EVENTPOD Corporate Event Planning
Services in Australia
Presented by: Adam King
Eventpod Pvt.LtdSydney Office: Level 1, 100 Clarence Street, Sydney, NSW 2000, Australia Contact no. :+61 (0)2 8296 5890Email: [email protected]://eventpod.com.au/
Conferences
Team Building
Trade Shows/ Fairs
Business Dinners
Meetings Seminars
Concerts
Golf Events
Opening Ceremonies
Press Conferences
Networking Events
Executive RetreatProduct Launches
Theme Parties Annual Dinner
Board Meetings
Incentive Travel
Shareholder Meetings/ AGM
Corporate Events
Application of the management practice of project management to the creation and development of festivals
and events.
Event Managment
To bring all factors together to produce a workable event
Aim of Event Management
Advisor
Chairman
Event Planner
Who Lead the Event
Advisor
Chairman
Finance Sponsorship
Marketing & Promotion Logistic Food &
Beverage
Advisor
Finance Sponsorship Marketing & Promotion Logistic Food &
Beverage
Chairman
Event Manager
A person who plans and executes the event
Event managers and their teams are often behind-the-scenes running the event.
Event Planner
Client Service
Marketing and Communication
Devising the Event Concept
Audio-visual production
Scriptwriting
Logistics
Budgeting
Negotiation
Booking Venue
Identifying the target audience
Role of Event Manager
Initiation
Planning
Implementation
Control & Monitoring
Shut down
Evaluation
Initiation
Planning
Implementation
Control & Monitoring
Shut down
Evaluation
Objective
Concept development - timing, skills
Contextual factors – budget, legal/ regulatory, economic, social, political, technological and
environmental factors
Feasibility study – select an event
Initiation
• Work breakdown structure (Gantt Chart) 1. Determine tasks in detail2. List in correct sequence 3. Establish the timetable• Development of operational and contingency plans • Assessment of resource needs • Budgeting
Planning
What types of Planning?
Venue (Room Layout, registration area, catering, signs, stores,
transportation) Audio Visual
Program Marketing
Planning
Checklists
People Management
Schedules
Implementation
Tools
Setting benchmarks/ standards
Control & Monitoring
Integration of shutdown into key event tasks
Key Task
Shutdown
• WHY – defining the purpose of the event
• WHO – key markets, stakeholders
• WHERE – location/ venue
• WHEN – timing/ duration
• WHAT – type/ form of the event, scale, key program and creative elements and theme
Creating the Event Concept
Pre Event
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
Evaluation Shutdown and Reporting
Post Event
A plan or suggestion put forward for consideration or discussion
by others.
Pre Event1. Proposal
1. Executive Summary
2. Contents Sheet - Major section headings + details of any attachments
3. Introduction - Your approach
4. The Concept - Description including broad outline timings for the actual show- Include floor/ site plan to assist understanding (detailed plans are
in the Planning section or as attachments) - Include artist’s impressions if they add to understanding
Pre Event1. Proposal Content
Indentify Expenditure1. Food & Beverage2. Administration3. Wages & salaries4. Venue5. Lighting, sound & visual6. Staging 7. Graphic design8. Printing9. Decoration10. Entertainment11. Marketing & Promotion
Indentify Income
1.Ticket sales2.Sponsorship3.Merchandising4.Advertising 5.In-kind
Pre Event2. Budget
Guidelines for Selection 1.Availability
2.Size of the event
3.Layout and suitability
4.Stage, field of play or performance area
5.Transport and parking
6.Proximity to accommodation
7.Services available e.g. F&B
8.Technical support e.g. PA system, projector
9.Cost
Pre-Event2. Venue/ Site Selection &
Design
What is to happen
When will it happen
Where will it happen
Who is responsible
Gantt Charts/ Production Schedule
Pre-Event3. Production Schedule
Speaker Checklist1.Send invitation
2.Get writing confirmation
3.Biodata and photograph
4.Slide presentation
5.Accommodation & Transportation Arrangement
Pre-Event4. Speaker & Supplier Checklist
Supplier Checklist 1.List of suppliers
2.List of requirements from every supplier
3.List of their roles and date to set up
4.i.e. audio and visual – projector, notebook, PA system, microphone, cable
5.i.e. photography – how many photographer you need, location of the photographer
Pre-Event4. Speaker & Supplier
Checklist
Why should companies sponsor?
1.Gain access to target markets for promotional messages
2.Generate consumer awareness – used to introduce or build a brand
3.Positioning/repositioning of the existing service/ product
4.Exclusivity – to lock out their competitors
5.Demonstrate product attributes
Pre-Event5. Sponsership
1.Your stakeholders (members, participants) are likely to approve of commercial sponsorship
2.Your event has rights/ benefits of value to a potential sponsor, e.g. access to target markets
3.You have the human resources to sell and service sponsors, e.g. a good sales person
4.There are businesses/ organizations that you would be advised not to seek sponsorship from
Before seeking sponsorship, we should decide whether:
1.Overview of the event including mission/ goals, history, location, current and past sponsors, program duration, staff, past or anticipated level and predicted attendee profile
2.Sponsorship package on offer and its cost. This might range from naming rights or sole sponsorship to designated sponsorship categories
3.Strategic fit between the event and the needs of the organization
4.Duration of agreement, e.g. agreement for one year, optional for 3 years renewal
5.Contact details
Sponsorship Proposal
1.Who has sponsored the event recently?
2.Research the sponsors of similar competitor events – who is in the market?
3.Examine what particular companies or products have a fit with your event
Identifying Sponsors
1.Identify the decision maker in the company that you are approaching
2.Try to obtain a personal interview to discuss the sponsorship
3.Sell opportunities (access to target market, capacity to meet with specific VIP’s)
4.Provide a benefit package (competitively priced) that will meet some of their marketing needs
5.Be creative in the form that your sponsorship proposal takes
6.Interact with potential sponsors in a professional way
Selling Sponsorships
1.Make sure that you keep in regular contact with your sponsor – manage the relationship
2.Discuss and agree with your sponsor on clear objectives and agreement
3.Reports achievements as part of negotiating for renewal of the sponsorship
Managing the relationship
Check and comparethe menu
Food Tasting
Confirm the menu
Pre Event6. F & B Menu
Prepare the Guest List
Send Invitation
Confirm the attendance
Pre Event7. Guest List
Is a way of helping you to identify and resolve the risks that could result in accidents, injury or damage.
Pre Event8. Risk Management
Risk Management Process
Identify Risks Analyse & Evaluatethe Risks Identify Options
What can happen? How can it happen? Create an action plan
Treat the Risks
Pre EventRisk Management
Event Marketing is a matching process in which the eventproducer seeks to understand and meet the needs of theiraudience
Pre Event9. Management
Is a planning for a promotion
Positioning Identify target marketHow attendees regard a specific event or other
events of a similar nature
Marketing Strategy
MarketingStrategy
Identify Target Market
Set Objective
Segmenting Event
Markets
Exhibitors Participants No. of Participants
Gross & NetProfit
Geographic:
Local
Regional
international
Demographic: Age Sex
income
Socio-economic: Education
occupation
Other:
Topic
Price
Marketing Strategy
1. Promotion
• Direct/ electronic marketing e.g. direct mail, electronic newsletters, web advertising, mobile phone – sms blast
• Advertising e.g. media releases, media kits, live media crosses (media sponsor)
• Sales Promotion e.g. cross promotions with sponsors• Others e.g. partnerships with media/ other events
Application of Marketing Strategy
2. Place (Distribution)
• Direct e.g. through phone, internet
• Indirect e.g. distribution through associations, banks, telecommunications service centers, flyer distributors etc
Application of Marketing Strategy
• Create or increase awareness of the event
• Create or enhance a positive image of the event
• Position the event relative to its competitors
• Inform target market(s) of the event
• Generate demand for the event
• Remind target markets of the event details
Pre Event10. Promotion
Promotion
Advertising Publicity Sales Promotion Direct Marketing Personal Selling
Promotion
Running Sheet must state the following:• What is to happen • When will it happen• Where will it happen• Who is responsible
Event DayRunning Checklist
Logistic Checklist- Transportation, Stock, Layout, Furniture
Contacts Checklist– Guests, VIPs, Vendors, Liaison Officers, Speakers, Participants,
Public Authorities
Event DayRunning Checklist
Why Evaluate Events? 1.To determine the success of the event in relation to its
objectives2.To enable feedback and improvement3.To report to stakeholders4.To ensure the future and reputation of the event5.To contribute to overall data on events
Post Event1. Evaluation
Post Event1. Evaluation
• Profile of attendees – age, organization, occupation, whether
they came individually or in groups• Transport or parking statistic• Their expectations and satisfaction levels• Their suggestions for improvement• How they heard about the event – this is important for your
future marketing strategy planning
What to measure
• Shutdown should be planned as carefully as other stages of an events
• The majority of accidents and thefts occur in the shutdown phase of an event
• Checklists should be prepared for each shutdown area• Shutdown activities normally take place in reverse order to bump-in
and set up
Post Event 2. Shutdown and Reporting
1. Arrange storage or disposal of all event signage, props and equipments
2. Settle all the payments and prepare an actual account3. Prepare a full report on the event outcomes and report to all key
stakeholders and media on the outcomes and achievements of the event
4. Make recommendations for future refinements and improvements to the event
Shutdown Activities
WHY CHOOSE US?
• Provides high quality services.• Give proper attention to every
client.• Taking care of every necessities
of attendees.• Excellent facilities like luxurious
rooms with perfect dining.• Corporate event planners
organize the event as per the budget of the client.
Contact us
Eventpod Pvt.LtdSydney Office: Level 1, 100 Clarence Street, Sydney, NSW 2000, Australia Perth Office: 31 Martin Avenue,Nedlands, WA 6009, Australia Contact no. :+61 (0)2 8296 5890 Email: [email protected] http://eventpod.com.au/
https://www.facebook.com/eventpod
www.pinterest.com/eventpod
https://twitter.com/@eventpodau
