Introduction to Events Management

The Definition of Event Management

Event management is the process by which an event is planned, prepared, and produced. As with any other form of management, it encompasses the assessment, definition, acquisition, allocation, direction, control, and analysis of time, finances, people, products, services, and other resources to achieve objectives.
An event managers job is to oversee and arrange every aspect of an event, including researching, planning, organizing, implementing, controlling, and evaluating an events design, activities, and production.

Professional Amateur

Inaugurations Investures VIP visits rallies

Political Event Segment Sports Event Segment

Personal (anniversaries, family holidays, rites de passage) Social (parties, galas, reunions) Private Event Segment Festivals Carnivals Religious pageants Parades Heritage commemorations

Business and trade event segment

Cultural Events

Recreation al Events Segment

Art & Entertainment Event Segment Concerts Award Ceremonies Various performances

Amusement events Recreational sport and games

Educational Event Segment Seminars, workshops, clinics Congresses

1. Event Description
NAME Genre or type of event Location/venue Date Duration Event overview (mission, vision, goals)

Selecting the Venue for an Event

Location, location, location Analyze the pros and cons of potential venues Reserve the chosen facility Negotiate the contract, including cost, personnel, and scope of responsibilities for the facility versus the event

2. Event Management
Plan the overall event and all of the logistical details including personnel, tasks, finances, media, safety, and services Hire, train, and supervise personnel Communicate effectively verbally and in writing Utilize effective time management, problem solving, decision-making, and risk management skills Manage or delegate event logistics Determine audience Anticipate impact of event

 Begin planning with sufficient lead time to execute a successful event this may mean planning months or years in advance of the event
Conduct and evaluate market research Answer in detail the who, what, when, where, why, and how questions

3. Approvals & consultations

Approval permits & access Safety & security Legal compliance Venue approval Insurance & liabilities Health & safety Waste management Copyright Vendors

Legal issues
Ensure that all contracts are approved in advance by legal counsel
Adhere to all federal and state laws, such as dealing with employment, accessibility, and safety Manage every aspect of the event based on the highest ethical standards, including financial accountability, non-discriminatory treatment of personnel and guests, and principled business practices

4. Marketing
Analysis of proposal Pricing/tickets Advertising/promotions Fundraising PR

5. Financial control
Identify potential costs and revenues, develop the budget, and manage finances, statements (profit, loss, income and balance sheet) Costs rental fees or facility utilization costs if venue is owned, such as utilities, equipment and supplies; personnel; facility set-up; facility clean-up, registration
Revenues tickets; vendor fees; media rights fees; sponsorships; donations and in-kind goods/services

6. Risk Management
Identify, risks & hazards Manage risks & hazards Incident reporting Indemnity forms Security Crisis or emergency management Medical services

7. Event Staging
Theme, dcor Parking and traffic control Customer services, including for fans with special needs Food services and concessions Merchandise sales Entertainment Hospitality Maintenance

Cont.
Accurate and informative signage Customer service orientation with training for all personnel Ushers and crowd management personnel Security personnel Clean and properly supplied rest rooms

8. Staffing
Establish a plan for the number of personnel (and any required skills) needed to successfully execute the event
Clarify job expectations and develop requisite skills needed to complete job responsibilities Supervise appropriately

Compensate equitably and reward outstanding work

9. Safety & Security

Develop contingency plans for potential emergencies, such as a natural disaster, fire, loss of electricity, medical emergency, or riot of fans that include specific responsibilities for all personnel to ensure everyones safety..

Safety of audience & delegates Safety of speakers/presenters/VIPs Health & safety guidelines (OHS Act 85 of 2003) Adhering to the Sports & recreational events bill of 2004 Security on premises

Managing Day-of Event Operations (operational plans)

Ensure availability of replacement or back-up equipment Use technology and other communication approaches to monitor closely all features of the event Implement contingency plans for routine as well as emergency situations Ensure cleanliness of facilities, and especially rest rooms throughout event Emphasize a customer service orientation and provide an enjoyable experience - setting performance standards Code of conduct & ethics Managing the crowd

Managing Post-Event Operations and the Evaluation

Return the facility to its pre-event status Evaluate the performance of all personnel and ensure prompt payment for services or thanks for volunteers Evaluate outcome of event against objectives Analyze all operational aspects to determine any problem areas that would need to be addressed in subsequent events/future plans? Complete a financial analysis General feedback from audience? Prepare a written report (e.g. general feedback from audience)

Checklist for PQ