8 fei vienam workshop festival timelines

Nick DoddsManaging Director

British Council VietnamFestival Workshop17-20 March 2010

Lịch trình FestivalHai nguồn hữu ích từ UK

Hội đồng Du lịch Xứ Wales• http://www.timelineforevents.co.uk/english/index.html

Sự kiện Scotland• http://www.eventscotland.org/funding-and-resources/event-

management-a-practical-guide/


Nội dung kế hoạch Người xử lý Đỏ Đỏ Vàng Vàng Xanh Xanh Chú thích

Ngày sớm nhất Ngày cuối Ngày sớm nhất Ngày cuối Ngày sớm nhất Ngày cuối

Ý tưởng/ Thiết kế Sự kiện

Thành lập ủy ban

Đề ra lịch trình Lập Kế hoạch

Nghiên cứu và xác định ngày

Mở Tài khoản Ngân hàng

Ý tưởng Chính/ Chủ đề

Tìm Địa điểm – Đặt chỗ

Xác định các quỹ

Xác định các giấy phép cần thiết

Kiểm tra ràng buộc pháp lý

Đội Tổ chức

Liên hệ với các điểm thăm quan/sự kiện khác

Xác định ai làm gì

Đưa ngày vào Danh sách Sự kiện

Bắt đầu xin cấp phép

Dự thảo Ngân sách

Bảo hiểm – tổ chức/hỏi giá

Xây dựng Kế hoạch Marketing

Bắt đầu hẹn lịch với nghệ sĩ/ người khác

Tài trợ




Xây dựng kế hoạch PR/Báo giới

Trang Web

Kiểm tra tình hình cấp phép

Làm hồ sơ xin tài trợ

Liên hệ nơi đặt quảng cáo

Duyệt ngân sách

Duyệt Kế hoạch Marketing/PR

Duyệt Quỹ tài trợ

Duyệt Kế hoạch Thực hiện

Contingency-Risk assessment

Health /Safety/Security

Transport control

Emergency plan

Emergency Services

Confirmation Bookings-artists

Marketing/Full PR

Weather

Operational Plan

Venue

Services/Facilities

Entertainment/Media

Staff/Training

Dealing with Visitors

Catering/Merchandising

Administration




Contingencies

Evaluation-Finalise Accounts

Set Date for Next Event

Feedback to Sponsors/Funders

Final PR

Staff De-brief/Thank you

• Chapter 1:Where to Start - General Planning

• The planning process is one of the most important aspects in successful Event Management: the more robust the plan, the smoother the journey to success. In this chapter we give you a guide to general planning.



• Chapter 2:Business Planning

• An event Business Plan serves to communicate the strategic plan for taking the event forward, usually over a period of three to five years (if it is not a one-off proposition). Every event should have a Business Plan, and this chapter explains how you should go about creating one.


• Chapter 3:Putting the Team Together

• There are no ‘off the peg’ organisational structures that can be employed to deliver events. Each event is as individual as the objectives it aims to achieve – and the people that deliver it.

• Chapter 4:Budgets and Financial Planning

• Good financial management is fundamental to the delivery of successful events. Our advice is simple: plan ahead, be realistic, keep on top of your budget and implement control systems that work for you.


• Chapter 5:Making it Add Up - Financial Planning

• When predicting the likelihood of an event’s success, two important questions have to be asked: 1) Is it financially viable? 2) Is it sustainable? (if it’s not a one-off proposition) This chapter will give you a head start where fundraising is concerned


• Chapter 6:The Programme

• Regardless of event type, a strong event programme is essential for success. If the programme is insubstantial or of poor quality it will not live up to the expectations of the audience/participants. This chapters gives you advice on setting up a programme.


• Chapter 7:Legal Issues

• Understanding your responsibilities under law is an essential part of effective event management. Organising an event involves taking care of a variety of legal issues. At the outset you need to define the legal responsibilities associated with running your particular event, and if they can be delivered within the available timescales.


• Chapter 8:Insurance

• Organising the appropriate insurance for your event is essential. Attention to detail is of utmost importance when putting in place the cover that is required. In taking out insurance, the insurer/underwriter agrees to provide security against future loss, damage or liability in return for a non-refundable premium paid by the event.


• Chapter 9:Event Production

• This chapter is intended to help you start thinking about how to safely deliver your event from an operational point of view.


• Chapter 10:Operational Communications

• This section describes two operational communication tools: 1) The Event Manual and 2) the Staff Briefing Document. Guides are provided to help you create your own versions.


• Chapter 11:Marketing and Communications

• This section aims to give those who are new to event marketing and communications a basic guide to help them through the planning process. It may also act as a stimulus for more experienced event marketers to review or rethink existing activity.

•


• Chapter 12:Visitor Research

• How can you develop and grow your event audience if you don’t know anything about it? Building a picture of who attended the event, where they came from, how they found out about it, what they enjoyed and if they will return is essential when developing marketing strategies. Discover our tips for visitor research in this helpful chapter.

•


• Chapter 13:Post Event

• It’s not over yet. The final step in the event management process is one of good business practice and good housekeeping and our advice is to start it as soon as possible after the event.


8 fei vienam workshop festival timelines

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