

- In a country that has known blackouts,

mega-floods, earthquake, fire, volcanic

eruption, and the Abu Sayyaf, you can neverbe too sure. It pays to be informed about

weather advisory, traffic advisory, current

events and flash reports.

- Make the diverse age groups work for you.

You might want to pair an experienced staff

with an unexperienced one.

- It also helps to talk with your events staff

with things outside of the event you are tryingto make. You can be personal with them whilekeeping a healthy distance between professionand personal relations.

- Celebrate small achievements in simple ways.A cake to be shared by everyone is a good

starter.

- Praise in public, reprimand in private. Nevertry to control your team through a bad temper,a loud shouting voice, and mood swings.

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2. Production

(Actual Event)

-Plan site logistics

-Make refinements

-Hold event

The PRODUCTION phase can bring great joyto the event planner if the two phases are

performed well. Here are the things you

have to do in this phase.

1. Finalize logistical plans

2. Finalize the show elements – event

program, presentations, and entertainment

elements

3. Add final touches to enhance guests’

comfort

To make this phase enjoyable

• Create a site plan

• Create a logistical plan

• Break the event-day schedule into three

parts: Set-up logistics and details, event

activities, and cleanup

A. Holding the Event Proper

It is SHOW TIME! It is your show and it is

time. Here are some practical and stylistic

things you have to address.

- Guests check-in / registration

- Seating arrangement

- Security

B. Keeping an eye on the details

1. Sound System

2. Event Site

3. Project team

4. Suppliers

5. Key persons

6. Program Flow

7. Coverage

Tips- As the main man (or woman) in your event,have a checklist- Don’t scrimp on special touches.

-You would be able to truly enjoy your

event if you are obligation-free

- Seating your VIPs is a very delicate task.

- Know meal preferences of your guests.

Have glasses of water ready for your

speakers

- Practice makes perfect.

- In making child-proof events…

- Taste the food before finalizing your menu

- Be consistent with your theme

3. Post Production

(Documentation & Clean Up)

- Acknowledge Participants

- Make reports

- Archive event files

• Acknowledgement

• Post-event PR

• Evaluation

TipsIn sharing the event results to your

organization, consider using your newsletter

- Report accurate expenses in order to havea factual basis for future event budget

preparation

Additional Tips in Events Management andPlanning

• Read, read, read. Read popular

• Go to events as a guest-observer

• Watch TV programs that are popular

• Talk shop

• Keep the essence of your events

• Be prepared to finish what you started

• Truly, the show must go on!

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by Syd Castillo

Contents Anatomy of an event Anticipation Arrival Atmosphere Activity Appetite Amenities

Role and Scope Determine the expectations Develop the concept Design the experience Deliver the dream

Determine the Expectations Conduct the necessary research SWOT Analysis Five wives and one husband Create a customer profile

Develop a concept Put together an overall picture of the finalevent Elements and components Pyramid Style . . . Tree roots style . . .

Anticipation• Marketing the experience

- Sell - a product, a service, an idea- Create interest and desire- Pre-event communication - why theywould or should attend?- Purchase decision process

• A communications issue- Communicate the basics (5Ws & 1H)- Prepare audience for the experience(give directions, instructions, andrecommendations)

Arrival• Travel and Transportation

- How do you enhance the experience?- Travel is hard work

• Meeting and greeting- First impression!- Lost luggage, long lines, tedious lay-over- Warm welcome - banners, smiling and-receptive guides- Communicate that travelers re in theright place- Entertainment and decorations

• Navigation and directional signs- Use maps and directions- Words vs Icons

• Welcoming entrances- First impression!- A well-designed registration area will-communicate that event will run well- Brightly decorated entrance in festivals-create excitement and anticipation- Provide a person who can answersquestion

• Don’t forget the departure

Atmosphere• The physical environment

-The environment of an event isdeveloped to meet and serve the physicalneeds of the attendee

• The venue- Availability, Location, Rates, Attendance,Function Type, Events element, Style orPersonality

• Form follows function (Louis Sullivan, 1896)- Environmental sensitivity- Finding the best fit

EVENTS COORDINATION

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Elements of Design• Form (round, triangle, oblong)• Line• Focal point, focal area, and accent• Space• Texture• Color and color harmony

Principles of Design• Unity• Proportion• Scale• Balance• Rhythm• Harmony

Using the five senses• Soundscaping• Visual Cues• Touch• Smell• Taste

Appetite• Nutrition, nurturing, and human nature

– Despite the current emphasis onhealthy lifestyle, it still seems thateveryone still wants luscious and richdesserts.– Certain aromas bring back intensememories for people– Some aromas repel people– Allergies to food– Dietary restrictions

• Meals to match the occasion– Children's Party– Australian B-B-Q– Fish and Chips– Jamboree

• Concession and Catering• Serving with style

Activity• Collectable experiences

- Value to customers - worth their timeand money- Go back to your customer profile

• All the world’s a stage - an event is theater Participatory versus Spectator Diversion and recreation

Amenities• Walk-away value

-- Clients should walk out of the event-With something tangible

• Tangible memories - T-Shirts, Patches, keychains, etc.

• Show that you care• Personalize the experience

- Disposable cameras on life-cycle eventsPersonalized belt for the workshop

Strategies for Success• An integrated disciplin

Administrative, marketing, riskmanagement

• Industry standard and credentials• Embrace lifelong learning• Read, See and Do• The power of the professional community

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Marketing

Why do we need to market our event?- Create awareness- Stimulate enthusiasm- Advise details and arrangements- Increase participation

Market Positioning• Purpose of the Event• Decide on the area of Business Focus(Primary Aim)• Select the Key Consumer Groups (TargetAudience)• Identify the Chosen Area of Differentiation– What Makes This Event Stand Out?• Write a Positioning Statement

Communication Statement• Establish what are the Benefits• Identify Core Brand Values• Use a Common Theme• Finalise your Promotional Statement

Communication Tools• Internal

o Word of mouth & visits to local groupso Newsletters/publications/circularso Handouts at meetings and forumso Mail outso Interactive CDs and websiteso Info distributed through hierarchy

• Externalo Media (radio, newspapers, magazines,television, etc)o Interneto School/University publicationso Posters and other outdoor advertisingo Word of mouth/street teamso Announcements at other communityevents

• What communication tools are availableto promote our event?

Advertising Designo Creativityo Surpriseo Suspenseo Colouro Simpleo Include 5 wives and 1 husband

Marketing Strategyo Campaign - several editions leading up tothe evento Combination of communication typeso Multiple layers of distributiono Complementing mediums

Evaluationo Constant reviewo Change medium if unsuccessfulo Gather feedbacko Respond to questions about event

EVENT MARKETING

Aaron WardleScouts Australia

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What is Risk?

The potential to lose something of value andthe public perception or outrage as a resultof that loss.

Why Risk it?

- Scouting is learning by doing

- Risk taking is part of the learning process

- Risk are inherent in everything we do.

Bertrand Russell once said,“A life without adventure is likely to beunsatisfying,but a life in which adventure isallowed to take whatever form it will, islikely to be SHORT”

Risk Management Concept

RISK ANALYSIS

Analysed process used to estimate theextent of possible loss.

• Translate risk data into decision- makinginformation.

RISK ASSESSMENT

Process of estimating the probability ofoccurrence of an undesirable event and themagnitude of its consequences over aspecific time period.

• Evaluate the impact, probability,timeframe, then we classify & prioritise therisks.

Risk Treatment Options Avoid the Risk Reduce the Likelihood Reduce the Consequences Transfer the Risk Retain the Risk

What is Risk Management in Scouting?- Risk Management in World Scouting is thesystematic application of comprehensivetools for an assessment and treatmentprocess which consists of

- the identification of risks- the analysis of their potential effects- the evaluation of options for treatment- the implementation of preventive and/orreactive measures- the effective supervision and repetitiverevision of the process

- Aiming at the elimination and/or reductionof risks to an acceptable calculated level inorder to maximize the experiences ofScouting in accordance with our mission.

EVENT RISKMANAGEMENT

Malcolm Tan Ban HoeSingapore Scouts Association

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Risk Management is IS The SystematicApplication Of Comprehensive Tools for anAssessment and Treatment Process Whichconsists of ...

– the identification of risks– the analysis of their potential effects– the evaluation of options for treatment– the implementation of preventive and/orreactive measures– the effective supervision and repetitiverevision of the process– aiming at– the elimination and/or reduction of risksto an acceptable calculated level– in order to maximize the experiences ofScouting in accordance with our mission.

Risk Management provides-o Effective & SAFE delivery of programs andactivitieso Effective and appropriate allocation ofhuman and physical resourceso High standard of instruction andsupervisiono Clear definition of responsibilitieso Systematic approach for decision making

Why Bother? When bread and butter is dropped, italways falls butter side down

The unexpected will almost alwayshappen – plan for it.

When you bite into a jam filled donut, thejam always squirts out the other side.

Don’t rush into things, take it easy orthings can go wrong.

Resolution 19/04APR Scout Conference, Brunei

o RM Policy to be drawn up forimplementation at Regional level, withemphasis on Child Protectiono NSOs urged to ensure that all AdultLeaders in their NSOs are sensitive to andare trained in RM

To say “SAFE” means to manage safety

If someone says “ This element is safe”;

he /she could be partially wrong??

“SAFE with the correct usage” is actuallyMANAGING THE RISK

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Key Safety Concepts comes from 2sources:

1. Environmental DangerUnsafe Conditions

o Inadequate Area Securityo Loose/ Falling Rock/ Snow/ Ice/ Objectso Weathero Improper Clothing/ Equipmento Swift watero Animals/ Plants

2. Human DangerUnsafe Acts

o Poor Positiono Unauthorised/ improper procedureo Inadequate Food/ Watero Unsafe speedo Inadequate instruction/ Supervisiono Inadequate protection

Errors in Judgemento Desire to please otherso Sticking to a scheduleo New/ unexpected situationo Misperceptiono Miscommunicationo Fatigueo Distraction

The MOE RAMS consists of:

1. The 5- step management process

2. A risk assessment tool in the form of the‘W’ checklist.

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EVENT ADMINISTRATIONAND EVALUATION

The Event Plan• Preliminary Meeting• Visualize the Experience• Draft the Event Proposal• Develop the Concept• Present the Proposal

BUILD THE PLAN

• Conduct RESEARCH to determineEXPECTATIONS & develop anAUDIENCE PROFILE.

• CONCEPTUALIZE the event,assessing what it will take to meetexpectations.

• Determine EVENT ELEMENTS &COMPONENTS that will provide thedesired experience.

• Decide how the PLAN will beIMPLEMENTED.

• Select the BEST PRODUCTS andPROVIDERS.

TIMETime Management

• The ability to use your timeeffectively by distinguishing between whatis urgent and what is important.• Effective time management begins withsetting personal and professional priorities.

FINANCE

Financial Administration• Learn to love accounting and numbers.• Record expenses and closely monitor thebudget.

TECHNOLOGY

Logistics and Technology• Basic software requirements: wordprocessing, presentation, desktop publishing,financial spreadsheets, time and projectmanagement, database management.• Communication tools: telephone, fax, mobile phone, internet and email.• Review needs systematically andadapt to new technology.

HUMAN RESOURCESPeople Management

•Learn how to handle staff, associates,and clients.•Learn to be a leader and how todevelop other leaders.•Leaders are only as goodas those they lead!

Preliminary MeetingWhy?- What is the compelling reason for this event?- Why must this event be held?Who?- Who will benefit from this event?- Who will want to attend?When?- When will the event be held?-Are the date and time flexible or subject to changeWhere?- What are the best destination, location, andvenue?What?- What elements and resources are required tosatisfy the needs identified above?How?- Given answers to the five W’s, how doyou effectively research, design, plan, coordinate, and evaluate this event?How much?- Before attending the meeting,RESEARCH ON THE PROSPECTIVE CLIENT!

by S Prassanna Shrivastava

24

WHAT YOU MUST KNOW ABOUT YOURCLIENT?

Ask about past events• What have they done before?• If venue has not yet been decidedand you are expected to find a venuefor the event, what types of venueshave been used?• What type of event elements havebeen included in the past?• What were the event objectives inprevious events?• How successful have past eventsbeen in meeting their objectives?• What worked and what didn’t workfrom the client’s perspective?• What was the final bill—the totalcost of the event?

Develop the Concept

Steps in Event Planning

1. Set Objectives

Remember to be

S- specific

M- measurable

A- attainable

R- realistic

T- time- bound

• How will the participants feel after theevent?

• What will the participants do after theevent?

2. Audience

Who will attend the event?– who they work for– what they do– how they influence the problem you aretrying to resolve– how their behavior might change as aresult of attending the event– levels of knowledge of the your subjectmatter, company, event subject/s, ages,nationalities, sex, preconceptions andresistances– time pressures– Why they would want to attend– What they would be want to get out ofthe event– What will turn them off

3. The Budget

How much is the client willing to spend forthis event?

-This will dictate the kind of event yourcan have.

4. Time Schedule- How much time do you have to plan forthis event?- How much time do you have to stagethis event?

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5. The Format- How will the event be executed so thatobjectives would be achieved?- How much time is available?- Form must follow FUNCTION:FUNCTION= objectives + audienceprofile- Tone: formal, informal, fun- Speeches vs. workshops- Plenary vs. break-outs- Activities: indoor vs. outdoor

6. The Venue- The quality, style, facilities ofthe chosen venue will have a significantimpact on the success or otherwise ofyour event.- The cost of the venue will almostcertainly account for a big share ofyour event budget.

7. The Show- Determine the look, feel, sound, smelland taste of the event.-What would be the theme, motif orcreative handle?- What program elements will carry outthe event concept?- Are there mandatory elements?- Are there restrictions: venue,equipment, program content, budget,etc.?- Timings- Outside help required- Presenter briefings and proficiency- Static displays- Hand-outs- Structure and running order- Equipment- Room and stage layout- Who does what- How the group might split down intodifferent sessions- How and where the audience will begreeted- Event follow-ups- Event assessments

VISUALIZE THE EXPERIENCE

6 A’s Checklist• ANTICIPATION (first impression)• ARRIVAL• ATMOSPHERE• ACTIVITY• APPETITE• AMMENITIES (last impression)

REVIEW

If out-of-town or out-of country; or if thevenue is of valuable significance to theevent’s objectives

– General information– Local culture and customs– Activities and local attractions– Shopping venues and hours– Time zone/local time– Weather– Language spoken– Electricity– Currency– Entry requirements– Regional and/or city map

Transportation Requirements

How will participants get to the venue?• Individual or group?• Scheduled or chartered?• How many?• Terminals• Transfers

Hotel Information• Location• Room breakdown• Room Amenities• Dining• Entertainment• Meeting room space• Sports and Fitness facilities• Other guest facilities

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Back up Material• Destination brochures• Hotel brochure• Hotel lay-out• Meeting room specifications• Brochures from restaurants, venues,activities mentioned in the proposal• Promotional materials• Sample gifts and giveaways

FINANCIAL ADMINISTRATION

The budget is an Action Plan• Profit-oriented events:– Revenue > expenses• Break-even events:– Revenue = expenses• Loss leaders or Hosted events:– Revenue ≤ expenses– not intended to generate revenues

An event budget could be based on:• Marketing projections and estimates• The general history of previous identical or similar events• The general economy and forecastfor the future• The expected return on investment• Type of financing that you chose to useto finance your event (borrowed funds,prepayment, existing funds).

Income Generators• Advertising revenues• Concession sales• Donations• Exhibit or exposition booth rental fees• Gifts in kind• Grants and contracts• Interest income from investments• Merchandise sales• Registration fees• Special events ticket sales• Sponsorship fees• Vendor commissions (hotels)

Getting Sponsors• Line-up possible sponsors

– Match product or brand image withthe event– Whom do you know?– Cover some expenses thrusponsorshps in kindFood GiveawaysCostumes Awards, trophiesAccommodations PhotographyTransportation TV or Radio AirtimePrinting Print Ads

• What benefits CAN you give thesponsors?

– Media mileage – TV, radio, print,publicity, outdoor– Event merchandising materials—posters, tickets, banners– On-premise merchandising—banners,video– On-cam or on-stage portions– Product/brand mentions oracknowledgements– On-premise promotions: booth, flyers,mascots, giveaways, games, etc.

• Match the targets with the offer.– Refine the offer to suit your targets– Ex: define if part can be in theirproducts– Ex: merchandising or promos thatsuit their brand

• Send letters.• Prayer for acceptance• Follow-up.• Sponsors like to be treated well– verywell!• Go for long-term relationships.• Deliver on your promises.• Send a post-event report.• List all EXPENSES• FILL up the Event Budget Planner

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EVENT MANAGEMENT CONTRACT

• A contract is a legally-bindingagreement between two entities, outliningwhat each party is committed to deliver orperform

– Contracting parties– Terms and conditions of agreement –deliverables, services to be rendered– Date of delivery or engagement– Payment schedule

• Cancellation clause – what will happen if,for any reason, the event is cancelled, or ifthe event is postponed

- Cancellation dates may be set –3 months before the vent, 45 daysbefore, etc.- Cancellation charges -- The closerto the date of the event, the higherthe charge.- Be sure to cover all supplier costsin the event of cancellation

• Protect your company (event planner) andemployees from legal claims that couldresult from an act, omission or negligence bytheir client, their agents, employees orcontractors

LOGISTICS MANAGEMENT

• Conduct a NEEDS ANALYSISDefine: BASIC NEEDS and SPECIFICNEEDS (based on event concept)

• Determine the BUDGET

• Develop the EVALAUTION CRITERIA forsupplier proposals

• Identify appropriate FIRMS andINDIVIDUALS to submit proposals

• Distribute a request for PROPOSALS

• REVIEW the proposals

• SELECT the suppliers

• NEGOTIATE with the suppliers– Negotiate with ALL suppliers

• Develop CONTRACTS with the suppliers– Review all supplier contracts

• Execute and MONITOR contractperformance

Licenses and Permits• What are the requirements? How to getthese?• Lead times• Costs

Arrival

• Participant registration – pre-event oron-site

– Get information that you need– Data management– Use incentives to sculpt behavior

• Welcoming the guests• Guest-friendly lay-outs• Admissions

– Payment, cancellation, other issues– Admission control– Accreditation

• Effective crowd control

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Atmosphere

• Sight• Sound• Smell• Taste• Touch

Layers of Décor

• Background– Walls– Floor– Ceiling– Architectural features

• Color– Palettes– Connotations

• Focal Points– Entrance– Stage– Buffet and bars– Scenic props

• Fabrics– Drapery– Linen and napery– Upholstery

• Furnishings– Tables– Chairs– Counters and displays– Foliage

• Lighting– Functional– Natural– Decorative

• Don’t get lost in the layers of décor. Alwayscheck: Is it FAB!

Functional and practicalAestheticsBudget

• Discuss ingress and egress plan with the designer. Make sure plan is in-synch with the installation of other equipment.

Activities

• Staging the Event– Lighting– Sounds– Visual support– Projection

EVENT EVALUATION

The CONTROL function

Controlling• The measurement and correction ofperformance in order to make sure thatobjectives and the plans devised toattain these are being accomplished.

PRINCIPLE OF REFLECTION OF PLANS• The more that plans are clear,complete and integrated, and the morethat controls are designed to reflectsuch plans, the more effectively controls willserve the needs of managers.

CONTROL PROCESS1.Establish STANDARDS

Standards – the criteria of performance;yardsticks against which actual orexpected performance is measured

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• selected points in an entireplanning program at which measures ofperformance are made so that managerscan receive signals about how things aregoing, thus do not have to watch everystep of the execution of plans.

2. Measurement of PerformanceThe measurement of performanceagainst standards should ideally be doneon a forward-looking basis so thatdeviations may be detected in advanceof their occurrence and avoided byappropriate actions.

3. Correction of DeviationsCorrection may be in the form of:

– Redrawing plans of redefining goals– Realignment or reclassification of duties– Add staff or fire staff– Better selection and training– Better leadership

Pre- Event

• VISUALIZE the event• Walk through your event

–What is the purpose of the event?–Who will be attending it?–What time of year are you consideringholding it?–What day of the week? What time of theday?–What type of venue will be the best fit,the best setting, the best backdrop?–Are you planning far enough in advancethat the best sites will beavailable to you?

– Is it a match?• Objective & Event• Location & Event• Date & Event• Market & Event• Sponsor & Event• Matching competition

• Identify areas that could present potentialproblems in the future• Address these areas in the planning stages• Consider all your options and see howthese affect the budget before event plansare finalized

Tools: Pre-event checklists andcheck-ups

Project Plan Project Gantt Chart Budget Contingency Plan

During the Event

• Direct supervision -- directly oversee teammembers; concurrently monitor and correctproblems as they occur• Observe and Act• Record – results, expenses, memories• The Event Manager must make himselfavailable to do all these during the event.

After the Event

• Turnovers to client• Reports for client• Reports for event company

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Means and Tools

Feedback- Evaluation Forms- Telephone conversation- Face to face Interview- External Observers

Crisis Management

• Assess your crisis capabilities• Understand your attendee profile• Select and appoint a response team• Develop your plan• Be prepared• Prepare evaluation criteria

HUMAN RESOURCES

Look for the right people• C A N D O• W I L L D O• F E E L G O O D• F I T

Why we hire the wrong people?

• Our expectations are too high for what weare willing to pay

• The position is not clearly defined

• We hire on emotion, not facts

• We get in a hurry and make snap decisions

• We do not consider the manager’spersonality in relation to the new hire

• We have not researched our mistakes ofthe past or do post-event evaluation.

• We spend more time and money onequipment than we invest in the newemployee.

• We wait until the last minute to hire anddo not take the time to train

How do we attract great people to the eventteam?

• How many should be on your event team?

• What will each one do?–Before the event–During the event–After the event

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PROFILE OF AN EVENT MANAGER

Qualities and Attributes of an EventManager

• Event Manager is the person in a position

to control a special event. He is responsible

for researching, designing, planning,

coordinating, and evaluating events.

• In this profession, the ability to laugh at

yourself helps you rise above challenges anddifficulties.

• The passion for helping people celebrate

runs deep among serious event managers.

• Event Managers are (must be) both right

and left brained to be able to function

effectively

• Event Managers possess multi-tasking

Skills

Setting a Foundation to be a SuccessfulEvent Manager

• Mastering TIME MANAGEMENT

• Mastering FINANCE

• Mastering TECHNOLOGY

• Mastering HUMAN RESOURCE SKILLS

Leadership Qualities of an EventManager

• The most effective event managers are notmerely managers, rather, they are dynamic

leaders who motivate, inspire, and help others achieve goals.

• Managers control problems, leaders

motivate others to find ways to achieve

goals.

• BURNOUT

• An event manager must have the

capability and be willing to:

– Motivate

– Empower

– Provide

–Technology

– Training

– Celebrations

– Recognitions

To the team members

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APR Seminar for National TrainingCommissioners

•Event: APR “RAP” Seminar(Renewed Approach to Program)

•Date: Tuesday 6 to Friday 9,March 2007

•Venue: BP International House,Hong Kong

•Logo

Event Proposal

1. Preliminary Meeting– Why?

• Showcase new ideas on training• Learn new techniques• Discuss training problems• Share resources• Review training syllabus

– Who?• National Training Commissioners• Maximum of one other representativeper NSO:

E.G. National ProgramCommissioner (Scouts) Assistant Training Commissioners

• APR Office Staff

– When?• Tuesday 6 to Friday 9 March 2007(4 days)

– Where?• BP International House, Hong Kong• Scout Association of Hong Kong• Seminar Room 1106

– What?• Training room/hall• Overhead projector• Computer• Tables• Seating• Training aids• Printed materials• Stationery• Souvenirs• Sound system• Visualiser• TV

– How?• Break-even budget• US$150 per participant• Remaining costs:

– Sponsorship– Subsidies

2. Steps in Events Planning– The Objective

• Presentation of the new youthprogram guidelines as adopted by theWorld Scout Conference in Tunisia, 2005,to allow Training Commissioners toredesign a single Scout Section BasicLeader Training Syllabus to be adoptedthroughout the entire APR Region.

GROUP WORK

B.B. Group

33

– The Audience• Training Commissioners with theresponsibility of reviewing their NSOTraining Syllabus for adult leaders• Program Commissioners with experiencein the youth program and theresponsibility for implementing the newYouth Program guidelines• APR office staff to provide support tomembers

– The Budget• Expenses

– Accommodation– Transport– Catering– Function room– Back up room– Seminar equipment– Souvenir– Training aids– Printed materials– Education tour– Certificates– Income

– Participant fee– Sponsorship– Subsidies

– Schedule• 12 months prior

– Form committee– Confirm dates– Inform WSC, APR– Commence notification to NSOs– Reserve accommodation and seminarvenue

• 6 months prior– Decide seminar content– Decide registration deadline– Release further advertising/invitations

• 3 months before– Start receiving applications andregistration fees– Distribute seminar materials– Secure sponsors/subsidies– Arrange seminar equipment

• 2 months before– Invite staff to coordinate sessions ofprogram– Inform Customs/Immigration ofInternational gathering

• 4 weeks before– Flight schedules– Local tour arrangements– Visit venue

• 3 weeks before– Registration deadline– Confirm all participants– Forward final information letter

• 7 days before– Confirm all printed materials ready– Re-confirm availability of all staff– Re-confirm venue andaccommodation bookings

• Day before–Visit venue and view set-up

• Arrival day– Airport pick ups– Greet guests upon arrival at hotel– Welcome dinner

• Event Program–To be covered later in presentation

• Departure day– Transport for guests to airport– Farewell organised at airport– Feedback gathered

• Week after event– Review of event by committee

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– Format• Seminar layout• Information presented by speakersdirectly to audience

– Venue

–The Show•The seminar program is very restrictivebecause of the content to be presentedduring the time available.•Some time will be allocated for feedbackand review.

Event Concept

1. The Proposal– Destination Review

• General Information– Hotel is conveniently located at the heart ofTsimshatsui in the Kowloon Peninsula ofHong Kong.– It is 30 minutes drive from the Hong KongInternational Airport.

• Local Culture and Customs– Hong Kong’s rich Chinese culture, wherecenturies’ old traditions live on amongst HongKong people– Wander through the streets of Hong Kongand discover the wonder of its history, culture,people and its soul.

•Activities and local attractions– Sporting venues nearby

• Shopping venues and hours– Shopping complex short walk away– Opening hours from 9:30 AM until 1AM

• Time zone/local time– GMT + 8

• Weather– Spring evenings can be cool, so alight jacket should suffice– Average temperatures between18°C to 27°C

• Language Spoken– English, Cantonese, Mandarin

• Electricity–220 Volts

• Currency–7.8 Hong Kong Dollar = $1US

• Entry Requirements– Valid passport for at least 6 monthsafter departure– Visa’s are required for the followingcountries:

AFGHANISTAN, ALBANIA, ANGOLA, ARMENIA, AZERBAIJAN,BELARUS, BURUNDI (please see remarks), CAMBODIA,CAMEROON (please see remarks) , CONGO (DEMOCRATICREPUBLIC OF) (Formerly known as Zaire), CONGO(REPUBLIC OF), Costa Rican Provisional passports,"Documento de Identidad Y Viaje" issued by Costa RicanGovernment, COTE D'IVOIRE (REPUBLIC OF), CUBA,ERITREA (please see remarks), ETHIOPIA, GEORGIA,GRENADA, IRAN, IRAQ (please see remarks), KHAZAKSTAN,KYRGYSTAN, LEBANON, LIBERIA (please see remarks),LIBYA, MOLDOVA (REPUBLIC OF), MONTENEGRO (REPUBLIC OF ), MYANMAR, NEPAL, NICARAGUA, PAKISTAN(please see remarks), PALESTINE (STATES OF), PANAMA,Special Peruvian passports, RUSSIAN FEDERATION, SERBIA(Republic of), SENEGAL, SOLOMON ISLANDS, SOMALIA, SRILANKA, SUDAN, SYRIA, TAJIKISTAN, TOGO, TonganNational passports, Tongan Protected Persons passports,TURKMENISTAN, TUVALU (with national status stated as 'I-TUVALU'), UKRAINE, Uruguay passports issued underDecree 289/90, UZBEKISTAN, Vatican Service passports,VIETNAM, All 'stateless' travel document holders

35

• Regional and/or city map

– Transportation Requirements• Transport provided between airportand hotel

– Hotel Information• Located just 3 minutes walk to thenearest underground railway station• Accommodation will be twin share• All meals provided at the hotel• Meetings will be held in the NationalHeadquarters within the same building

– Budget Parameters• Accommodation 30%• Catering 30%• Function room 8%• Back up room 6%• Seminar equipment 6%• Printed materials 5%• Transport 5%• Education tour 5%• Training aids 3%• Souvenir 1%• Certificates 1%

GANTT CHART

Event Organisation Chart

Production Schedule

0-7d

-2w

-3w

-4w

-2m

-3m

-6m

-1y

ITEM

Arrival of participantsFinal confirmationTransportLocal arrangementsBook accommodationMaterials distributedRegistrations receivedSeminar contentNotification to NSOs

BREAKREFRESHMENTS1530

CLOSINGInternationalFree Time2000< < < < < DINNER > > > > >1800

EvaluationPresentationGuidelines1600

ResolutionsCITY TOUR

DiscussionPriorities1400< < < < < LUNCH > > > > >1300

Q & AToolboxStrategiesWhat is RAP1130< < < < < REFRESHMENTS > > > > >1100

Key Note0930Ideas for the

futureTrainingSyllabus

YouthProgram

OPENING0830< < < < < BREAKFAST > > > > >0700

Fri Mar 9Thu Mar 8Wed Mar 7Tue Mar 6

36

Site/ Floor Plan

Marketing Strategy

Strategy– Since the target audience is veryspecific, communication can be sentto the intended participants directlyor via their National ScoutOrganisation Headquarters.

• Suggested Communication Tools:– APR circular– APR website– APR magazine– Email– Direct mail– Newsletter– Visit by APR staff to differentNSOs

Premiums• Souvenir event badge• Event t-shirt• Wrist bag• Pens• Scarf• Document bag

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Launching of the New Scout Brand

• Theme:

Scouting New Century, New Brand

• Objective:

1. To officially announce the new Scoutbrand to all member NSOs as well asScouting friends.

2. To market Scouting to as many worldcitizens as possible and solicit theircontributions for the progress of theMovement

• Target Audience1. Internal - All member NSOs (delegates/observers/etc.)

2. External - International mass media, press - WOSM partners (WAGGS, UN Agencies)

• When-Riding on the 38th World Scout Conference-16 July 2008- 8.00pm to 9.00pm

• Venue- Tamna Hall, ICC, Jeju, Korea

• What…- Marketing and PR professionals- Technology arrangement for theCeremony (5 senses)- Scout from all nations – sing a song- Flags of all NSOs- Outdoor – e.g. laser performance- Exhibition on trend of historic scout brand- Live broadcast / web-cast via internet- Refreshment

• How…- Breakeven budget- Income: US$2.2M (tentative)- Expenses: US$2.2M (tentative)- Rationale: ride on the WSC2008 tominimize cost spent for the event- Other major incomes are from

o Donations, Sponsorship, sellingof premiums

Concept Plan

Research• Ride on WSC2008 to ensureattendance• Core target audiences are there

Design• Creative, realistic, practical• Effective• Affordable

Planning• Set up of sub-committee• 8 core meetings to be held within 2 yrs• Assign role and responsibility• Recruitment and appointment ofpersonnel• Finalize roadmap, timetable, milestones

Coordination• Detailed check list; logistic details• Floor plan; decorations• Gantt chart for that day & last 7 days, last4 weeks, monthly & quarterly• Equipment & Gear List• Scripts• Set up of control & mgt. office at ICC• Contingency Plan

Evaluation• Set up the Evaluation Committee• Design survey form• Conduct on site survey• Receive feedback via web• Send out thank you acknowledgement

JEJU Group

38

Budget Plan (tentative)

Income• Donations US$1,000K• Sponsorship US$1,000K• Premiums US$ 200K

US$2,200KExpenses• Ceremony & Stage US$ 500K• Publicity & Promotions US$ 500K• Communications US$ 500K• Secretariat / Int’l Liaison US$ 300K• Main Committee US$ 100K• Logistics & Operations US$ 100K• Financial / Fund Raising US$ 100K• Reception (incl. Catering)

US$ 100K US$ 2,200K

Roles and Responsibilities

• Chairman - Oversee the entire planning,implementation and evaluation of the entire launch

• Vice-Chairman - To cover the duties of chairman in hisabsence - To work out contingency plan inclusiveof insurance coverage.

• Finance/Fund-Raising - To find sponsors/donors - Set up procurement system - Control expenses - Maintain proper accounts

• Reception - Cater food - Ensure sufficient food, good quality offood, variety of food

• Secretariat/Liasion - Book-keeping/documentation - Mailers to NSOs - Appreciation functions/activities - Liaise with World Scout ConferenceCommittee

• Logistics/Props - Prepare all necessary props inclusive ofbackdrops, decorations, booths, launchingmechanism, etc.

• Communications - Videography/photography - Technical issues about live web telecastvia internet.

• Publicity/Gifts - Ensure all NSOs are aware of thelaunch - Production of gifts and premiums - Production of new brand video(Creating a better world) - Liaise with media inclusive ofpreparation of press kit

• Stage Director - Coordinate the entire launchingceremony

Program

1930hr – Arrival of guests2000hr – Arrival of Guest-of-Honor, H.E. King of Sweden, Patron of World Scout Foundation2005hr – Welcome remark by Master of Ceremony2010hr – Welcome Item2015hr – Address by Chairman, World Scout Committee2025hr – Address by Guest-of-Honor2035hr – Launching of New Brand (Laser Show)2045hr – Branding Video – Creating a Better World2100hr – Closing Item (Involves audience participation)2100hr – Reception/End of Ceremony

39

Gantt Chart

Marketing Plan

• Prepare marketing materials incorporation with WSB.• Send out press release/kit to international media• Invitation cards to all delegations in pigeon holes• Set up booth at World Scout Conference venue through out the duration of the Conference• Posters, banners, brochures, information kit (both hard copies and electronic with the Guest-of-honor being highlighted)• Stickers, badges, bookmarks, stamps and first day cover and buttons.

Contingency Plan

• Reserved Master of Ceremony• All committee members know each others job• Detailed risk assessment will be done• Generators on stand-by• Alternative venue and time• Ambulance and medical team on stand by• Emergency evacuation route• Prepare raincoats and umbrellas

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ANJ 2008Create a Better Tomorrow!

• Event:Australian National Jamboree 2008 – ANJ2008

• Theme:Create a Better Tomorrow!

• Date:24 July 2008 to 30 July 2008

• Venue:Cataract Scout Park, Sydney, Australia

The Logo

The Event Proposal

Why:o Fun, excitement, enjoyment, making newfriends, meeting old friends, development,enjoyment in teaching young people values ofscoutingo Interesting programo Interesting location – bush environment,animals, campingo Celebration of 100 years of scouting inAustraliao Promote scouting program to externalcommunity (to influence membership growth)o Educational event for scouts

Who:o Participants invited are Scouts and Guidesaged 12 – 14.5 yearso Staffs are leaderso NSW State office invites all youth andleaders that are members of Scouts Australiaand Guides Australia which fit criteria aboveo No international participantso Expected participation 5000 people

When:o 24 July 2008 – 31 July 2008o Arrivals on 23 July 2008o Departures on 1 August 2008o Opening ceremony 24 July 2008o Closing ceremony 31 July 2008

Where:o Cataract Scout Park, Sydney, Australiao 40 mins from Sydney Airport

What:o ANJ2008o Staff – Human resourceso Financial resourceso Physical support from NSW State officeo Logistics inc hospital, toliets, transportation,fuel stationso Technology inc computers, wireless,softwareo Radio stationo Camp siteo Cateringo Securityo Safetyo Exciting program and activities – adventure,water activities

How:o Cost of event to association $2.6mo Must pay registration fee - $550.00o Application forms to be completedo Must fit age range criteriao Must be registered scout membero Must come with troop participant andcontingento Leader can be individual but must bemember of contingent

Eventor Group

41

The Event Concept

Objectives:o Celebrate 100 years of scouting in Australiao Promote youth program

Audience:o Participants invited are Scouts and Guidesaged 12 – 14.5 yearso Staffs are leaders and rovers

Budget:o NSW State office previously spent $2m onJamboreeo NSW State office approved budget of $2.6mo Budget set to $2.525m with cost to eachparticipant at $550.00o Have not taken into account sponsorshipboth cash and in-kindo See detailed Budget

Schedule:o Planning, preparation and production ofpromotional materials – 18 months in advanceo Sponsorship, fundraising and programdevelopment and approval – 12 months inadvanceo Registrations confirmed, logistics finalised,staff training – 6 months in advanceo For details please see Gantt Chart

Format:o 4 sub camps plus 1 staff sub campo Sub camp made up of troops of 30 workingin patrol systems 6 youth in each patrolo Onsite activities – water slide, commandocourse, abseiling etco Off site activities – city tour, water activities,blue mountain adventure etco Evening entertainmento Global development villageo Cultural crossroads

42

Venue:o Cataract Scout Park was chosen because:

Established camp site Can hold 5000 participants Close to Sydney Has existing infrastructure Will highlight Australian environment andcamp craft See detailed Site Plan

The Show:o Create a Better Tomorrow – the youth oftoday will create a better world tomorrowo Programme – adventurous, entertaining,educational, spiritual for the development ofthe youth of todayo Each participant will receive ANJ2008souvenir pack

The Marketing Strategy

Marketing Plan:o Highlight what participants will get for thefee they pay such as fun activities, adventure,life lasting friendships – for participantso Highlight educational concepts and personaldevelopment programs – for parentso Highlight attendance by a large number ofyouth – for sponsors

Promotion Plan:o Application form createdo Brochure highlighting registration deadline,event fee, what they get for coming, activities,venue, date, general informationo Highlight “earlybird fee” for earlyregistration

The Tools:o Campaigns

March for advertising AJ2008 Helicopter Banner

o Combination of communication types E-mailing to the scout leader Scout magazines and circulars Ads on TV, Radio & Newspaper

o Multiple layers of distributionBrochure

o Complementing mediumsTV, Radio & NewspaperICT

o Word of mouth & visits to local groupso Newsletters/publications/circularso Handouts at meetings and forumso Mail outso Interactive CDs and websiteso Info distributed through various scoutingchannelso Media (radio, newspapers, magazines,television, etc)o Interneto School/University publicationso Posters and other outdoor advertisingo Announcements at community events

Premiums:o Scarfo Woggleo Badgeo Patcho Belto T-shirto Hato Jamboree handbook *Donated by related enterprises

43

Event Organisation Chart

The Contingency Plan

• have host Stateregister early

• Morepromotion – oneto one contact•Earlyregistration andprovide discount

• Lower theprice• Goodsponsorship plan

• Price might beprohibitive• No promotion

Low attendance

•Fire 2.5km toevent site

•Have bush firefighters on hand•Back burning•Understandingfire control

•Check firelevel conditionwarnings•Regularweather reports

• hot weather,dry conditions

Bush Fire

Trigger forContingentaction

Plan to reducelikely effect

PreventativeAction

Likely CausePotentialProblem

44

World Scout Conference

(Korea 2008)

• Theme:

“Peace and Harmony in Scouting”

Event Proposal• Why

- An opportunity to offer a chance toNSOs to express their interest andunderstand World Organization ofScouting Movement (WOSM).

• Who- NSOs Key-three, Regional committee(such as : APR)

• When- 01 – 05 August 2008 (5-day)

• Where- Tamna Hall of InternationalConvention Center Jeju (ICC Jeju)- Jeju Island is located in the center ofNortheast Asia. There are numerousflights linking the island with majorcities in Korea . The conference venueis only about 40-minute drive from JejuInternational Airport.

• What- AV system, Projector, Computer,Transportation, Souvenir, Stationary,Catering, Guide, Accommodation, FirstAid Station

• How- $500 US per participant

The Logo

Event Planning

• Objective

- To promote Peace & Harmony in scoutingat least 50% NSOs committed.

• Audience

- 150 NSOs Key-three representatives

- 7 Regional Key-three representatives

• Budget

-$TOTAL

500,000.00 50,000.00CONTINGENCIES

150,000.00FOOD

100,000.00RENTAL OF VEHICLES

125,000.00PR

75,000.00SOUVENIRS

EXPENSES

500,000.00$Registration ( 1,000 participants x US$ 500.00)

INCOME

KORJSHIPS Group

45

Gantt Chart

Time table

Day 1- Full day : Arrival + Registration

Day 2- AM : Registration + GeneralInformation

PM : Site Tour + opening ceremony

Day 3- Meetings

Day 4- Meetings

Day 5- AM : Meeting

PM : Closing Ceremony + dinner

Floor Plan STAGE

Month - 18 - 12 - 9 - 6 - 5 - 4 - 3 - 2 - 1 0 +1 +2 +3

Confirmed Event details

Publishing internal & External

PR Registration Operation Logistic/Equipment Risk Management Administration

Marketing Strategy

• Join functions with other organizations

• Special gathering for social program, suchas: Site Tour

Communication Tools- Invitation Letter- E-mail- Newsletter- Website- Meeting- Banner- Poster- Flyer

Conference Schedule

Organization Chart

Day 1 Day 2 Day 3 Day 4 Day 51 Aug, 2008 2 Aug, 2008 3 Aug, 2008 4 Aug, 2008 5 Aug, 2008

0700 - 0830

0830 - 0915

0915 - 0945

0945 - 1030

1030 - 1100

1100 - 1230 Break for Refreshments Conference Conference Conference

1230 - 1400

1400 - 1630 Conference Conference Conference

1630 - 1700

1700 - 1900 Conference Conference Conference

1900 hrs Welcome Dinner Dinner

Break for Refreshments

Integration Session

Time

Lunch

Breakfast

Arrival and Registration

Opening Ceremony

Educational Tour

Conference Conference Conference

Break for Refreshments

46

“Scouting Reaching New Heights”

Objective

• Celebration 100th years of Scouting

• The diamond jubilee birthday celebration ofhis Majesty the King Gyanendra Bir Bikram Shah Dev

• To encourage young people fromdifferent corners of the world to visitNepal for their out door interests andadventures

Basic Info

1) Participant

• Representatives from different countries

• Minimum eligibility– Aged 18 to 49– Should be reasonably fit– Have to received a series of training– Must be familiar with alpineenvironments– Must understand the risks that campingand climbing above the snowline pose.

2) Venue

- “Lord Baden Powell Peak” / Nepal - “Lord Baden Powell Trek” / Nepal

3) Time / Date

- Aug 28 ~ Sep 16, 2008

4) Registration closed on 28 February 2008

Map

Activities

Background

In a bit to encourage young people fromdifferent corners of the world to visit Nepalfor their out door interests, TourismAuthorities of Nepal have been looking atdifferent potentials and in this connection,His Majesty’s Government of Nepal hasrecently announced a new trekking route inthe Ganesh Himal area and a Peak nearby,with the height of 5825m at Langtang valley,North of Kathmandu, to be named after thefounder of International Scouts, 'Lord BadenPowell'. With these decisions taken by HMGof Nepal, these products of Nepalese tourismindustry are to be called as 'Lord BadenPowell Trek' and 'Lord Baden Powell Peak'respectively.

Trekking the BP Trek

– A part of the team set to involve in thehistoric 'Baden Powell Trek' and the ascentof 'Baden Powell Peak', interested participants from all parts of the world shall gatherin Kathmandu and head for Kakani, site ofthe Nepal Scout's Camp.

Unity Balloon Group

47

– After spending two nights in Kakani withorientation and necessary briefing on theproposed trip, the team shall drive toGatalang, -- kms from Kakani and do a dayslong trek via Shangdenkharka,Rasuwagadhi & Briddhim which is named as'Baden Powell Trek'.

• Once the circuit is completed, then it isanother two days walk to Kyangjin towardsthe 'Baden Powell Peak'.

• After spending a night at Kyangjing, theteam shall head for the Base camp where theformal inauguration of this Base camp shalltake place.

• There will be selected members from thetrekking team to take part in the climb whichwill make an ascent of the peak and put flagsof Nepal, International Scouts and NepalScouts on the summit.

• This occasion shall be taken as formalinauguration of the ‘Baden Powell Peak’.

• The team shall return back to Kathmanduafter completing the mission where theCertificate of Achievement shall be distributedto participants amidst a function.

Trip Itinerary:

• 26th Aug: Scouts gather at Kakani,the Nepal Scout's camp.

• 28th Aug: Formal launching of theE xpedition, handover offlags.

• 29th Aug: Drive to Gatlang.• 30th Aug: Trek to via Wilje Yugre

Kharke.• 31st Aug: Trek to Jagashwor.• 1st Sept: Trek to Thinjung.• 2nd Sept: Trek to Sunduru.• 3rd Sept: Trek to Tatopani.• 4th Sept: Trek to Thuman.• 5th Sept: Trek to Rashuwagadhi.

• 6th Sept: Trek to Briddim.• 7th Sept: Trek to Syabru Besi.• 8th Sept: Trek to Lama Hotel.• 9th Sept: Trek to Kyangjin.• 10th Sept: Rest day at Kyangjin.• 11th Sept: Trek to Base Camp.• 12th Sept: Trek to High Camp.• 13th Sept: Summit Ascent and

return to Kyangjin.• 14th Sept: Return to Lama Hotel.• 15th Sept: Return to Syabru Besi.• 16th Sept: Drive to Kathmandu.

Climbing the BP Peak

– This is a fairly demanding climb and soyou should be reasonably fit, or know thatyou can get fit quickly.

– No experience is necessary; howeveryou must be familiar with alpineenvironments and must understand therisks that camping and climbing above thesnowline pose.

Trip Itinerary:

• 4th Sept: Arrive in kathmandu.• 5th Sept: Free day in Kathmandu.• 6th Sept: Drive to Kakani Scout

Camp.• 7th Sept: Drive to Syabru Besi.• 8th Sept: Trek to Lama Hotel.• 9th Sept: Trek to Kyangjin.• 10th Sept: Rest day at Kyangjin.• 11th Sept: Trek to Base Camp.• 12th Sept: Trek to High Camp.• 13th Sept: Summit Ascent and return

to Kyangjin.• 14th Sept: Return to Lama Hotel.• 15th Sept: Return to Syabru Besi.• 16th Sept: Drive to Kathmandu.

48

Housekeeping

1) Administration• Registration should be reached to NepalScout Association by 28 February 2008.

Prices:Trekking members: US$800Climbing members: US$850(prices include all meal, local transporta-tion, sherpa guides, cooks, tents, sleepingbags, etc.)

• For additional nights in KTM in a hotel costsranges from US$15 per room per night withBP up to US $25 – US$50 depending uponthe facilities available.

2) Logistics / Transportation• Arrange transportation from Nepal Airportto Kakani Scout Camp

• Local Resources Provider, e.g. Medicalsupport – to check the physical condition,medicine, etc.

• Weather forecast by the GovernmentObservatory

3) Accommodation• Arrange accommodation for participants• Arrange suitable meals to the participants

4) Departure• Arrange local transportation to airport• Souvenir/ gifts to participants

Risk Management

• During the journeyBase-camp staff keeps communication withthe climber at specific intervals

• Rescue TeamHelicopter, radio, satellite phone

• Safety and Security TeamLook after the security issue of the basecamp

Marketing

Internal

External (Nepal)

1)Press Conference2)Internet / Web Site3)Professional / Experts Advice4)Specialist Magazines5)Live Crew (Media) <= During theevents.

Conference / Seminar /Workshop

Internal CircularCircular

Training CourseBulletin

Scout MagazineInternet / E-mail

NSOWOSM

49

Organization Chart

Budget

Income:Trekking: US$800 * 500 = US$400,000-Climbing: US$850 * 100 = US$ 85,000-Total: US$485,000-

Expenditure:Administration US$ 10,000Marketing & PR US$ 30,000Operation US$150,000Finance US$ 5,000Logistics US$ 20,000Risk Management US$100,000Contingent Support US$170,000Total: US$485,000

Note: If we have other donations, we will putit as an extra income. The expenditure couldbe released.

Gantt Chart

Contingency Plan

Administration

Risk Management

Logistic/Equipment

Operation

Registration

PR

Publishing theEvent(internal)

ConfirmedEvent details

Brainstorming

+3+2+10-1-2-3-4-5-6-9-12-18-24Month

Staying for fewmore dayswaiting fornextconquer

Rescue TeamEvacuation

NilNilNature Disasteravalanche

ClimbersChange toTrekker

NilWeatherForecast

Nature DisasterBad Weather

Trigger forcontingent action

Plan toreducelikelyeffect

PreventiveAction

LikelyCause

PotentialProblem

50

Name Ms. Emma Barker Name Mr. Wang, Tseng- Jung

Country Australia Country Taiwan

Position Member, APR Mngmnt Sub-Committee Position Scout Leader

E-mail int.comm@scouts.com.au E-mail tjwang68@hotmail.com

Name Mr. Fred, Ho Tak Hong Name Mr. Bhuban Chandra Baruah

Country Hong Kong Country India

Position Asst. Regional Commissioner (Program) Position Leader Trainer(s), state Training Commissioner(s)

E-mail fthho@yahoo.com Email -

Name Mr. Katsumi Yoshida Name Dr. KIM Eun Gui

Country Japan Country Korea

Position Manager, Int'l Service Dptmnt Position National Board Member

E-mail saj@scout.or.jp E-mail egkim@mail.kcu.ac

Name Mr. HAN Soo Bean Name Ms. SHIN In Soon

Country Korea Country Korea

Position Rover Position Manager, Planing & Research

E-mail dahlia8687@hotmail.com E-mail isshin@scout.or.kr

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

Group 1 - Eventor

Name Mr. Justin, Wong Yip-tong Name Mr. Ivanhoe, Ko Chi wan

Country Hong Kong Country Hong Kong

Position Deputy District Commissioner (Training) Position Regional HQ Comm. (Leader Training)

E-mail justinwong@net-yan.com E-mail rhqc_lt@yahoo.com.hk

Name Mr. Makoto Nakano Name Mr. Md. Kamrul Islam Selim

Country Japan Country Bangladesh

Position Member, International Committee Position Training Executive

E-mail makoto.nakano@nifty.com E-mail scout@bangla.net

Name Mr. Andrew Ang Kah Hin Name Mr. SHIM Sang Ho

Country Singapore Country Korea

Position Deputy National Programme Comm. Position Deputy International Commissioner

E-mail ang102sk@yahoo.com.sg E-mail znyshim@freechal.com

Name Mr. KIM Chong Chan Name Ms. LEE Sung Hee

Country Korea Country Korea

Position Local Council Commissioner Position Rover

E-mail ds2sby@hanmail.net E-mail ssung0830@hotmail.com

Name Ms. KIM Heong Hee

Country Korea

Position Cub Scout Leader

E-mail maddest@empal.com

PHOTO

PHOTO

PHOTO

PHOTO

Group 2 - Unity Balloon

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PARTICIPANTSDIRECTORY

51

Name Mr. Malcolm Tan Ban Hoe Name Ms. Lindy, Lau Chi kwun

Country Singapore Country Hong Kong

Position Assistant Chief Commissioner Position Regional HQ Comm. (Training Ad.)

E-mail malcolmbhtan@hotmail.com E-mail ic_cream@hotmail.com

Name Mr. Bollo Baruah Name Mr. Minoru Nishimura

Country India Country Japan

Position District Training Commissioner Position Chairman, Event Committee

E-mail - E-mail mi_nishimura@yonezawa.co.jp

Name Mr. Charlie M. Cameros Name Mr. MOON Jong Gug

Country Philippine Country Korea

Position MIS Executive Position Local Council Commissioner

E-mail ccameros14@yahoo.com E-mail mjk5050@empal.com

Name Ms. LEE Don Hee Name Mr. LEE Jung Hoon

Country Korea Country Korea

Position Local Council Commissioner Position Rover

E-mail ldoonti@yahoo.co.kr E-mail viva1457@hotmail.com

Name Mr. BYEUN Sang Kwon

Country Korea

Position Chairman of International Round Table, KSA

E-mail bsk7110@hanmail.net

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

PHOTO

Group 3 - KORJSHIPS

PHOTO

Name Mr. Jamal Abdullah PHOTO Name Mr. K. Jayaraman

Country Malaysia Country India

Position Assistant Leader Trainer Position District Commissioner (India)

E-mail klinikaidura@yahoo.com E-mail chindhajayaraman@yahoo.co.in

Name Mr. Jason, Ng Ka leung PHOTO Name Ms. PARK Mi Lyun

Country Hong Kong Country Korea

Position District Commissioner (Victoria City) Position Local Council Commissioner

E-mail ijkl@netvigator.com E-mail milyun21000@hanmail.net

Name Mr. Noriman Ali Salam PHOTO Name Mr. LEE June Chol

Country Singapore Country Korea

Position National Scout Commissioner Position Executive Board Memmer

E-mail noriman@pacific.net.sg E-mail youthljc@hanmail.net

Name Mr. GWUN Taek Gu Name Mr. KWON Young Ki

Country Korea Country Korea

Position Local Council Commissioner Position Local Council Commissioner

E-mail tggwun@changsanit.com E-mail kyk5290@yahoo.co.kr

PHOTO PHOTO

PHOTO

PHOTO

PHOTO

Group 4 - Jeju

52

Name Mr. Aaron Wardle Name Ms. Wu Yuet-seung, Janice

Country Australia Country Hong Kong

Position Young Adult, APR Mngmnt Sub-Comm. Position Asst. Regional HQ Comm.(Leader T)

E-mail acwardle@ihug.com.au E-mail janiceyswu@yahoo.com.hk

Name Mr. Kumud Kalita Name Mr. Patrick, Tan Kwang Yeong

Country India Country Singapore

Position L.T(s) District Training Commissioner Position Area Commissioner

E-mail - E-mail pkytan@pacific.net.sg

Name Mr. PARK No Hyun Name Mr. LEE Gi Nam

Country Korea Country Korea

Position Position Local Council Commissioner

E-mail nhbark@lycos.co.kr E-mail lgn88@naver.com

Name Ms. HYUN Ji Won Name Dr. Yoon Soo RHA

Country Korea Country Korea

Position Rover Position University Professor

E-mail rosa0104@naver.com E-mail bizlaw@sendu.com

PHOTO PHOTO

PHOTO PHOTO

PHOTO PHOTO

PHOTO PHOTO

Group 5 - B.B

53

Name Eric KHOO Heng Peng Name Simon Hang Bock RHEE

Country WSB/APR (Malaysia) Country Korea

Position Chairman, Management Sub-committee Position Chairman, Management Sub-committee

E-mail keric@tm.net.my E-mail

Name Abdullah Rasheed Name S. Prassanna

Country WSB/APR (Maldives) Country WSB/APR (India)

Position Regional Director World Scout Bureau APR

Position DirectorAdministration & Resources Development

E-mail rasheed@worldnet.scout.org E-mail prassanna@worldnet.scout.org

Name Syd Castillo Name LEE Young Ku

Country WSB/APR (Philippine) Country Korea

Position Director, Youth Programme and IT / APR Position Secretary General, KSA

E-mail syd@worldnet.scout.or.kr E-mail yklee@scout.or.kr

Name Hong Seung Soo Name KIL Ho

Country Korea Country Korea

Position Director, International Service KSA Position Director, General Affair KSPA

E-mail danny261@hanmail.net E-mail kh3552@hotmail.com

Name CHO Yong Tak Name KO Dai Woong

Country Korea Country Korea

Position Staff, International Service KSA Position Staff, KSA

E-mail ytcho@scout.or.kr E-mail kodaiwoong@scout.or.kr

STAFF

PHOTO PHOTO

PHOTO PHOTO

PHOTO PHOTO

PHOTO PHOTO

PHOTO PHOTO

Name MIN So Yeon Name OH Sei Eun

Country Korea Country Korea

Position Staff, International Service KSA Position Staff, International Sevice KSA

E-mail symin@scout.or.kr E-mail sennie@scout.or.kr

Name OH Byung Eun Name YIM Eun Seon

Country Korea Country Korea

Position Staff, KSA Position Staff, International&Public Relations KSPA

E-mail E-mail yesyim@scout.or.kr

Name PARK Hyuk Name HONG Seong Soo

Country Korea Country Korea

Position Rover, KSA Position Rover, KSA

E-mail E-mail 81919@hanmail.net

Name KIM Keon Woo Name Jo Hong Jin

Country Korea Country Korea

Position Rover, KSA Position Rover, KSA

E-mail E-mail

PHOTO

PHOTO PHOTO

PHOTO PHOTO

PHOTOPHOTO

PHOTO

STAFF DIRECTORY

54

Name John A. Gemmill Name Luc Panissod

Country World Scout Committee (Canada) Country World Scout Bureau (France)

Position Member, World Scout Committee Position Deputy Secretary GeneralWorld Scout Bureau

E-mail jgemmill@worldnet.scout.org E-mail lpanissod@world.scout.org

Name Mathieu Pouret Name M. Zainul ABEDIN

Country World Scout Bureau (France) Country Bangladesh

Position Unit Manager, World Event WSB Position Vice-ChairmanManagement Sub-Committee APR

E-mail mpouret@worldnet.scout.org E-mail zain_412@yahoo.com

Name Paul KUA Name Triadi Parmana Suparta

Country Hong Kong Country Indonesia

Position Member, Management Sub-Committee Position Member, Management Sub-Committee

E-mail E-mail triadi@scout.or.id

PHOTO PHOTO

PHOTO PHOTO

Guest & Management Sub-Committee

PHOTO PHOTO

55

Activity

0700 0830 Breakfast

0830 0915 Meditation & Integration

0915 1000 Workshop Objectives

1000 1100 Events in Scouting

1100 1130 Refreshment Break

1130 1300 Principles & Best Practices in Events Management

1300 1430 Lunch

1430 1520 Opening Ceremony

1520 1600 Group Photo & Refreshment

1600 1730 Event Management Process

1800 1930 Event Planning

1930 2100 Dinner

Time

Day 1

Wednesday - October 11, 2006

Program

Activity

* 0700 0830 Breakfast

* 0830 1030 Event Planning (continued)

* 1030 1100 Refreshment Break

* 1100 1230 Events Coordination

* 1230 1400 Lunch

* 1400 1630 Events Coordination (continued)

* 1630 1700 Refreshment Break

* 1700 1830 Event Marketing

* 1830 1900 Reflections

* 1900 2100 Dinner

Time

Day 2

Thursday - October 12, 2006

PROGRAM

Activity

* 0700 0830 Breakfast

* 0830 1030 Group Work Presentation

* 1030 1100 Refreshment Break

* 1100 1130 Open Forum and Evaluation

* 1130 1200 Closing Ceremony

* 1200 1300 Lunch

* 1300 2200 Educational Tour

Time

Day 4

Saturday - October 14, 2006

PROGRAM

TIME DAY -110 October, Tue

Day 111 October, Wed

Day 212 October, Thu

Day 313 October, Fri

Day 414 October, Sat

Day 515 October, Sun

730-0830 Breakfast

830-0915 Integration Session

915-0945 Opening Ceremony

945-1030 Workshop Objectives

Event Planning(continued)

Event Marketing(continued)

Group WorkPresentation

030-1100 Break for Refreshments

100-1200 Open Forum andEvaluation

200-1230Events in Scouting Events Coordination Event Risk Management

Closing Ceremony

230-1400

First Staff Meeting

Lunch

400-1515Principles and bestpractices in Events

Management

515-1630 Event ManagementProcess

Events Coordination(continued)

Event Administrationand Evaluation

630-1700 Break for Refreshment

700-1830 Event Planning Event MarketingWorkshop on Designing

and production of anevent

830-1900

Arrival andRegistration

Reflections

Educational Tour

1900hrs Welcome Dinner Dinner

Departures

WORKSHOPPROGRAMME

56

OPENING CEREMONY

09:15hrs Participants Assemble

Arrival of the Chief Guest

Welcome address and introduction of participants and guests

Introduction of the Workshop by APR

Remarks by Mr. LEE Won Hee, President, KSA

Official opening of the workshop

Key note Speech by Dr. Ji Hyun HAN (Ms.), Vice-President,KSA

Vote of thanks by ……………

– Group photo

– Tea

Master of Ceremony

CLOSING CEREMONY

Date/Time: 14 October 2006

1830hrs• Assemble in the Hall

• Invocation by KSA

• Welcome of Guest of Honor by

• Seminar Report by Seminar Director

• Participants’ views by 1. 2.

• Presentation of Certificates byand exchange of mementos

• Message by WSB/ APR Representative

• Closing Remarks by

• Vote of Thanks by

Master of Ceremony:

OPENING ANDCLOSING PROGRAMME

57

CLOSING REMARKS

Now we have come to the closing of this APR Events Management Workshop.

Your passionate devotion during the 4 days of long journey has made this workshopmore meaningful. I would like to express my deep gratitude to those of you who havecome here and shared great moments with us.

Especially, John Gemmill, Luc Panissod and Eric Khoo who came here in spite of busyschedule and Simon Hang Bock Rhee, our Management chairman and all themanagement sub-committee members.

And last but not least, my sincere thanks to Mr. Abdullah Rasheed and his WorldBureau APR staff for their endless support from the planning stage until the final day.

The most important people of this workshop are the participants from 12 countries -Australia, Bangladesh, China, Hong Kong, India, Indonesia, Japan, Korea, Kiribati,Malaysia, Philippines, and Singapore.

Thank you again for your hard work. I hope to see you all back here in 2008 for thenext World Scout Conference and expecting you to bring the big delegations with you.All my staff and I hope you have a safe and pleasant flight back home.

See you again soon.

Simon Hang Bock RheeInternational CommissionerKorea Scout Association

58

PHOTOS

59

60

EVALUATION SUMMARY

POST WORKSHOP EVALUATION SUMMARY

A. Please check () the appropriate box for each item.

No Workshop ObjectivesFully

AchievedSubstantially

AchievedNot

Achieved

1. Identify the importance of events management 61% 39%in Scouting (20) (13)

2. Explain:• Types of Events• Event Designing and Planning 55% 45%• Event Coordination (17) (14)• Event Marketing• Risk Management in Events

Personal Expectations

1. My personal expectations are met during this 48% 52%workshop (15) (16)

B. Please check the appropriate answer.

1. What is your opinion about the leadership of the workshop? Very effective 53% (18) Effective 47% (16) Ineffective

2. How about other members of the staff? Very Helpful 76% (26) Friendly 24% (8) Authoritative

3. How was the pace of the workshop? Too Fast 3% (1) Fast 61% (20) Normal 30% (10) Slow 6%

(2)

4. Are you satisfied with the workshop content? Yes 94% (30) No 6% (2)

5. How useful are the workshop documents? Very Useful 18% (6) Useful 79% (26) Irrelevant 3% (1)

6. How was the food? Very Good 48% (16) Satisfactory 45% (15) Needs Improvement

8% (2)

7. Accommodation facilities were Very Good 42% (14) Satisfactory 52% (17) Needs Improvement

6% (2)

61

EVALUATION SUMMARY

C. Three things I like most about this workshop· Friendly participants (11)· Warm staff (5)· Hospitality (4)· Atmosphere (3)· Event Management content was fully understand (3)· Good food (3)· International night (3)· Accommodation (2)· Event Coordination session (2)· Facility (2)· Lots of gift to take home (2)· Assignments· Availability of resource speakers from WOSM and APR· Campire· Educational tour· Event Marketing, Event Risk Management and Events in Scouting· Learn how to manager international workshop· Learn new terms related to Scout events· Location· Preparing a project proposal· Update on World and Regional Events

E. Three things that needs improvement for future workshop· Time schedule, very tight (9)· Books reference, checklist, handouts should be pre- given (7)· Communication with other nationalities (5)· Bigger space (4)· Quality of the contents (4)· Availability of snack shops (2)· Effective presentation from each group (2)· Short explanation (2)· Air conditioned room· Different pronunciation· Direct support from WOSM and APR· Facilitators be more cheerful· Final assignments· Flexible Program· Food· Food variety· Inform earlier if there are changes· Interpreters· Longer workshop· More reference from past events· Preparation, research and planning· Separate room for discussion· Venue

D. Other Comments· Thank you to all the staff (4)· More free time (2)· All materials have to be given in advance and all results (products) be given after class· Implementation· Muslim meal· Not everyone has an event management background· Room ventilation· Too many distractions· Wonderful workshop