Chapter 1 Event Management

CHAPTER 1ANATOMY OF AN EVENT

EVENT MANAGEMENT AND PLANNING

SCHOOL OF BUSINESS MANAGEMENTFACULTY OF BUSINESS MANAGEMENT

PREPARED BY:MS.KOMLAVATHI

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LEARNING OUTCOMES

At the end of this chapter, students will be able to:

Understand the concept of Event leadership, Visualization & initial planning.

Understand site selection and location requirements Understand the important of Site inspection and Securing the location.

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TOPIC OUTLINES

1.0 What is Event1.1 Choosing a location1.2 Site inspection 1.2.1 Site inspection formActivitySummary

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INTRODUCTION

This chapter discuss about the concept of Event leadership, Visualization & initial planning, site selection, location requirements, the important of Site inspection and Securing the location.

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4.1 WHAT IS EVENT?

An occasion, a gathering of people at a certain place at a certain time for a specific reason.

The name of an event can change, but the planning process remains the same.

Difference between events are:a) Why participants come together b) Who the attendees arec) The type of event organize and its

location.d) Goals you want to meet

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Event often combine

a) Social

b) Business

c) Educational

Most event fall into one of the following groups.

4.1 WHAT IS EVENT?

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SPECIAL AND SOCIAL EVENTS

Largest and broadest category of events, special events can be open to the public

Social and special events

• Anniversaries•Art Exhibits• Auctions•Award Banquets• Book Signings• Ceremonies• Cocktail receptions• Concerts

• Expositions• Fairs• Fashion Shows• Festivals• Fundraisers• Galas•Tournaments• Parades

• Political Rallies• Reunions• Road Show• School Functions• Sporting Events• Wedding•Tributes

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Business and Educational Events• Board Meetings• Classes• Clinics• Conferences• Forums• Conventions

• Intensives• Lectures• Meetings• Retreats• Sales Meetings•Seminars

• Sessions• Shareholders meetings• Symposiums• Trainings• Workshops

BUSINESS & EDUCATIONAL EVENTS

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WHY PEOPLE MEET Reasons are as diverse as the people who attend them Inspire, motivate and entice people come and participated A few motivating factors to gather people are:

Motivating Factors• Annual Meeting• Appreciation Dinner• Attract New Sponsor• Boost Morale• Celebrations• Education• Entertainment/Fun

• Gain Knowledge• Get licensed• Improve Skills• Increase Sales• Job requirement• Make Decision • Raise money

• Networking • Personal Growth• Promote new Product•Solve Problems• Training

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IDENTIFYING YOUR PARTICIPANTS

Targeting people in a specific profession, age group or gender, finding your participants is straightforward.

If from variety of groups or from different area, research may be necessary. Participants who attend events are members at associations or people with shared

interest or a common cause. If size is not important, may not need to search hard to find your audience.

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1.1 LOCATION OPTIONS

Location is a key factors in the success of an event Match the location to the style of your event, to audience, theme and vision. Location options :

Locations• Hotel• Parks• Aquariums• Beaches• Churches/ Temples• Coliseums

• Colleges/Universities• Town Halls• Gardens• Restaurants• Zoos

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FUNDAMENTAL ELEMENTS OF EVENTS

a) Vision The main reason and focus for having the event.b) Goals / objectives Every event will have goals and objectives whether they are set, discussed and

confirmed up front.c) Date/ Timeline Every event has a beginning and ending timec) Site Selection Location. Every events need a site.e) Promotion and marketing You must get your message out

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FUNDAMENTAL ELEMENTS OF EVENTS

f) Participants/ Attendees Without participants, would not have an event, whether invited guest, paying or

required to attend.g) Agendas This is the detailed outline with times of the activities.h) Budget Create a budget to track the amount being spent.i) Food & Beverage Always part of an event.j) Transportation Arrange travel needk) Staffing

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SITE INSPECTION Definition

A term that refers to the in-person examination and assessment of an event venue or meeting location. Site inspections normally take place prior to the contracting of event space and serve as an essential part of the event planning process.

1.3 SITE INSPECTION

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1.3.1 SITE INSPECTION FORM Site inspection checklist of:a) Meetingb) Propertyc) Distanced) Rating all the facilities

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As you plan your event, you will utilize several different building blocks that will become the structure and content of your event. These include:

Building an Organising Team Creating the Agenda and Setting the Date Creating a Budget Covering the Costs Generating Income Promoting the Event Co-ordinating the Media LogisticsBecause each event is unique, this list cannot be exhaustive.

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ACTIVITY

In small groups, list the questions you would ask to determine the purpose and focus of such an event.

CLASS ACTIVITY [GROUP ACTIVITY]

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SUMMARY

Event is an occasion, a gathering of people at a certain place at a certain time for a specific reason. Location is a key factors in the success of an event. Site inspection is important, which mean in-person examination and assessment of an event venue or meeting location.

Chapter 1 Event Management

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