[PPT]Event Management - · Web viewEvent Management It’s not rocket science! Taking the...

© Jeannette Allison March 2009

Event Management

It’s not rocket science!


Taking the fear out of organising

Successful events every timeSo where do we start?


The event

What is the purpose of the event What do you want to achieve Who is your target audience.


Event timetable

Make a checklist Include dates for completion of task.

Event timetable/checklist NACO Annual Conference 2009

Organising Committee Mtg March 2008 Venue inspection visit March 2008 Accommodation inspection March 2008 Book Venue April Book Accommodation April Organising Committee Mtg May Invite speakers/guests May Prepare Budget May Budget approved Prepare Conference Programme & Registration Form

Book entertainment Book photographer Programme & Reg Form to Printers

August Mailshot Conference Programme September Return date: Registration Forms (6 wks prior)

2nd wk January

Prepare joining instructions Prepare final Programme Final Programme to printers Mail joining instructions (3 wks prior) with attendance list

1st wk February

Printing of speakers name boards

Prepare table plans etc Press Release Attend event 5/6 March


The Venue

Where? What type of venue? When? CARDINAL RULE – Never book a venue

without an inspection visit!


Venue checklist

Correct combination of rooms Accompanying exhibition required Obtain maximum capacity numbers What style of seating is required


Venue checklist

Is a stage necessary – location Does the main room have any obstructing

pillars etc Does the main room have an

induction loop system


Venue checklist

Is there natural light/will the room blackout How noisy is the heating/air con Does the venue have a dedicated

co-ordinator who can assist with arrangements


Venue checklist

What audio visual equipment isneeded

Is there an adequate PA system Is there good access for disabled

delegates.


Booking the venue

Meet with the conference co-ordinator Obtain room hire rates – negotiable! Conference venue – daily delegate rate Check cancellation fees Venue schedule.


Overnight accommodation

If accommodation needed, is it important for all delegates to remain in one location

If using several hotels, is travel to main venue required

Single or twin rooms


Overnight accommodation

INSPECT all accommodation Checklist Check latest release dates without

incurring cancellation fees.


The budget

Anticipated number of delegates Is the event to break-even or profit desired Is sponsorship to be sought Always allow a ‘contingency’ Be REALISTIC.

Anticipated No. of delegates 100 Projected

£ Actual

£ General Event: Printing

Preliminary Programme & Reg Form

Conference Programme Menu cards Speakers name boards

£250.00 £500.00 £60.00 £45.00

Stationery Name badges Delegate Wallets

£80.00 £150.00

Entertainment After dinner Band Caricature Artist

£500.00 £100.00

Photographer £95.00 Flowers £150.00 Speakers’ expenses

Fees Travel Overnight accom

£1,200.00 £450.00 £720.00

Audio visual hire £780.00 Conference Office expenses (travel, accommodation & catering)

£550.00

Total General £5,630.00 Contingency 15% £844.50 TOTAL GENERAL £6,474.50

Projected £

Actual £

INDIVIDUAL DELEGATE COSTS: Daily delegate rate x 2 days @ £32.00

£6,400.00

Drinks reception & Gala dinner @ £45.00

£4,500.00

Overnight accommodation Single room @ £85.00

£8,500.00

TOTAL DELEGATE

£19,400.00

TOTAL GENERAL £6,474.50

TOTAL £25,874.50 Based on 100 delegates £258.74


Sponsorship

Who to approach Sponsorship packages Level of publicity at event.


Invitation to speakers/official guests

Seek commitment as soon as possible Are speakers’ fees/expenses payable Send ADV form.

SPEAKERS’ ADV FORM - Return by (date) Full Name ___________________________________________ Title Mr/Mrs/Ms _______ Company/organisation ______________________________________________________ Address _________________________________________________________________ Tel: Office ________________ Mobile _______________ E:mail_____________________ Title of your talk ___________________________________________________ Brief synopsis (please provide a brief synopsis of your talk for publication) ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ Biographical details (please provide a brief biography for publication) Audio Visual Equipment (please indicate your requirements) Interactive whiteboard Multimedia projector Standard whiteboard DVD player OHP Projector Flipchart Other equipment?

Signed _______________________________ Date ___________________


Conference Programme

Decide whether preliminary or final programme

What to include CARDINAL RULE –

proof read thoroughly!


Registration Form

Include to whom the form is to be returned to with contact information

Include the closing date for receipt – 6 weeks prior to event

Include request for special requirements – dietary/disabled access/help in an emergency.


Joining Instructions

3 weeks prior to event Include Registration Card Final materials and attendance list.


Organising an Exhibition

As with Conferences, establish objectives of exhibition and identify exhibitors

If alongside conference, ensure tea/coffee/lunch and/or other events are integrated into the exhibition space

Follow up initial mailshot withtelesales call


Organising an Exhibition

Produce an Exhibitors manual for hire of shell extras, furniture, flowers etc

Always produce an Exhibitors showguide Always tie-in exhibition arrangements

within conference programme Complete a Risk Assessment


At the event

Arrive at least the day before Meet key organising personnel Establish first aid contact Complete final risk assessment Ensure registration desk in prime location If something goes wrong:

DON’T PANIC!


Assessing failure or success

Evaluation form At the event or sent out separately.

EVALUATION FORM Your feedback is essential to monitor the effectiveness of our events.

Name: Company: Conference: Workshop(s) attended:

WorkshopEvent:

How would you rate the content and relevance of today’s Conference? (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Comments:

Score

...

What could be done, if anything, to improve the quality of today’s workshop? (consider timing and duration, location and environment) How would you rate your Workshop Leader in the following key areas? (Excellent = 4 Very Good =3 Good = 2 Poor = 1) Made you feel comfortable and at ease Communicated well and provided clear and concise instructions Encouraged questions and feedback Knowledgeable about subject matter

Score

...

...

...

...

How would you rate the Conference materials in terms of: (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Quality

Suitability as post-event support

...

...

Have your personal objectives for attending this event been met? (Yes = 3 Mostly = 2 No = 1) If not, why not?

Thank you for completing this form.


What organising nightmares have you experienced and in hindsight what would you have done differently?


Press Releases

Decide if you want to prepare one Decide on target audience How will it be distributed.


How to write a press release

Keep it short & sweet – max 2xA4 sides Decide for immediate release or to be

embargoed Must include the 5 ‘W’s – who, what,

when, where, why and then how.

PRESS RELEASE TEMPLATE (logo) PRESS RELEASE Issued: (date) For Immediate Release OR Embargoed Until: (date/time) TITLE (make it brief and attention grabbing) The first paragraph should be a summary of the story – including Who, What, When, Where. Expand on the details in the next paragraph using Why and How. Remember: the journalist will want to know what is unique or new about the story and why it will appeal to their readers. Then back up your claims with facts and statistics. Follow up your story with quotes in italics, if required. This will bring the story to life. Finish off with details such as dates, times, prices and how to contact you.

## Ends ##

Notes to editors

1. Tell the editor who to contact for more information – incl. mobile, landline and e:mail

2. Also include short background information on your organisation 3. Include company name, fax number, e:mail and website info 4. Include opening hours, prices, venues, dates as appropriate 5. You should also state whether you have photos available


Dealing with media interest

If the media are interested in your story, they will contact you as organiser first

Always protect your guest/speaker Check with him/her to see if they are happy to give

an interview Schedule with journalist at a

convenient time.


Risk Assessments

The safety of your delegates/guests is paramount – reason enough to prepare one!

It’s a careful examination of what could cause harm to people, allowing you to assess if you have taken enough precautions or should do more to prevent harm.Its being prepared!


Preparing a Risk Assessment

The 5 steps are: Identify the hazard Decide who might be harmed Evaluate risks & decide on precaution Record your findings Review assessment & update if

necessary


What could go wrong at your event and how would you deal with it?


Health & Safety Issues

Knowing your delegates/guests Having access to venue first aider or consider your

own training Knowing the venue emergency evacuation

procedure & alarm Consider making a ‘formal’ announcement at the

opening of your event.


What health & safety issues affect the events you organise?


Need more help / training

Event Management – ACE – Association of Conference

Executives AEME – Association for Event

Management Education


Need more help / training

Risk Assessments –Health & Safety Executive

Press & Media Relations –The Press Association


What have we learnt today?

In short – Never underestimate the task ahead Plan, plan, plan Maintain good effective working

relationships – you can’t do it alone!


What have we learnt today?

Proof read everything Never assume anything Always be prepared!


Thank you and good luck with your event organising

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