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Event Management

Presented by: Adam King

Eventpod Pvt.LtdSydney Office: Level 1, 100 Clarence Street, Sydney, NSW 2000, Australia Contact no. :+61 (0)2 8296 5890Email: info@eventpod.com.auhttp://eventpod.com.au/

Conferences Team Building Trade Shows/ FairsBusiness Dinners Meetings Seminars Concerts Golf EventsOpening Ceremonies Press Conferences Networking Events Executive RetreatProduct Launches Theme Parties Annual Dinner Board Meetings Incentive Travel Shareholder Meetings/ AGM

Application of the management practice of project management to the creation and development of festivals and events.

To bring all factors together to produce a workable event

Advisor ChairmanEvent Planner

A person who plans and executes the event

Event managers and their teams are often behind-the-scenes running the event.

Client ServiceMarketing and CommunicationDevising the Event ConceptAudio-visual productionScriptwritingLogisticsBudgetingNegotiationBooking VenueIdentifying the target audience

Objective

Concept development - timing, skills

Contextual factors budget, legal/ regulatory, economic, social, political, technological and environmental factors

Feasibility study select an event

Work breakdown structure (Gantt Chart) Determine tasks in detailList in correct sequence Establish the timetableDevelopment of operational and contingency plans Assessment of resource needs Budgeting

What types of Planning? Venue (Room Layout, registration area, catering, signs, stores, transportation) Audio Visual Program Marketing

Checklists

People Management

Schedules

Tools

Setting benchmarks/ standards

Integration of shutdown into key event tasks

Key Task

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

ProposalBudgetVenue/Site selection and designProduction ScheduleSpeaker & Supplier ChecklistSponsorshipF & B MenuGuest ListRisk ManagementMarketingPromotion

Evaluation Shutdown and Reporting

A plan or suggestion put forward for consideration or discussion by others.

Executive Summary

Contents Sheet - Major section headings + details of any attachments

3. Introduction - Your approach

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 artists impressions if they add to understanding

Indentify ExpenditureFood & BeverageAdministrationWages & salariesVenueLighting, sound & visualStaging Graphic designPrintingDecorationEntertainmentMarketing & PromotionIndentify Income

Ticket salesSponsorshipMerchandisingAdvertising In-kind

Guidelines for Selection Availability Size of the eventLayout and suitability Stage, field of play or performance area Transport and parking Proximity to accommodationServices available e.g. F&BTechnical support e.g. PA system, projectorCost

What is to happen When will it happenWhere will it happenWho is responsible

Gantt Charts/ Production Schedule

Speaker ChecklistSend invitation Get writing confirmation Biodata and photograph Slide presentation Accommodation & Transportation Arrangement

Supplier Checklist List of suppliers List of requirements from every supplierList of their roles and date to set upi.e. audio and visual projector, notebook, PA system, microphone, cablei.e. photography how many photographer you need, location of the photographer

Why should companies sponsor?

Gain access to target markets for promotional messagesGenerate consumer awareness used to introduce or build a brandPositioning/repositioning of the existing service/ productExclusivity to lock out their competitors Demonstrate product attributes

Your stakeholders (members, participants) are likely to approve of commercial sponsorshipYour event has rights/ benefits of value to a potential sponsor, e.g. access to target marketsYou have the human resources to sell and service sponsors, e.g. a good sales personThere are businesses/ organizations that you would be advised not to seek sponsorship from

Overview of the event including mission/ goals, history, location, current and past sponsors, program duration, staff, past or anticipated level and predicted attendee profile Sponsorship package on offer and its cost. This might range from naming rights or sole sponsorship to designated sponsorship categories Strategic fit between the event and the needs of the organization Duration of agreement, e.g. agreement for one year, optional for 3 years renewal Contact details

Who has sponsored the event recently?

Research the sponsors of similar competitor events who is in the market?

Examine what particular companies or products have a fit with your event

Identify the decision maker in the company that you are approachingTry to obtain a personal interview to discuss the sponsorshipSell opportunities (access to target market, capacity to meet with specific VIPs) Provide a benefit package (competitively priced) that will meet some of their marketing needsBe creative in the form that your sponsorship proposal takesInteract with potential sponsors in a professional way

Make sure that you keep in regular contact with your sponsor manage the relationship

Discuss and agree with your sponsor on clear objectives and agreement

Reports achievements as part of negotiating for renewal of the sponsorship

Check and comparethe menu

Food Tasting Confirm the menu

Prepare the Guest List Send Invitation Confirm the attendance

Is a way of helping you to identify and resolve the risks that could result in accidents, injury or damage.

Risk Management Process Identify Risks Analyse & Evaluatethe Risks Identify Options What can happen? How can it happen?Create an action planTreat the Risks

Event Marketing is a matching process in which the eventproducer seeks to understand and meet the needs of theiraudience

Is a planning for a promotion

Positioning Identify target marketHow attendees regard a specific event or otherevents of a similar nature

MarketingStrategy Identify Target Market

Set Objective Segmenting Event MarketsExhibitorsParticipantsNo. of ParticipantsGross & NetProfitGeographic:

Local

Regional

internationalDemographic: AgeSexincome

Socio-economic: Education occupation

Other:

Topic

Price

Promotion

Direct/ electronic marketing e.g. direct mail, electronic newsletters, web advertising, mobile phone sms blastAdvertising e.g. media releases, media kits, live media crosses (media sponsor)Sales Promotion e.g. cross promotions with sponsorsOthers e.g. partnerships with media/ other events

Place (Distribution)

Direct e.g. through phone, internetIndirect e.g. distribution through associations, banks, telecommunications service centers, flyer distributors etc

Create or increase awareness of the eventCreate or enhance a positive image of the eventPosition the event relative to its competitors Inform target market(s) of the eventGenerate demand for the eventRemind target markets of the event details

Promotion Advertising Publicity Sales PromotionDirect Marketing Personal Selling

Running Sheet must state the following:What is to happen When will it happenWhere will it happenWho is responsible

Logistic Checklist- Transportation, Stock, Layout, Furniture

Contacts Checklist Guests, VIPs, Vendors, Liaison Officers, Speakers, Participants, Public Authorities

Why Evaluate Events? To determine the success of the event in relation to its objectivesTo enable feedback and improvementTo report to stakeholdersTo ensure the future and reputation of the eventTo contribute to overall data on events

Profile of attendees age, organization, occupation, whether they came individually or in groupsTransport or parking statisticTheir expectations and satisfaction levelsTheir suggestions for improvementHow they heard about the event this is important for your future marketing strategy planning

Shutdown should be planned as carefully as other stages of an eventsThe majority of accidents and thefts occur in the shutdown phase of an event Checklists should be prepared for each shutdown areaShutdown activities normally take place in reverse order to bump-in and set up

Arrange storage or disposal of all event signage, props and equipmentsSettle all the payments and prepare an actual accountPrepare a full report on the event outcomes and report to all key stakeholders and media on the outcomes and achievements of the eventMake recommendations for future refinements and improvements to the event

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.

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: info@eventpod.com.au http://eventpod.com.au/

https://www.facebook.com/eventpod

www.pinterest.com/eventpod

https://twitter.com/@eventpodau

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