Post on 21-Dec-2015
Events Planning and OrganisationEvents Planning and Organisation
Anton Shone
Visiting Lecturer
Swiss Hotel Management School, Leysin
The effective planning and The effective planning and management of eventsmanagement of eventsToday’s lecture will consider:The planning process for eventsMechanisms for the effective
management of events
The planning processThe planning process Considerations of
feasibility Key issues in
planning:– Operations and the
project– Finance and financial
activities– Marketing and
promotion
BACKGROUND READING:
Shone, A. 2001. Successful Event Management: London, Thompson Publishing, pages 81-117.
FeasibilityFeasibilityGet organised: New event or repeat?Find and test some ideasScreen your ideas– The marketing screen– The operations screen– The financial screen
Environmental Search
Information about local events can be found by looking at the local newspaper as well as via the local tourist office, also internet listings in the subject area (e.g. athletic competitions)
Key issues in planningKey issues in planning
Set the objectives clearlyPrepare the draft outline planUndertake systematic detailed
planningOrganise and prepare the eventImplement the event Closedown and divest the event
Some issues in outline planningSome issues in outline planning
Gather information and expertise
Carry out an environmental search– Competition / problems /
precedents– Stakeholders
Carry out basic information gathering– Dates / Costs and
revenue / venues / staffing
Details of planningDetails of planning The Operational Plan– Locations / resources
(staff/equipment/limitations) / date(s) / logistics / production schedule / health & safety
The Financial plan– Budget and costs / price of tickets / capital
investment, equipment, facilities The Marketing plan– Research / schedule / promotion / public
relations
Operational TimingOperational Timing
How long will your event take?– Planning – Operation - Closedown
BACKGROUND READING.
Project Management textbooks often give useful techniques for looking at how long things will take, especially for major international type events.
Jan Feb Mar Apr May Jun July Sep Oct Nov Dec
Phase 1Phase 1
Phase 2Phase 2
Phase 3Phase 3
Managing the EventManaging the Event
Legalities check– Insurance / licenses / risk analysis
Set up– Load in / security / the media / rehearsal /
briefings and safety talk Communications– Organisation structure / contacts /
Management By Walking Around Closedown– Load out / administrative completions / event
history / legacies
Final thoughts and summaryFinal thoughts and summary
Not all events will be a success
Not everyone does what you want
If you have to do a job yourself – you may have failed as a manager
If someone says they can do it better – let them!
Always remember to rest, eat and drink
The unexpected may be your greatest challenge
Case StudyCase Study
Teddy Bears Day
A small local event run at a tourist railway: Organised by volunteers. The feasibility in this case is about what the volunteers can organise with modest resources of money, time and their own expertise.
ObjectivesObjectives
The objectives are:
1. To make money for the tourist railway
2. To provide an enjoyable event for families and children
Draft PlanDraft Plan
Activities:Trains for childrenTreasure huntName the bear competitionStorytellingDrawing and paintingStalls, stands, gingerbread bears
Issues in draft planningIssues in draft planning
Date – must coincide with School Holidays
Resources – must use items and equipment which the railway already has to keep costs down
Special concerns: First aid cover and how to deal with lost children
Detailed PlansDetailed PlansOrganisation StructureStaff RostersPublicityArrangements, timesPricesSafety IssuesTrain Timetable
OrganisationOrganisation
Is specified in a document called the “Operational Order”, which includes all the details of what is happening, who is involved, and is a bit like a Production Schedule.
One person is in charge of the event on the day.
The Order is issued 10 days in advance to give enough time for small changes and the ordering of food, equipment etc.
On the dayOn the day
Staff are briefed 1 hour before doors open Last minute checks are carried out – e.g.
to ensure signs are in place, the site and toilets are clean, that everyone on the roster is present
The event opens – children have fun and we hope everyone goes home happy.