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Organising a Successful Event
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What is an Event?
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Annual Events at Queen’s
• Summer Graduation
• Winter Graduation
• Remembrance Day
• 25 Years’ Service Awards
• New Staff Receptions
• City and Guilds Awards
• Queen’s Carol Service
• Head Teachers’ Dinner
• Scholarships Reception
• 3 Roadshows per year
• Queen’s Open Days
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Other Types of Events
• Official openings
• Special conferences
• VIP visits
• Lectures
• Dinners
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Summer Graduation
• 12 Ceremonies 1,200 guests per ceremony
• 7 Garden Parties 3,000 guests per day
• 5 Lunches
• 2 Dinners
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Any fool can organise an event?
• What makes a good event?
• The key to successful event management is attention to detail
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What things do you need to consider when organising an
event?
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Before organising an event it is important to answer some
fundamental questions
• Why are we having this event?
• What do we want to achieve?
• Who is the target audience?
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Preparing a Critical Path
• Set the timetable
In an ideal world allow 12 weeks from commencement to completion
• Allocate tasks to dates
• Prepare database
• Review progress on a week by week, then day by day basis
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Database Management
• Plan database carefully
• Use a dedicated database for every event
• Data Protection
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What will you use your database for?
• Invitation List
• RSVP’s
• Place Cards
• Table Plans
• Recording guests’ special needs
• Briefing Relevant people
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Invitations
• Printed invitations
• A letter of invitation
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Printed Invitations
• Should carry branding
• Should be personalised
• Date, time and place should be clearly indicated
• Should carry advice on how to reply
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Letters of Invitation
• Should be personalised and carry a signature from the inviting party
• Should be as concise as possible
• The time, date and location should be in the opening paragraph
• Advice on how to reply should be clear and obvious
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Health and Safety Considerations
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What is Risk?
• Any event that impacts on the achievement of your objectives
What is Risk Management?
• Managing threats and opportunities so that you are in a stronger position to deliver your objectives
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Risk Management Cycle
Identify risks
Evaluate risksReview risks
Assess risks
Implement
actions
Plan appropriate mitigation actions
Allocate responsibility
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LIKELIHOOD
• Consider financial, service delivery, reputation• High / medium / low• Subjective• Focus on high likelihood, high impact• Monitor other risks
Risk Evaluation
IMPACT
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Creating a Corporate Feel
• Badging
• Place cards
• Table plans
• Menus
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Positive Public Relations
• What do we mean by public relations value?
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Publicising your event
• Prepare a press release
• Book a photographer
• Brief the relevant media
• Seek professional assistance
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Customer Care
• Is the customer always right?
• Think of all your guests as customers
• Put yourself in the customer’s shoes
• Put the customer first
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Things to Remember
• Planning is the most important thing
• Be realistic about what you can achieve
• Expect the unexpected
• Enjoy the event yourself
• Keep your sense of humour!