Event Management and

Operations
 Recap. Previous class

Let’s recap. Previous class, discuss, & answer questions

 In previous chapter

In previous chapter we achieved:

 A Recognition of the Event Management Organizational structure.
 What are the different positions of the event management org. structure?
 An Identification of Who Leads the Event Management.
 Exploring the role & responsibilities of Event Manager.
 What are the responsibilities of the event manager?
 A Recognition of the practices of Event Management.
 What are the practices of Event Management?
 Chapter 5

Planning Effective Events

 Chapter objectives:

After this chapter you will be able to:

Understand the concepts of planning effective events.

Recognize the stages & steps of planning effective events.
Apply the stages & steps of planning effective events.
Explore the process of creating events.
 Vi d e o o n s t e p s o f e v e n t p l a n n i n g

 https://www.youtube.com/watch?v=I-XjdcpfXoI

 https://www.youtube.com/watch?v=4f26pYvMCGo

 https://www.youtube.com/watch?v=E4mOS3kFsr0
The planning
process
The planning
process
The planning
process
 Quality attributes of data / or information collected:
1. Accurate.

The planning
2. Up-to-date.
3. Relevant.
4.

5.
Readable / meaningful.
Accessible.
process
6. Complete / comprehensive.
7. Credible.
The planning
process
 Creating & content of action / operating plan:
1. What must we do? Task / Activity required.

The planning
2. Who will do it? The operator / person in charge.
3. What are the required resources for doing the task?
(Financial – technical / technological – etc.).
4. What are the potential outcomes for doing this task?
process
5. What is the time frame for doing this task? Start date – due date.
 Planning effective events

 Planning tries to optimize resource utilization across the board.

 A cross-functional team is a necessity here given the complexity in decision-making involved and the
requirement for various event activities.

 Beginning with understanding the client profile, the brief for the event, the target audience and number
expected, a major component of any event that follows is the preparation of the event budget preparation.

 The planning function is involved in micro-level event coordination activities such as contact with the
creative team discussing, facilitating and arranging for the technical specification viz., sound, light, stages
and sets.
 Planning effective events

 Short-listing artists and stand by artists in tune with the dictates of the creative artists is one of the most
challenging tasks in the planning function.

 It also involves checking out alternative arrangements for locating the event, the venue, the conditions for
the event and gathering information to assist in taking a decision on whether the event would be held indoors
or outdoors.

 While at the last task, understanding the requirements of licenses, clearances, etc. and arranging for the same
as and when required is a fundamentally responsible task that the event coordinator is burdened with.
 Planning effective events

 Event Planning is a process of creating, communicating and implementing a more operational roadmap to
guide the actions, policies and decision-making. It should align with the strategic plan and assist in its
implementation .

 It provides a roadmap to guide actions and is continually modified as conditions change, and new
opportunities or threats emerge.

 While it should be fundamentally targeted at guiding regular operations, it should also be adaptable to
account for new opportunities and challenges
 Planning effective events

 The planning period is typically the longest period in the event management process.
 Historically, this has been due to disorganization.
 Disorganization is best characterized by frequent changes resulting from substitutions,
additions, or even deletions due to poor research and design.
 Ideally, the better the research and design, the simpler and briefer the planning period will
be.
 Since events are planned by human beings for other human beings, this theory is fully
with exceptions.
 However, your goal should be to develop a smooth planning process based on careful
research and design procedures.
 Planning effective events

 The planning phase involves using the time/space/tempo laws to determine how best to
use your immediate resources.
 These three basic laws will affect every decision you make; how well you make use of
them will govern the final outcome of an event.
 Benefits of Event Planning

1- To define and practically apply good event planning and financial management practices in annual planning
and day-to-day work.

2- To provide logic and justification for prioritizing different tasks and decisions over others.

3- To systematically define tasks, logic, roles and responsibilities, strategic alignments (internally and
externally), timetables, and budgets.

4- To provide an opportunity for key players such as boards, staff, stakeholders, and partners to be consulted
when setting key objectives and methods.

5- To provide frameworks for developing strategies related to manpower management, marketing, competitor
analysis and stakeholders.
Planning effective events
 SANITY TRIANGLE

TIME

COST QUALITY
Forces affecting Event Planning
 Discuss

 How do you find the event planning process, its steps, and
benefits?
 Group Discussion
10 minutes

 Each group select a certain type of events and apply the planning process & steps as follows:

1. Idea proposal.

2. Feasibility study.

3. Aims & objectives.

4. implementation requirements.

5. Implementation plan.

6. Evaluation & monitoring.

 Group Discussion
5 minutes

 Each group select a certain type of events and make an analysis for the forces and factors affecting the
planning process for this type of events within:

1. Internal (close) environment of the event.

2. External environment of the event.

E v en t P la n n i n g Process
 Initiation

Feasibility study – select an event

Setting Objectives of the event.

Concept development - timing, skills

Contextual factors – budget, legal/ regulatory, economic,

social, political, technological and environmental factors
E v en t P la n n i n g Process
P la n n i n g
Gantt chart
P la n n i n g
E v en t P la n n i n g Process
 Implementation

Schedules

Checklists

People Management
E v en t P la n n i n g Process
 Control &
M on i t or i n g

Setting benchmarks/ standards

Tools
E v en t P la n n i n g Process
 Shu t d ow n

Key Task

Integration of shutdown into key event tasks

Cr eat in g t he Ev en t
Concept
 P r e-ev en t

1. Proposal
2. Budget
3. Venue/ Site Selection and Design
4. Production Schedule
5. Speaker & Supplier Checklist
6. Sponsorship
7. F & B Menu
8. Guest list
9. Risk Management
10. Marketing
11. Promotion
E v en t D a y
 P ost E v en t

Evaluation

Shutdown and Reporting

 Yo u t u b e V i d e o o n t h e s t e p s f o r
planning effective event

How to plan an event:

https://www.youtube.com/watch?v=I-XjdcpfXoI

https://www.youtube.com/watch?v=8kCziFDK3Yk
 Group Discussion

 What are the different types of planning occurred during

the event planning stage?
 Group Discussion

 Howcould event management team control &

monitor the event management process?
 Group Discussion

 How could event management team create the

event concept?
 Group Discussion

 What are the pre-event stage operations?

 Sum-up the lesson

Let’s sum-up the lesson, discuss, & answer questions

 Assignment (2) of 2 marks

After reading the lesson, please write a full detailed report about how to plan an effective
event with the application of a certain type of events.
 LEARNING RESOURCES

Required Textbooks:
 ALLEN, J. (2000), Event Planning: The Ultimate Guide to Successful Meetings, Corporate Events,
Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events, Wiley, New York,
ISBN 0-471-64412-9
 Tun, J. et al. (2006), Management of Events Operations, Elsevier Ltd. London, UKISBN 0 7506 6362 6.

Essential References Materials:

 BERRIDGE, G. (2007), Events design & Experience, Elsevier, Oxford (UK),ISBN 0-7506-6453-3

Electronic Materials:
 http://en.wikipedia.org/wiki/Event_management
 http://www.globaleventmanagement.com/
 Next class

Pre-Event Operations
 Chapter contents:

The Pre-Event operations.

The Pre-Event operations.
The key steps to successful events.