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Why Event Management
Subject-Event Management
course-BBA-VI
Unit-I
1
Taking the fear out of organising
Successful events every time
So where do we start?
The event
 What is the purpose of the event
 What do you want to achieve
 Who is your target audience.
Event timetable
 Make a checklist
 Include dates for completion of task.
The Venue
 Where?
 What type of venue?
 When?
 CARDINAL RULE – Never book a venue
without an inspection visit!
Venue checklist
 Correct combination of rooms
 Accompanying exhibition required
 Obtain maximum capacity numbers
 What style of seating is required
Venue checklist
 Is a stage necessary – location
 Does the main room have any obstructing
pillars etc
 Does the main room have an
induction loop system
Venue checklist
 Is there natural light/will the room blackout
 How noisy is the heating/air con
 Does the venue have a dedicated
co-ordinator who can assist with
arrangements
Venue checklist
 What audio visual equipment is
needed
 Is there an adequate PA system
 Is there good access for disabled
delegates.
Overnight accommodation
 If accommodation needed, is it important
for all delegates to remain in one location
 If using several hotels, is travel to main
venue required
Overnight accommodation
 INSPECT all accommodation
 Checklist
The budget
 Anticipated number of delegates
 Is the event to break-even or profit desired
 Is sponsorship to be sought
 Always allow a ‘contingency’
 Be REALISTIC.
Sponsorship
 Who to approach
 Sponsorship packages
 Level of publicity at event.
Invitation to speakers/official guests
 Seek commitment as soon as possible
 Are speakers’ fees/expenses payable.
Registration Form
 Include to whom the form is to be returned
to with contact information
 Include the closing date for receipt – 6
weeks prior to event
 Include request for special requirements –
disabled access/help in an emergency.
Joining Instructions
 3 weeks prior to event
 Include Registration Card
 Final materials and attendance list.
Organising an Exhibition
 As with Conferences, establish objectives
of exhibition and identify exhibitors
 If alongside conference, ensure
tea/coffee/lunch and/or other events are
integrated into the exhibition space
 Follow up initial mail shot
Organising an Exhibition
 Produce an Exhibitors manual for hire of
shell extras, furniture, flowers etc
 Always produce an Exhibitors show guide
 Always tie-in exhibition arrangements
within conference programme
 Complete a Risk Assessment
At the event
 Arrive at least the day before
 Meet key organising personnel
 Establish first aid contact
 Complete final risk assessment
 Ensure registration desk in prime location
 If something goes wrong:
DON’T PANIC!
Assessing failure or success
 Evaluation form
 At the event or sent out separately.
What organising nightmares
have you experienced and in
hindsight what would you
have done differently?
Press Releases
 Decide if you want to prepare one
 Decide on target audience
 How will it be distributed.
How to write a press release
 Keep it short & sweet – max 2xA4 sides
 Decide for immediate release or to be
embargoed
 Must include the 5 ‘W’s – who, what,
when, where, why and then how.
Dealing with media interest
 If the media are interested in your story,
they will contact you as organiser first
 Always protect your guest/speaker
 Check with him/her to see if they are
happy to give an interview
 Schedule with journalist at a
convenient time.
Risk Assessments
 The safety of your delegates/guests is
paramount.
 It’s a careful examination of what could
cause harm to people, allowing you to
assess if you have taken enough precautions
or should do more to prevent harm.
Its being prepared!
Preparing a Risk Assessment
 The 5 steps are:
 Identify the hazard
 Decide who might be harmed
 Evaluate risks & decide on precaution
 Record your findings
 Review assessment & update if
necessary
Bba vi em u i why event management
Health & Safety Issues
Knowing your delegates/guests
 Knowing the venue emergency evacuation
procedure & alarm.
What health & safety issues
affect the events you
organise?
Need more help / training
 Event Management –
 ACE – Association of Conference
Executives
 AEME – Association for Event
Management Education
Need more help / training
 Risk Assessments –
Health & Safety Executive
 Press & Media Relations –
The Press Association
What have we learnt today?
 In short –
 Never underestimate the task ahead
 Plan, plan, plan
 Maintain good effective working
relationships – you can’t do it alone!
What have we learnt today?
 Proof read everything
 Never assume anything
 Always be prepared!
Thank you
References
 http://www.google.co.in/url?sa=t&rct=j&q=&esrc=s&source=web&cd
=1&cad=rja&uact=8&ved=0CB8QFjAA&url=http%3A%2F%2Fwww.s
lideshare.net%2Faiesec_india%2Fevent-management-
15783575&ei=0A-qVM_zAsy1uQSWrYLACQ&usg=AFQjCNEjysSX-
9LPxU_n6xiVnMlG6ddkaQ&bvm=bv.82001339,d.c2E
 1.https://encryptedtbn3.gstatic.com/images?q=tbn:ANd9GcTpgIv43p
Rf25Y9P0XVNdYmIwBaaYSSN3BIDRzfARW3j3Mmycue

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Bba vi em u i why event management