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Transcript of Event Management Trainer: Liz Pride. Learning Outcomes Describe the legal requirements of event...
Event Management
Trainer: Liz Pride
Learning Outcomes
•Describe the legal requirements of event planning
•Identify the major elements of Event Planning
•Complete a project plan for planning an event.
Things to Consider When Choosing Your Event
Objective/purpose:What is the purpose of the event?
•Fundraising +.........
•Networking?•Consultation?•Promotional/awareness raising?•Giving information•A combination of the above?
Target audience
Who makes up the target audience? (How will you reach
•Members of the public?•Voluntary Sector?•Public Sector (businesses)?•Members of the organisation?•Supporters?•Young people?•The unemployed?•People from diverse cultures and backgrounds?•A combination?
Things to Consider When Choosing Your Event cont
Date:This will depend mainly on the composition of your target audience:
Things to consider:
•Daytime/lunchtime/evening?•Weekday or weekend?•The availability of the chosen Chairperson and keynote speakers•The availability of the venue•School term times•Peak holiday periods•What else has been organised locally and nationally which may clash?
Things to Consider When Choosing Your Event cont
Things to Consider When Choosing Your Event cont
Budget:
Cost considerations:
•Venue•Staffing (Prior organisation and on the day itself)•Travel•Insurance•Catering•Marketing (Posters/flyers, website, printed tickets)•Licences•Sundries e.g. prizes
Things to Consider when Organising a Fundraising Event!
•Do any laws/regulations apply? Licence needed? Public liability Insurance required?
•Advertising-Where and when? Posters? Press release? Adverts? Parish Magazine?
•Tickets –printing and venues for selling. Is sponsorship possible?
•Admin – registration forms/databases etc
Venue – accessibility. Health and Safety issues. Licence required? Parking. Maps. Are all required items available? (Cups, tea urns etc) Enough chairs?
•Manpower – are all the tasks allocated to individuals?
•Timings
•Money – is a “float required”? Think of the denominations. Who is responsible for collecting and counting (2) Security.
•Clearing up – who will do this?
•How will your group inform the public of the success of the event/the amount of money raised?
•Who will you need to thank? How will you do this?
Things to Consider when Organising an Event! Cont.
Marketing Basics•Effective publicity using plenty of “white space”, has large text and not too much of it, some clear visuals, and the event, time and place very prominently placed on the material.
•Sell the benefits of attending very clearly (not only to your organisation, but especially to the attendee)!
•The material needs to overcome the barrier of inertia in individuals....think how best to do that for your target audience.
•Always give a contact number for enquiries.
•It is a legal requirement that fundraising material should carry the charity and company limited by guarantee numbers
Action Plan 4: The Gantt Chart
Promises Auction on 9th November
Area / week beginning
17-Aug 24-Aug 31-Aug 07-Sep 14-Sep 21-Sep 28-Sep 05-Oct 12-Oct 19-Oct 26-Oct 02-Nov 09-Nov
PlanningWrite action
plan
Recruit Support and decide team
roles
Team planning meeting
Book auctioneer
Team meeting to
review progress
Team meeting for pre-event
prep
Final team meeting
Event!
VenueCheck venue
availability
Choose date
Book venue and
catering
Double check
venue and catering
details with ticket
numbers
Publicity Design
Draft flyer and posters
Flyer finalised
and printed
Flyer and poster
distributed
Flyer and poster
distributed
Get sponsorship for auction brochure
Get sponsorship for auction brochure
Get sponsorship for auction brochure
Press release and
Radio interview
Print promises
list in brochure
Distribute brochure at
event
Gathering promisesStart
gathering promises
Gathering promises
Gather promises
Gather promises
Gather promises
Gather promises
FinishGathering promises
TicketsDraft ticket
design
Ticket design
finalised and printed
Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets
Sell tickets on door (if catering allows)
Legal issues and evaluation
Check legal issues
Apply for event
Licences if necessary
Check out H & S
requirements
Complete documente
d risk assessment
Evaluation meeting after the event for
review and debrief
What Why How Who When Resources
Book venue and practical arrangements
Need to be clear about dates in advance
- Review possible venues with whole team
- Contact possible venues- Check availability of caterers- Book Auctioneer
TomBy 31st August
May need a deposit for the booking?
Marketing Need to publicise event
- Flyer- Poster - Article in paper
Dick31st Aug31st Aug12 Oct
Printing and postage costs?Design costs?
Gathering promises
Need to have promises to auction to fundraise at the event
- Approach team members- Approach family and friends- Advert in Parish magazines- Write to large companies- Approach local shops
All team31st Aug- 12th Oct
Travelling expenses???
Tickets
Need to have tickets to sell for the event to raise funds
- Design tickets- Get tickets printed- Sell tickets
HarryHarryAll team
24th Aug31st Aug7th Sept-25th Oct
Printing costs?
Legal Issues To conform to legal requirements
- Check legal issues- Apply for any licences- Check out H & S requirements- Complete documented risk
assessment- Public Liability insurance
Jane By 21st SeptInsurance costs?
EvaluationTo measure success (and failures)
- Count monies raised- Review feedback received- Review difficulties experienced
All teamWeek after the event
Action Plan – The TableAuction of Promises on 9th November
Legal Considerations
Alcohol
Temporary Event Notice
Temporary Event Notices are for temporary events involving licensable activities.
Such activities can include the sale of alcohol. Unlike a Premises Licence, you do not have to advertise the application.
A Temporary Event Notice costs £21.00. Cheques should be made payable to Oxford City Council.
www.gov.uk/temporary-events-notice
Procedure for Submitting a Temporary Event Notice
Online forms on the City Council website
Applications for Temporary Event Notices must Be given ten clear working days (being Monday - Friday) before the event. Some venues already have an alcohol licence, but if not, you will need to apply in advance to the council Large-scale events Temporary Event Notices cannot be used for events of more than 500 people. If you are planning such an event, you will need to obtain a Premises Licence if the premises are not already licensed. Please contact the Licensing Authority to discuss the requirements further.
Public Entertainment LicenceLocal Government Miscellaneous Provisions Act 1982
Where two or more people are performing and or/dancing is involved a licence is required •Halls and Community Centres usually have their own licence but check.
Health and Safety Issues•For every event there must be a competent, named organiser
•A documented risk assessment is required
•Evacuation procedures must be identified
•Medical provision must be made
Regulations around Raffles, Lotteries and Tombolas etc
Gambling Act 2005
•If selling printed raffle tickets in advance of the date of the draw must register as Small Society Lottery with the Local Authority.
•Registration operates on a calendar year and costs £40 for the first year, and £20 for every year thereafter.
•After each lottery held, a “lottery submission” must be made to the Local Authority within three months of the date of the lottery on a “Small Society Lotteries Return Form”.
Ticket Information
Tickets must state:
•The name of the organisation on whose behalf the lottery is promoted
•The price of the ticket
•The name and address of the member of the organisation responsible for the promotion
•The fact that the organisation is registered with the Local Authority
•The date of the draw
Private, Work or Residents’ Lotteries
•No permit/licence required if:
•No proceeds from the event will be used for private gain
•The lottery is promoted wholly for a charitable purpose
•Not more than £500 deducted for the cost of prizes
•Not more than £100 deducted for the cost of other expenses (printing tickets etc)
•Tickets only sold during the event and on the premise where the event is held
•The results will be made public while the event is taking place.
Risk Assessments for the Event
Hazard Likelihood Action to minimise risk
Trip hazard of projector cables on floor
High as cables in audience thoroughfare
a) Cover cable in heavy cable tubing
b) Place visible warning sign at start of thoroughfare
Risk Assessment for Event Project Itself
Objective What could prevent its
achievement (variance)
The result of the variance
How this variance could be prevented/and or addressed
Holding a fundraising Garden Party
Significant rain prior to, and on the day.
People not buying tickets prior to the event, or turning up on the day.
Have an indoor venue as back-up and state this on the tickets