LECTURE
LECTURE
MANAGEMENT
SERVICES
EVENTS PLANNING ON SITE EVENTS
SERVICES MANAGEMENT SERVICES
TYPE:-
● Formal/Corporate Events- Conferences,Product
Launches,Meetings,Networking Events
● STRENGTHS:
These are the attributes of your project/organization which
are helpful in achieving projects objectives. For e.g.:
experienced event team, high motivation level, excellent
PR, good market share etc.
● WEAKNESSES:
These are those attributes of your project/organization which
are harmful in achieving projects objectives. For eg.: social
loafing, lack of funds, inexperienced event team, low energy
level, lack of media and corporate contacts etc.
SWOT Analysis
● OPPORTUNITIES:
These are those external factors which are helpful in
achieving the project’s objectives. For eg.: little
competition, favorable economic conditions, support from
the local authorities, availability of the state of the art
infrastructure etc.
● THREATS:
These are those external factors which are harmful in
achieving the project’s objectives. For eg.: high competition,
little or no support from local authorities, bad weather, poor
infrastructure, high labour rate, unavailability of raw material
etc. It is very important that
you conduct SWOT analysis before developing an event plan
to develop a strategy which maximizes the potential of
strengths and opportunities of your project and at the same
time, minimizes the impact of the weaknesses and threats.
ANALYSIS REPORT
● After conducting market, competitors, product/service research and SWOT analysis, create
a report which contains details of all the research work done by you.
● Documentation of your research work is important, Later for event evaluation. Your
analysis report will also help you in getting sponsorship for your event.
Events Planning - with 5 W’s Concept
We follow 5 ‘W’s (i.e. Why, What, When, Where, Who)
principle to create an event plan.
● WHY
‘Why’ means, why you want to organize the event i.e. event
objective. What do you want to get from the event? For e.g.:
do you want to organize the event to enhance your company’s
brand image, to increase company’s sales, to promote your
client’s products/services or to promote a social cause etc.
Defining event objectives at the very start of event planning is
very important as it gives you the direction in which you
should proceed to accomplish your objectives. Organizing an
event without clear objectives is a huge waste of both time and
resources.
● WHAT
‘What’ means what you are going to do in the event i.e. what will
be the:
EVENT NAME What will be the name of the event? For
example: ‘BKK’.
FOOD AND BEVERAGE MENU it contains the list of food items
and beverages you will serve during the event to guests and target
audience
GUESTS PROFILE who will be your chief guest and other
guests? Your guest list must include organizers, sponsors, partners,
clients and specially media people. Use your imagination to create
good titles to woo your guests. Like ‘ Guest of Honor’ , star guest
etc. Never give special treatment to one particular guest or guests’
group
TYPEOF ENTRY Decide how will be the entry. Entry will be by
ticket, pass or invitation only.
ENTRY FEES What will be the entry fees? If you are going to
charge entry fees, then be prepared to pay entertainment tax. Your
entry fees should be according to your target audience’s status. If
you overcharge you won’t get any audience.
PROMOTIONAL CAMPAIGN How you are going to promote your event, organizers, sponsors, partners
and clients:- pre-event, at-event and post-event.
PROGRAM MENU It is the list of various activities that will occur as a part of the event.
EVENT BUDGET to determine your event budget finds out what will be the cost for producing and
marketing the event.
● WHEN
When you are going to organize the event (i.e. date and time)? Keep
following things in mind while selecting date and time for the event:
● WHO
3. Venue History
Before hiring a venue check out the history of the venue. Find out how many events have been organized in
the venue so far. In this way you can find out whether or not venue and the staff there is event friendly. This
will help you immensely when you later organize event there as you will have
to do less amount of work in making the venue suitable for the event. If venue has noise ordinance
problems in the past like neighbours calling the cops to shut down the event, then it is not a good idea to
organize event there especially outdoor event.
4. Venue Services
Before hiring a venue check out the number of services provided by the venue like:
PARKING FACILITY
Make sure venue has its own parking space . It should be big enough to accommodate your target
audience’s vehicles conveniently. If parking space is not adequate then look for other venue. Never
compromise on parking space especially if you are organizing event on a large scale.
SECURITY ARRANGEMENTS
Security of guests, services providers and target audience is very important issue which should never be neglected or
compromised at any cost. Make sure that your venue has adequate number of fire extinguishers, fire alarms,
emergency escape routes, sprinkler system (a system consist of overhead pipes designed to control or extinguish
fires), security personals, handicap ramps, security cameras, first aid kits and power backup (like generator, inverter,
UPS). Your venue must have separate entrance and exit gates and it should not be more than 30 minutes away from
the nearest hospital. If your venue is at a remote location then presence of doctor and ambulance is a must. Also
make sure your mobile phones properly works there. If your mobile phone network area is weak there or doesn’t
exist then you must have some other modes of communication like satellite phone. For large scale events presence
of firefighters, fire engine, police, paramedical team with ambulance is a must.
THANK YOU!