I I R S u m m e r S e ri e s 2 0 0 8 cov su Ask

by ered gges a qu
vis an t a est
itin d top ion
g t stay ic t ,
Develop a set of checklists for immediate application to your organisation he u o b
cou p-t e
rse o-d

Project Management
blo ate
g!

For Special Events

Discover new ways of organising spectacular events
3 – 7 August 2008 • Dusit Thani Hotel, Dubai, UAE

An interactive training course to improve your event management skills and discover
how to:
• Understand the science of project management and how to apply it to an event
• Set objectives and measure success
• Create a document system for events
• Create an event management manual for your next event
• Undertake a contract management approach
• Use basic event management terminology in event contracts
• Understand and improve event finance, sponsorship and cost control
• Review event software and create a spreadsheet system for your events
• Create, improve and archive event checklists
• Manage and minimise the risks of events
• Review the mistakes of others in order to avoid them
• Understand the formal decision process of sponsors and governments
• Apply the techniques learned for your next event

Who should attend?

• Corporate and independent event planners
• Event producers
• PR and communications managers
• Brand managers
• Sales and marketing managers
• Project managers Led by internationally renowned
• Exhibition organisers author and event producer
• Festival and public event organisers
• Fundraising managers
William O’Toole
• Sponsorship managers
• Tourism authorities

Register Before
Organised By: Supported By:
15 June 2008
Official Regional Recruitment Partner Official IT Partner Official Media Monitoring Partner
For Your Chance
To Win A
Nokia E90!
www.iirme.com/eventmgt See back page for details
Dear Event Manager,
You are looking at one of the most highly respected courses
in Middle East special events project management. Applicable
to a wide range of occasions including conferences, product
launches, corporate hospitality, sporting occasions, shopping
festivals, exhibitions and many more, IIR’s Project
Management For Special Events maintains a strong focus
on providing solutins to the challenges that are important to
you.
As the events market becomes increasingly cluttered, rising
above the fray now requires an in-depth knowledge of
innovative and time-tested techniques and strategies.
By attending this course, you will explore contracts and
reporting, event finance, risk management, staging and
shutdown. Moreover, its format has been designed to provide
you with an interactive and worthwhile learning experience.
You can be sure to hear exactly what you are looking for by
contributing to the event yourself. The Project Management
For Special Events Blog gives you a platform to ask questions
of your expert course leader, Bill O’ Toole, comment on what
you would like to see covered in this course and stay current
on any event updates.
Visit http://iirspecialevents.wordpress.com
If you are an events professional working in a challenging
and competitive environment or someone who occasionally
organises special events, this course will keep you competitive,
efficient, effective and innovative.
Bill and I look forward to meeting you in August.
Best Regards,
Keith Parker
Conference Manager
P.S. Ask a question, suggest a topic to be
covered and stay up to date by visiting the
course blog at
http://iirspecialevents.wordpress.com
P.P.S. Develop a series of check lists for immediate
application at your workplace
Upcoming Relevant Events
BC2739 Certified International Project Manager
29 June – 3 July 2008 www.iirme.com/cipm
BC2661 FrankilinCovey Project Management
13 – 16 July 2008 www.iirme.com/franklincovey7
BC2719 Effective Project Coordinator
13 – 17 July 2008 www.iirme.com/epc
For more information on any of the above events please
contact us on Tel: 971-4-3352483 or email: info@iirme.com
Web: www.iirme.com/eventmgt
Meet You Expert Course Director
William (Bill) O’Toole
BSc, MEng. Manager of EPMS Pty Ltd.
Founding director of Event Management
Body of Knowledge (EMBOK)
Member of Project Management Research
Forum, University of Sydney, Australia
Over the last five years, Bill has worked as a consultant on
the development of event strategies for the Kingdom of Saudi
Arabia, the European Union, Dubai Tourism Commerce and
Marketing and the Aqaba Development Authority.
Bill has been creating and organising events for more than 25
years. He is a sought-after presenter and teacher in event
management in Australia, New Zealand, South Africa, Taiwan,
UK, USA, Malaysia and the Middle East. He is an event
management consultant to public and private organisations for
events throughout Australia and Asia, including numerous
tourism and regional authorities.
He has co-authored two international texts on event
management, festival and special event management and
corporate event project management. These textbooks are used
for courses around the world and have been translated into
Chinese, Korean and Portuguese. His adaptation of project
management to event and festival management as published on
his CDRom, EPMS.NET, is used for events in USA, Europe and
China.
Bill trains event managers and project managers at the University
of Sydney on-line for their Masters course and for Standards
Australia. Bill is not only versed in theory but currently organises
concerts, festivals and other events around Australia and
throughout Asia.
What have past delegates thought
of this course?
“Insightful, makes you think ‘outside of the box’!”
Nicola Youlden, Senior Events Manager
Society of Petroleum Engineers, UAE
“An eye opener to the little details you never
take notice of.”
Rana Jundi, CEO Creative Director
Mint Advertising, Jordan
“[Project Management for Special Events}
puts what I do into a clear, concise and
understandable layout.”
Nadia Al Sharif, Sponsorship and Events Executive
Limitless LLC, UAE
Web: www.iirme.com/eventmgt
Project Management For Special Events 3 – 7 August 2008

What Is Project Management?

Project management can be seen as a collection of tools and techniques that enable the creation of an asset over a period of time. It is the
process necessary to go from the idea of a product or asset to its creation. In particular it concerns the management of time, cost and quality.

How Widely Is It Used By Special Event Professionals?

What may surprise you is the number of internal company event professionals there are. From Saudi Aramco to Dubai Tourism, there are event
professionals working to profile their company and increase its Return On Investment (ROI). Companies and organisations around the world are
recognising the huge value of events. Internal event managers are under pressure to account for their event’s management and find a way to
transfer their knowledge.

In the commercial world, a number of event professionals are adopting this approach for various reasons – one being compliance with other
companies and government standards. However, all event professionals have to manage the finances, schedule and the product, so they are all
using aspects of project management whether they recognise it or not.

How Will Event Planners’ Work Be Different?

Most people say that project management techniques have made their work so much more efficient. The Sydney Olympics was brilliantly
organised. They used project management – and sold the management system and data to the Greeks for $4 million. A medium-size
corporation for example, implemented a project management system for their events. Their comments included how their clients respected their
work more when they were able to communicate using project management terminology. This is another advantage, as project management
provides event managers with a language to describe what they are doing. Most companies are already using project management in their
operations and are familiar with the terminology.

How Does Project Management Come Into Play In A Crisis?

People often think they are creative when they are constantly putting out little brush fires. True creativity is creating a calm environment where you
can make optimal decisions and develop solutions that will work. Project management’s role in this is to create that environment. If all the risks
have been thought about and dealt with, then the new risks or opportunities can be focused on and solved – to the benefit of the event.

Course Style
The course will use a number of methods to ensure effective learning including large and small group discussions, lectures and case studies. As
the focus of the programme is on skills, there will be a significant amount of practice in role play.

Course Benefits
You will take away with you files and documents from the course that can be used immediately for your next event. They can also become a
template for your project management system that can be adapted to all events and form the basis of an event management reporting system.

Course Timings
Registration will be at 08:00 on Day One. Each day will commence at 08:30 and conclude at 14:30 with lunch. There will be two
refreshment breaks at appropriate times.

Course Outline

Day One – Sunday, 3 August 2008

Introduction Outcomes
• Understand the science of project management and how it can • Work breakdown structure
be successfully applied to events • Gantt chart
• Complete an event feasibility study or a business case for an event • Stakeholder analysis table
• Undertake a comprehensive stakeholder analysis and use this as
the basis of a reporting plan and a risk management plan Project Management And The Management System
• Determine the scope of an event and manage the integration of • Event feasibility
the event elements to keep within the scope • Event concepts and creativity
• Establish a realistic description of the work needed to create and • Stakeholder analysis – includes internal and external
control the event communications
• Undertake task analysis and create an optimal schedule by • Scope
critical path analysis • Work breakdown structure
• Event scheduling

Tel: 971-4-3352437 Fax: 971-4-3352438 Email: register@iirme.com Web: www.iirme.com/eventmgt

 Day Two – Monday, 4 August 2008 Day Four – Wednesday, 6 August 2008
Contracts And Reporting Risk Management
• Create a document system for an event using spreadsheets • Understand the risk management process for events
• Understand how to create a supplier list, compare suppliers and • Be able to identify risks – financial, operational, strategic, human
perfect clear decision making error and the ‘near miss’
• Undertake a contract management approach to event • Undertake risk analysis – is the risk important? What resources
management and understand the basic event management are needed?
terminology used in event contracts • Treat the risks
• Understand the role of the project status report and create efficient • Learn from the mistakes of others around the world
work in progress reports • Create a documentation system
• Identify the logistic requirements of an event and establish a • Integrate the risk management with the overall event management
logistics system, which is integrated into the project management
system Outcomes
• Risk analysis sheet
Outcomes • Risk treatment sheet
• Event document templates • Risk register
• Work in progress template
• Event manual Overview
• What can go wrong? A study of past mistakes
Overview • Risk management
• Procurement and contracts - supplier sourcing and negotiation • Current world best practice in events
• Work in progress reports
• Logistics
• The event manual
Day Five – Thursday, 7 August 2008
Staging And Shutdown
Day Three – Tuesday, 5 August 2008 • Understand and manage the elements of staging
• Identify and manipulate the elements of site selection and site
Event Finance design
• Understand and use the event Return On Investment (ROI) • Create a site map
• Understand how to source finance including sponsorship and • Create a shutdown plan
ticket sales • Establish a checklist system for the creation, improvement and
• Create a dynamic budget, use commitment accounting and archiving of the event checklists
source extra finance
• Identify the exposure profile of event management Outcomes
• Employ estimating techniques and use ratios – event metrics • Site map
• Undertake cost control and cost reduction • A series of checklists for site selection, site design, shutdown
• Franchising – protecting and selling the idea
Overview
Outcomes • Staging
• Event budget • Site selection
• Key event metrics • Project shutdown and
evaluation
Overview • Checklists
• Event Return On Investment (ROI)
• Event finance
• Cost control
• The budget

Visit Dubai This Summer!

Dubai is an emirate of captivating contrasts. From the timeless tranquility of the desert to the lively bustle of the souk, Dubai offers a kaleidoscope of attractions for visitors.
In a single day, you can experience everything from rugged mountains and awe-inspiring sand dunes to sandy beaches and lush green parks, from dusty villages to luxurious
residential districts and from ancient houses with windtowers to ultra-modern shopping malls.
The emirate is both a dynamic international business centre and a laid-back tourist escape; a city where the sophistication of the 21st century walks hand in hand with the
simplicity of a bygone era.
These contrasts give Dubai its unique flavour and personality; a cosmopolitan society with an international lifestyle, yet with a culture deeply rooted in the Islamic traditions
of Arabia. Since earliest times, Dubai has been a meeting place, bringing together the Bedouin of the desert interior with the pearl-diver, the merchant of the city with the
sea-going fisherman.
Dubai Summer Surprises (DSS) is an annual festival focusing on providing fun, knowledge and entertainment through a medley of events that puts the ‘pep’ back into
summer for both adults and children.
Each week from June to August, a series of weekly themed surprises unfold. Shopping malls become entertainment hubs providing shows and hosting special activities based
on the different surprises.
Combine business with leisure this summer! Enjoy discounted hotel packages and treat the family to a fun-filled holiday!

Tel: 971-4-3352437 Fax: 971-4-3352438 Email: register@iirme.com Web: www.iirme.com/eventmgt

 IIR Middle East certified by

Project Management For Special Events

3 – 7 August 2008 • Dusit Thani Hotel Dubai, UAE ISO 9001:2000

FIVE EASY WAYS TO REGISTER

971-4-3352437 971-4-3352438 register@iirme.com

IIR Holdings Ltd. GCS/IIR Holdings Ltd.

PO Box 21743, Dubai, UAE P O Box 13977, Muharraq, Kingdom of Bahrain

www.iirme.com/eventmgt

Your chance to win a Nokia E90 each week!

Register for this training course before15 June 2008 and you will automatically
enter our monthly prize draw to win a Nokia E90.
Each month’s winners will be contacted directly and the prize awarded at
the course. A full list of winners will be announced on our website
www.iirme.com
WEB BC2720
Yes, I want to register for:
Event Dates Price before Price between Price after
1 June 2008 1 and 22 June 2008 22 June 2008

Project Management For 3 – 7 August 2008 US$ 3,595 US$ 3,895 US$ 4,095
Special Events (Save US$ 500) (Save US$ 200)

For further information and Group Discounts contact 971-4-3352483 or email: info@iirme.com
If you have eight or more delegates who need this training, contact IIR In-House on 971-4-3352439 or inhouse@iirme.com
Course fees include documentation, luncheon and refreshments. Delegates who attend all sessions will receive a Certificate of Attendance.
Personal Details:
Title First Name Surname Job Title Department Email
1 Delegate
st

2nd Delegate
3rd Delegate
4th Delegate
To assist us with future correspondence, please supply the following details:
Head of Department
Training Manager
Booking Contact

Company: .......................................................................................................................................................................................................................................................................................
Address (if different from label above): ............................................................................................................................................................................................................................................
.............................................................................................................................. Postcode: .................................................. Country: .......................................................................................
Tel: ......................................................... Fax: .....................................................
No. of employees on your site: Yes! I would like to receive information about future events & services via email.
0-49 50-249 250-499 500-999 1000+ My email address is: .....................................................................................................................
Nature of your company’s business: .................................................................................................................................................................................................................................................

Payments Cancellation
A confirmation letter and invoice will be sent upon receipt of your registration. Please note If you are unable to attend, a substitute Event Venue
that full payment must be received prior to the event. Only those delegates whose fees have delegate will be welcome in your place. If this Dusit Thani Hotel Dubai, UAE
been paid in full will be admitted to the event. You can pay by company cheques or bankers is not suitable, a US$ 200 service charge will Tel: 971-4-3433333
draft in Dirhams or US$. Please note that all US$ cheques and drafts should be drawn on a be payable. Registrations cancelled less than
New York bank and an extra amount of US$ 6 per payment should be added to cover bank seven days before the event must be paid in Accommodation Details
clearing charges. All payments should be made in favour of IIR Holdings Ltd. full. We highly recommend you secure your room
Avoid Visa Delays – Book Now reservation at the earliest to avoid last minute
Card Payment Delegates requiring visas should contact the inconvenience. You can contact the IIR
Please charge my credit card: Visa Mastercard American Express hotel they wish to stay at directly, as soon as Hospitality Desk for assistance on:
possible. Visas for non-GCC nationals may take Tel: 971-4-4072693
Name on Card: ..................................................................................................................... several weeks to process. Fax: 971-4-4072517
Card Number: ....................................................................... Exp. Date: ............................... Due to unforeseen circumstances, the programme Email: hospitality@iirme.com
may change and IIR reserves the right to alter the
venue and/or speakers.
Signature: .............................................................................................................................
MH PG L300 Event Management © Copyright I.I.R. HOLDINGS B.V.