Event mgt chap 3

MANU H NATESH MBA,M.Com. BMSEAC manu@bmsec.ac.in

Chapter 3

Conduct of an Event

1 . Preparing schedule/ timeline

2. Assigning responsibilities

3. Budget of event

4. organizing

5. Communication of event 6.

checklist

Timeline or schedule meaning

• Planning the schedule is a detailed list of required tasks and steps required to be complete with completion date and person or committee responsible for each task.

Planning schedule/ timeline for events

Assigning responsibility

• Event director has the authority to assign roles and responsibilities to different event team members.

• Each of them play significant different part in carrying out event strategies

Assigning responsibilities

Budget for event

• Establishing the economic environment of the event

• Establish budget guidelines• Identify and estimate cost areas and revenue

sources• Prepare a draft for the committee and approval• Evaluate the draft• Prepare final budget and control

Tools to control the budget

• Break even analysis• Cash flow analysis• Profit and loss

statement• Balance sheet

Common budgeting mistakes

Mistake #1 - Forgetting to Write Down ExpensesMistake #2 - Intentionally Not Writing Down

PurchasesMistake #3 - Buying On ImpulseMistake #4 - Becoming the Victim of Budget BustersMistake #5 - Being so Frugal it Makes You MiserableMistake #6 - Ignoring the Time Value of Money

Budget for event

Seating arrangements• Generally you should try to put families together and

work colleagues together. But if you know people don't get on, try seating them separately. It is worth breaking with tradition to have a stress free event.

• Avoid mixing age groups too much. Young children should be seated with their parents. Older children can be seated with their parents, or on a table together.

• Try to create balanced tables, with even numbers of males and females. It is traditional to alternate male-female-male-female guests in some cultures. Some business dinners are seated male-male-female-female for variety.

• If it is a group of people that know each other well you could try splitting up married couples for extra variety.

• Try to avoid putting guests on the same table as ex-partners, unless you are sure this is OK. Remember that every room has 4 corners!

Organizing tables

• U shape

• Hollow square shape

• Octagon shape

• Clusters shape

• Board room shape

• Class room shape

• Banquet /town meeting

• Auditorium/ theatre style

Communication of event

Types of communication in an event

• Communication between all parties involved in the event.

• Communication with public at the event

Methods of communication in an event

• Portable radio system• Internal external telephone

links• Public address systems• Closed circuit television

systems(CCTV)• Videos /information boards• Mobile phones• walkie talkies• Loud hailers• Alarms• Face to face( staff contact)

Checklist

• a list of items required, things to be done, or points to be considered, used as a reminder before the event.

Name of event – what

(building opening, sports day, art show, launch of new program)Date of eventTime of eventLocation of eventEvent coordinator/contact personTarget audience – who

Who is this promotion targeted at?What does the audience need to know?What will hold their interest?

Message – what

What do you want to say to the target audience?What do you want them to know/do?Objectives – why

Be clear about what you hope to achieve with this event.Description of event – what

Risk assessment – what

Identify possible risks and develop strategies to minimise risks.

Evaluation criteria established

What were our aims/objectives?Did we achieve what we set out to do?Did it come in on budget?What were the intended/unintended outcomes?How do we measure effectiveness?What tools do we use to measure our success?

Checklist Who will be involved in the event Date/s of event determined Location/venue for event booked Target audience determined Message determined Objectives set Risk assessment completed Evaluation criteria established DECS Strategic Communications informed/involved

Early event planning Person responsible ActionDate to be completed

Budget Source identified Sponsorship Break even point established Have you accounted for the GST?Protocol Request to invite Minister or CE in writing and timely (six to eight weeks

prior to event) Protocol issues (relating to Commonwealth/State funding) Anything that needs to be approved by DECS Strategic Communications Anything that needs to be approved by the Manager Minister’s office notified DECS Strategic Communications notified Education News notifiedInvitations Mailing list generated/updated Invitation composed Invitation checked Printer Calligrapher RSVPs (responsible person briefed) Invitation list compiled Names on list and titles/addresses checked for accuracy Special guests/speakers alerted to make time in diaries Invitations sentCatering Cost per head or upfront Upmarket or casual Beverages – orange juice, mineral water, tea and coffee (instant or

percolated) Food – fruit platters, bagels, danish, bagettes, sandwiches, biscuits and

cakes Hot or cold Self service or waiting staff Internal or external catering Power required Equipment required Tables, tablecloths, cups and saucers Plates, napkins, knives and forks (disposable/non-disposable) Can the theme of the event be followed through in catering? Special dietary requirements of guests Menu

Early event planning Person responsible ActionDate to be completed

Advertising Press, radio TV, school newsletter Education News Media release – DECS Strategic CommunicationsTalent Book and brief RehearsalsSignage Organise plaque if necessary Check plaque wording with DECS Strategic Communications Departmental signage booked with DECS Strategic Communications Other signage produced

Program/running sheet/speeches Program finalised Running sheet written Program/running sheet sent to speakers Speakers fully briefed Speeches written Let caterers know program - when to serve drinks/foodValue added for guests Copy of publication, CD-ROM Gifts Programs Catalogues Special offers/discounts Competitions PrizesSecurity Security alerted Occupational health, welfare and safety concerns addressed Provision of first aidAudio/visual requirements PA system CD or tape player Lapel or handheld microphone Lighting Extra electrical requirements LecternStaffing Extra required Staff to meet and greet guestsAmbience Floral arrangements, pedestal – can the theme of the event be

followed in flowers? Background music

Early event planning Person responsible Action Date to be completedGuest comfort Wheelchair access Toilet facilities

Hospitality Welcome signage at entrance Ushers briefed Cloak room Red carpet

Housekeeping Cleaning before and after On standby during the event

On the day Time for set up by whom Time for dismantle by whom Dais, stage Tables, chairs layout Chair covers Floor plan VIP seating Book courier/transport Name tags Clear location directions Registration desk

After the event Person responsible

Debrief Comments on all aspects (negative and positive) Guest feedback Guidelines for improvement next time Evaluation against criteria Celebration Thankyou’s

Role of computer systems in event management

• Support for communication

• Recording events• Create powerful

brand connections• Breaking language

barriers• Virtual events• Use of social media

Create powerful brand connections• Social media• Online streaming• Website visitors• Data analytics

Event mgt chap 3

Marketing

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