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LECTURE

The document discusses event planning and management. It covers topics like developing event concepts and programs, selecting venues, creating timelines and budgets, conducting SWOT and market analyses, and defining objectives and target audiences when planning events.
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© © All Rights Reserved
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0% found this document useful (0 votes)
29 views

LECTURE

The document discusses event planning and management. It covers topics like developing event concepts and programs, selecting venues, creating timelines and budgets, conducting SWOT and market analyses, and defining objectives and target audiences when planning events.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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EVENTS

MANAGEMENT
SERVICES
EVENTS PLANNING ON SITE EVENTS
SERVICES MANAGEMENT SERVICES

• Plan and develop event • Provide on-site event management


proposal or bid services
• Develop an event concept • Manage contractors for indoor
• Develop event program events
• Select event venue and site • Develop and update knowledge on
• Develop and update event protocol
industry knowledge
COMPANY PROFILE EVENTS PROPOSAL
• LOGO • EVENTS BRIEF
• NAME OF COMPANY • PROPOSAL LETTER
• ADDRESS • VENUE DESCRIPTION
• COMPANY TAG LINE • VENUE LAYOUT
• COMPANY INFORMATION • EVENTS TIMELINE
• COMPANY BACKGROUND • SWOT ANALYSIS
• MISSION AND VISION • ACTION PLAN
• KEY EXECUTIVES • SAMPLING ( Décor,
• SERVICES OFFERED Invitation, Staging, Souvenirs)
• SUCCESSFUL EVENTS • Events Program Flow
• GOVENTMENT PERMITS • Budget Proposal
AND RECOGNITION • CONTRACT
• COMPANY PARTNERS AND
SUPPLIERS
What do you think
about EVENT?
EVENT
● An event can be described as a public assembly
for the purpose of celebration, education,
marketing or reunion. Events can be classified
on the basis of their size, type and context,

TYPE:-
● Formal/Corporate Events- Conferences,Product
Launches,Meetings,Networking Events

● Informal/Personal Events- Wedding,Birthday


Party,Festivals Gathering,Family Gathering

● Educational Events- Career fair, Seminars,


Workshop, Debate,Competitions

● Social Events- Charitable Events


(Udaan, Discovering Hope)
EVENT
MANAGEMENT
● Event management is the process of
analyzing,planning,marketing, producing and
evaluating an event.
● It is a different way of promoting a product,
service or idea.
● If an event is managed efficiently and
effectively, it can be used as a very powerful
promotional tool to launch or market a
product or service.
● Event Management requires certain core
values to be deployed to every element,
process and decision to justify professional
approach and achieve effective and efficient
results.
SWOT Analysis In Event Planning
❏ Products/ Services Research - If you are organizing a
corporate event then it is necessary for you as an
event manager to do research of the products/ services
promoted and sold by your corporate client.
❏ Find out how the company promotes its products
❏ How the company wants to build/ enhance the image
associated with its product (also known as the
brand image)?
❏ What is the market value and market share of
he company and its product?
❏ Who are the customers of the product?
❏ What are the features of the product?
❏ What are the advantages and disadvantages of
the
product in comparison to competitors’ products?

All this research will later help us in making an efficient


promotional campaign for corporate events.
SWOT Analysis
It is a strategic planning tool which is used to identify and
analyze the strengths, weaknesses, opportunities and threats
involved in your project. SWOT analysis can also be done on
organization,

● 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:

1. Select date and time according to target audience convenience and


availability For eg.: don’t organize events during work days,
examination days or festival times. The best time to organize events
is during weekends like saturday or sunday.
1. Make sure that your event’s date and time, don’t clash with other
event’s date and time specially bigger event’s date and time. For e.g.:
it is not a good idea to organize your music concert on a day when
there is Bon Jovi concert.
1. Keep climatic conditions into mind while selecting date and time for
your event. It can be disastrous to organize event outdoor on a day
when the weather is stormy or heavy rain is expected. Here you can
take help of your own experience if you are familiar with the climatic
conditions of the region where you intend to organize the vent or you
can take the help of the meteorological department for the weather
forecast. Find out how the weather will be on the day of your event.
● WHERE

Where you are going to organize the event (i.e. venue)?


Check out the venue selection tips.

● WHO

Who will be your organizers, sponsors, partners, clients and


targets audience? How many target audience you are
expecting to visit the event and why? You must have very
good reason to this ‘Why’ as you will have to convince your
perspective organizers and sponsors that why particular
number of people will attend the vent.
EVENT VENUE SELECTION
Keep following things in mind while selecting a venue for your event:

1. Target Audience/ Guest Size


● This means the number of people you are expecting to attend your event.
Make sure that your venue can easily accommodate your expected target
audience.
● Your venue should not be too small or too large for your guests. If it is too large
then you will unnecessarily end up paying more for the venue.
● Get firm indications whether guests plan to attend your event by sending
R.S.V.P. clearly printed on the invitation. The term R.S.V.P is a french acronym. Its
meaning in English is ‘Please Respond’. If R.S.V.P is printed on the invitation then
the invited guest is expected to tell the host whether or not he/she is attending the
event.
● Since many people don’t understand the meaning of this term or don’t bother to
reply back, it is advisable to individually call and ask your guests about there plan
to attend the event. In this way you can get quite an accurate idea of the guest size
which will help you in deciding food and beverage quantities also.
● P.S: Here guest indicates to school and NGO responsible for kids who are
participating
2. Target Audience Convenience
Select venue according to target audience convenience. Your venue should not be very far from the place
where majority of your target audience live. Your venue should have proper lighting and ventilation. It
should not be in a noisy or polluted area. It should be absolutely neat and clean and free from any type of
infestation.

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!

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