7BASIC STEPS TO

SUCCESSFUL EVENT MANAGEMENT

Student Edition

Hello!I am Grace Kim,

and I believe that Event Management falls under the mass umbrella of Public Relations. In this presentation, I will be discussing the process of creating, planning and executing a successful event that will bring attention to the media.

I am a graduating senior at Biola University, and this presentation is meant to be friendly guide geared towards students specifically in this field. Cheers!

“Productivity is never an accident. It is always the result of a commitment to

excellence, intelligent planning, and focused effort.” -Paul J. Meyer,

Author and Founder of Success Motivation Institute

“Alone we can do so little; together we can do so much.”

Helen Keller

1TEAM

FORMATION

➜ Form a team of like-minded individuals with various talents (marketing, business, public relations, design, photography, administration, etc.)

➜Establish roles in responsibility and leadership.

➜ Keep in mind the team dynamics. A team that works well together can accomplish plenty.

➜ Communication is key. Establish rapport with each other.

➜ Understand the strengths and weaknesses of each team member.

TEAM FORMATION

Excellent team management is one of the determining

factors to a successful event.

2IDENTIFICATION

OF BRAND

➜ Identify your brand. ○ Create logos, mission statements,

purpose and content.○ Build a digital media kit.

➜Establish your identity as an organization, event, conference, etc. on social media and/or website.

➜You need to know what you’re all about, before sharing about it with others.

IDENTIFICATION OF BRAND

DigitalEstablish your brand presence digitally. Open up platforms, such as Facebook, Twitter and Instagram. This avenue gives accessibility to the media and your target audiences.

IDENTIFICATION OF BRANDPrintMake sure to have print material on hand. It’s important to have necessary material, such as posters, pamphlets, business cards, etc.

3BRAINSTORMING OF MESSAGE

Let this be a creative process, where big and small ideas can come into play. Open your mind to different

possibilities!

➜ Brainstorm, brainstorm, brainstorm!○ Consider creative and tactical ways to

take your branding/event to the next step.

○ Pick each other’s brains. Challenge each other. Ask questions.

➜Take notes. ➜Pick out best ideas at the end of your session

and dissect them together. ○ Keep brainstorming!

BRAINSTORMING OF MESSAGE

BadDisregard ideas - If anything, dissect it. See what can come out of it.

Settle. - No, don’t settle. Think big. Think innovatively.

Good vs. Bad Brainstorming

GoodNo idea is absolutely a stupid idea. Cooperate with one another.

Challenge each other to think one step ahead, and consider various options.

4PLAN

CONSTRUCTION

PLAN CONSTRUCTIONIdeas

Use the ideas from your brainstorming session. This is the process where you bring it to life!

Example:Idea - Promoting the event to local student publications. Plan - Creating contact list + content for communication

PlanningDetermine the sequence of your strategies and tactics.

Pull those notes together, and start an action plan.

Assign roles and duties to your team members.

Preparation

Now that the roles and duties are assigned, it’s time to start preparing and get the team rolling.

Write those emails. Make those phone calls. Preparation starts now!

5SCHEDULING

Timing is everything. Avoid

procrastination!

➜Create a schedule to get all the assignments and tasks done in a timely manner. ○ The schedule should be programmed to

be accessible for all members of the team.

○ Have a designated person to send out deadline reminders and to check up on the progress of the work periodically.

➜Continually communicate with the team. ○ When you are falling behind, still

communicate.

SCHEDULING

6EXECUTION

THE EXECUTION PROCESS

Assignments should be done and processed by each member of the

team.

Keep track of responses and results of the completed

assignments.

If every task was tracked accordingly, the execution process

should be smooth, but it’s important to keep staying on top

of it.

7DIAGNOSIS

This last step should be a time of reflection, discussion and evaluation. Review all of the feedback received from the public and the media. Be open-minded to all the lessons!

➜ Time to review, discuss and evaluate the executed event.

➜Here are some questions you can ask yourself and the rest of the team:○ Overall, how did we do?○ How was our event successful?○ Did we successfully attract the media? ○ Did people know about our organization

fairly well prior to the event?○ What are some improvements that can

be made?➜Take time to put together the closing

proposal, and take notes for next time!

DIAGNOSIS

“Whatever you do, do it well. Do it so well that when people see you do it they will want

to come back and see you do it again and they will want to bring others and show them how well you do what you do.” - Walt Disney

Thanks!

As a Public Relations major at Biola University, I’ve been equipped to produce public relations campaigns, monitor and analyze social media, coordinate events and skillfully develop multimedia projects, such as photos, videos and podcasts.

You can find me at:@gracejiwonkim on Twitter or email gracejiwonkim@gmail.com