Post on 08-Apr-2018
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Reasonsofevent Planning
Toget permissionsfromthe local
administrationtoconductanevent
Asafirststep todevelop the Eventconceptwhichdefinethe purposeandobjectivesof
theevent
To pursuetheclientforfundsfortheevent
Toinformall thestakeholderaboutthe plans
Toavoidthe legal andother problemsinthe
future
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First step which summarize the purpose of the
event.
Includes answers of questions like: Who is the target audience?
What are your goals and objectives?
Where is the best location?
Develop astatementofPurpose
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The purposecanbebrokendownfurtherintosomeaims. Aneventcouldhaveoneormore
aims. E.g.
Improving community attitudes to health and
fitness.
Injecting funds into local economy.
Launching a new product.
Celebrating a historical event.
Different aims for different events . Choice of
theme and Dcor is based upon purpose
Establishtheaimsoftheevent
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More detailed and specific.
SMART objectives.
Objectives achievement can be evaluated as
follows: Size of the audience
Average spending by audience
Sponsor recognition levels/Sales of sponsors
product
Economic Impact
Profits.
Establishtheobjectives
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Event Description:
Event name, type , location, date,timing/Duration, Aims and Objectives.
Event Management:
Management responsibilities.
Stakeholders, Event map, Route for street events,Venue and its physical layout
Approvals and consultation:
- Country, city, town, police, building, insurance.
Marketing: CompetitiveAnalysis, Advertisement, PRs, Press
release.
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Financial control:
Capital and funding requirements, Costs,
taxation, P&L a/c
RiskManagement
Event Staging: Theme, dcor, catering,
cleaning.
Staffing
Safety and security
Evaluation
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Planningtools
Maps and Models.
Gantt Charts
Run Sheets
Organization Charts
Check lists
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Maps and Models
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MapsandModels
Theseareusedfor:
- Contractorstounderstandthe layoutofthe
venue- EmergencyResponseteams
- Telecommunicationand Electrical Contractors
- SpectatorService Hosts- Artists, Entertainers, Exhibitors
- Event Audiance
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GANTT CHARTS
A Gantt chart is a type of bar chart that illustrates aproject schedule.
Gantt charts illustrate the start and finish dates of the
terminal elements and summary elements of a project.
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RunSheets
Programorscheduleofevents.
Time Activity
7.00 pm Guests Arrive
7.30 pm Guestsmovetotable
7.35 pm Maincourse served
8.00 pm Meeting
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Check lists
Yes No
______Decideevent purpose (raisefunds,visibility,celebration,)
______Chooseatheme
____Visit potential sites
-------Financecommitteedraftsinitial budget
_____Decideonadmissioncost
____Createsponsorship amounts/levels