1. 1. Events Management Exhibits Conventions Meetings
2. 2. There are three (3) words to remember when organizing an event: Plan. Do. Check. theres no next time for an event. Careful planning and execution is a MUST.
3. 3. M any of us have observed events, most of us have participated in events but few of us have managed events. As an event manager, you are there to do far more than just observe. You are there to ensure the smooth running of the event, to minimize the risks and to maximize the enjoyment of the event audience.
4. 4. Size of Events MEGA EVENT These are generally targeted in international markets. All such events have a specific yield in terms of increased tourism, media coverage and economic impact.
5. 5. HALLMARK EVENTS Hallmark events are designed to increase the appeal of specific tourism destination or region. MAJOR EVENTS These events attract significant local interest and large number of participants as well as generating tourism revenue.
6. 6. MINOR EVENTS Most events fall into this category and it is here that most event managers gain their experience.
7. 7. Type of Events SPORTING Sporting events are held in all states and territories and they attract international sports men and women at the highest levels.
8. 8. Entertainment, Arts and Cultural Festivals
9. 9. Commercial, Marketing and Promotional Events
10. 10. Meetings, Conventions and Exhibitions
11. 11. Family Events
12. 12. Fundraising
13. 13. Miscellaneous Events
14. 14. THEEVENTteam
15. 15. Event Manager An EVENT MANAGER is generally supported by at team which grows exponentially as the event draws near. A planning team that works together for a year explode into a team of 500 for the short period of the event
16. 16. This phenomenon has been termed the pulsing organization by Alvin Toffler (1980) who coined the term to describe organization that expand and contract in size.
17. 17. It is important to note that the event manager typically works with a number of contractors. This could include any of the following: venue managers stage managers lighting, audio and video companies decorators and florists entertainers employment agencies rental companies
18. 18. public relations and marketing consultants security companies catering companies cleaning companies ticketing operations printers
19. 19. ORGANIZATIONAL structure STEP ZERO:
20. 20. From a classroom perspective, the first thing to do in events management is to create an organizational structure that is appointing or the different personalities in the group to create the working committees.
21. 21. Organizational Structure based from Convention and Exhibition Manual by Latvian Consul General Robert Lim Joseph: It includes: Chairperson and five operating committees including the secretariat.
22. 22. Secretariat responsible for: Registration Printing Documentation and language services Central communication and information Administrative services Information services
23. 23. Program Committee Takes care of the business sessions (for conventions) opening and closing ceremonies, promotions, physical and technical arrangements.
24. 24. Finance one of the first things that finance committee should do is to determine the cost of events and the sources of funds and when these funds would be made available.
25. 25. Finances primary source of funds is ticket / registration fees. Finance should study past ticket prices and or registration fees and analyze if a higher fee can be charged without significantly reducing the attendance.
26. 26. Some sources of additional funds include: Sponsorship Company / product exhibits (in the event venue) Donations from establishments, professional groups and subsidies from municipal, provincial or city government and other agencies with direct interest in the event.
27. 27. Event Promotions is directed towards attracting participants and stimulating support for the event. All promotional activities must be measured against this yardstick since promotion can be very expensive. Each event promotional activity must be: attractive, cost effective, informative, timely
28. 28. The main components of a promotional program are: print materials personal communications advertising, publicity outdoor decors promotional trips social media
29. 29. Print materials (like posters, brochures, flyers) distributed to prospective event participants have promotional value, and must therefore be designed with promotion of the event in mind Organizers of successful events attest to the effectiveness of telephone calls, text messages, and personal letters to influential friends. Personal communication is most effective as a means of counteracting any negative publicity that could jeopardize event attendance.
30. 30. Publicityis a type of promotion that consist little or no cost at all. Example: words of mouth Outdoor dcor billboards, banners and other types of outdoor dcor, in general, are very attractive but can be expensive Promotional trips promotional trips (school visits, bar tours, office blitz) are perhaps the most expensive item in the promotional campaign but they are absolutely necessary