WINTERTemplate EVENTMANAGEMENT

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02What are Events?An event can be described as a public assembly for the purpose of celebration , education,marketing or reunion. Events can be classified on the basis of their size,type and context. Event management is the application of project management to the creation and development of festivals,events and conferences. The recent growth of festivals and events as an industry around the world means that the management can no longer be ad hoc.

03Event can refer to: Social/life-cycle events Events like birthday party,hen/stag party,graduation party,bachelors party,engagement ,wedding,anniversary,retirement day,funeral etc Educational and career events Events like education fair,job fair,workshop,seminar,debate,contest,completion etc Sports events Events like Olympics,world cup,marathons,wrestling matches etc Entertainment events Events like music concerts,fairs,festivals,fashion shows,celebrity nights,award functions,beauty peagents,flash mob,jewellery shows,stage shows etc Political events Events like political procession,demonstration,rally,political functionsetc Corporate events Events like mice (meetings,conferences,exhibition),product launches,road shows,buyer-seller meet etc Religious events Events like religious festivals/fairs,religious procession,katha ,pravachan,diwali fair etc Fund raising /cause related events Any event can be turned into a fund raising or cause related event eg auctions

What is Event Management

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Event management, the most profound form of advertising and marketing, is a glamorous and thrilling profession. It provides an opportunity for unleashing one's creative potential to a very high degree. Event management is a process of organizing a professional and focused event, for a particular target audience. It involves visualising concepts, planning, budgeting, organizing and executing events such as fashion shows, musical concerts, corporate seminars, exhibitions, wedding celebrations, theme parties product launching etc. It is a good career option which does not require much investment and offers a lot of independence and flexibility

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Event management is considered one of the strategic marketing and communication tools by companies of all sizes. From product launches to press conferences, companies create promotional events to help them communicate with clients and potential clients. They might target their audience by using the news media, hoping to generate media coverage which will reach thousands or millions of people.

EVENT MANAGER

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The Event Manager is the person who plans and executes the event. Event managers and their teams are often behind-the-scenes running the event. Event managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication strategy. The event manager is an expert at the creative, technical and logistical elements that help an event succeed. This includes event design, audio-visual production, scriptwriting, logistics, budgeting, negotiation and, of course, client service. It is a multi-dimensional profession.

06Categories of EventsEvents can be classified into four broad categories based on their purpose and objective: 1. Leisure events e.g. leisure sport, music, recreation. 2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore. 3. Personal events e.g. weddings, birthdays, anniversaries. 4. Organizational events e.g. commercial, political, charitable, sales, product launch.

Leisure events

Personal events

Organizational events

07Leisure EventsSimply put, these are events held purely for the fun of having an event. For recreation, like a party, a sports competition, or a fair. Leisure events are held to involve the person taking part in the event without actually expecting an immediate result.

08Cultural EventsEvents that bring out a cultural heritage or happening. Much like the Goan carnival talked about earlier. These have an impact on society and people who are a part of it. These are high community involvement events. A community can be a religion, a race, a cast or even a college. Lets define a community; A group of people living in the same locality and under the same government, the district or locality in which such a group lives.

09Organizational EventsThese are events that tend to be well organized and have implications and interests that are commercial, political, sales driven etc. events of this nature are generally with a specific agenda . It is generally informative or sales driven or has some commercial value in tangible or intangible terms

10Personal EventsThese are generally events that are held on a very personal level for family and friends for egwedding,birthday, anniversary etc. These are generally by invitation and the number of people involved is high.

WINTERTemplate OBJECTIVES OF EVENT MANAGER

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12 Defining event objectives at the very start of event planning is very important as it gives you the direction you should proceed to accomplish the objective ,organizing an event without clear objective is a huge waste of time and resources.

1) What what means what you are going to do in the event. 2) Event name What will be the name of the Event? for e.gautoexpo2010 3) Food and beverage menu It contain a list of food item and beverages, you will serve during the event to the guest and target audience. 4) Event profile What the event is all about? for e.g: this event is an international exhibition on new models of car and its accessories.

135) Guest profileHow will be your chief guest and other guest ? your guest list must include organizers, sponsors, partners etc.

6) Event themeTheme means subject. It can be based on particular theme like Hollywood , Balloon, Flowers, Red & white etc . In a theme party every thing from a dress code, decoration, game, music, gifts, food and beverages are based on a particular theme.

7) Service providerLike-D.J, anchor, florist, videographer, photographer, make up artist, performers, decorators, models, technicians etc.

8) ObligationsThese are the compulsions on the guests like dress code or the knowledge of salsa dance.

9) Types of entryDecide how will be the entry by ticket, pass or through invitation only.

10) FavorsThese are the gifts given to guest.

1411) Entry fees This is according to target audience. if you over charge you wont get any audience. 12) Event highlights To catch your target audience and medias attention like-inauguration of car showroom by tom cruise 13) Promotional campaign Radio, print media, outdoor media ,television, brochure 14)Programme menu It is the list of various activity that will occur as the part of the event. 15) Event budget To determine what will be the cost for producing and marketing the event. 16) When When you are going to organize the event i.e. date & time? 17) Where Where you are going to organize the event b i.e. menu. 18) Who Who will be your organizers, sponsors , clients & target audience?

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16The following people involved in supporting event:Organizers Sponsors Partners Clients Supporting agencies These people can either be an individual or a company .they either finances the whole event or some of its part or provide some service at subsidized rate or for free. Organizers An organizers finances maximum amt. of money in event. Therefore he has maximum control over the event. Sponsors similarly, depending on the type of service financed sponsor can be a venue sponsor ,gift sponsor, crown & jewellery sponsor, catering sponsor, banner sponsor etc. Partners they generally provide services either at subsidized rates or for free like media partners(which provide ad space), promotional partners(which do publicity),logistic partners (which moves goods from one destination to other in the most efficient manner)

17An event management company can have event professionals :1. Event manager / event planner- he has following responsibility : a) He is responsible for planning and producing the whole event. b) He is responsible for procurement and resource management. c) He formulates ,prepares & implement risk management plans (risk related to event planning and production).

182) Event coordinator :he is responsible for coordinating with all event professional & ensure business operation are efficient and effective . 3) Information manager :He has following responsibilities :a) He manages the information acquired through different sources. b) he is responsible for the documentation of all business operation carried out pre event ,at event & post event. c) he maintain data base of service providers, delegates, guests, organizers, clients ,sponsors, target audience ,media people & various govt. officials

194) Logistic manager:He has following responsibility: a) responsible for custom clearances and other clearance. b) responsible for warehousing of cargo c) cargo insurance d) he is expected to move goods & merchandise from one destination to the other in most efficient manager. e) he is responsible for procurement management and resources management f) he formulates , prepares & implement the risk mgmt plan( risk related to logistic management like cargo theft etc)

205) Infrastructure manager :He has following responsibility :a) b)

He does procurement management & resource mgmt. He is responsible for setting up & dismantling the infrastructure for the whole event like :Construction of boundary walls , entrance & exit gates, driveways, walkways, & parking lots. Construction of AC / NON AC hangers / halls , seating arrangement , stage design / setup etc. Construction of green rooms , staff rooms , storage rooms, power rooms etc.

c) He is responsible for setting up electricity , water & phone connection. d) He is responsible for conservancy (i.e. cleanliness)

21Event planning & role of event planner

22Event planning is the process of planning a festival, ceremony, competition, party, or convention.Event planning includes budgeting, establishing dates and alternate dates, selecting and reserving the event site, acquiring permits, and coordinating transportation and parking. Event planning also includes some or all of the following, depending on the event: developing a theme or motif for the event, arranging for speakers and alternate speakers, coordinating location support (such as electricity and other utilities), arranging decor, tables, chairs, tents, support and security, catering, police, fire, portable toilets, parking, signage, emergency plans, health care professionals, and cleanup. Event Planning is a relatively new career field. There is now training that helps one trying to break into the career field. There must be training for an event planner to handle all the pressure and work efficiently. This career deals with a lot of communication and organization aspects. There are many different names for an event planner such as a conference

coordinator, a convention planner, a special event coordinator, and a meeting manager.

23Steps to Planning an Event1)

The first step to planning an event is determining its purpose, whether it is for a wedding, company, birthday, festival, graduation or any other event requiring exstensive planning. 2) From this the event planner needs to choose entertainment, location, guest list, speakers, and content. The location for events is endless, but with event planning they would likely be held at hotels, convention centers, reception halls, or outdoors depending on the event. 3) Once the location is set the coordinator/planner needs to prepare the event with staff, set up the entertainment, and keep contact with the client. 4) After all this is set the event planner has all the smaller details to address like set up of the event such as food, drinks, music, guest list, budget, advertising and marketing, decorations, all this preparation is what is needed for an event to run smoothly.

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event planner needs to be able to manage their time wisely for the event, and the length of preparation needed for each event so it is a success.

24MANAGING EVENTS

25To manage an event successfully following point should be kept in mind these are: To ensure the right message reaches the right people in the right way. This is possible when event manager work with a vision of exploring the hidden secret of trade. With uncountable to opportunities of making any event successful it is commonly seen that most of the clients indulge in outsourcing of the event for careful & professional management. For managing an important event planning time management is an important component , if you split the work of an event planner into various components and execute all the activities in sequence than it will surely save the time.

26 Executing is about procuring results. There are 3 types of executive :- a) those who makes things happen & b) those who wonder what is happening and to make things happen you need inspiration. The planning for significant & enduring disruption makes it extremely important to have appropriate contingency and emergency operation plans in place & tested Managing an event will require a robust communication & decision-making system that will be able to quickly identify & solve the problem and also required broad based participation & support.

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PROMOTION IN EVENTS

28Promotion in events, is required to get the desired reach that requires an adequate planned publicity campaign by event marketer. The event marketer has to network with other media for successful publicity. Networking components The various networking concepts involved and their important features to be noted are: 1) Print media Print media is essential for pre-event publicity and aids in post-event recall by reporting the event as in reporting the success (or failure) of an event. Pre-event print media campaign is essential as it can be used to inform about exact details like date and time and also distribute entry forms, questionnaires. The contests are usually associated with such campaigns. The post-event coverage falls under journalism. The event organizer has little control over it and even a failure can get reported. Decision making using print media revolves around the variety of publication available, their circulation, the frequency of publication and the profile of readers.

292) Radio This is electronic audio media and is mainly used for pre-event publicity, it can also be important in post-event coverage, if planned. One should put together an appealing audio promotion which may be expensive and thus it is needed to understand when it is beneficial to use. Special programs with the event as focus and which are more than just a commercial are more helpful in providing the reach that is desired for event although expensive. 3)Television For events, the television media can be single most potent media. It can provide both pre-event and post-event coverage. According to desired reach, the satellites or government controlled channels can be used. It provides ability to cover event during event itself, so the competitive events can be presented better.

30SWOT ANALYSIS

31SWOT AnalysisIn SWOT Analysis: S stands for Strengthsw stands for weakness o stands for opportunities T stands for threatsIt is a strategic planning tool which is used to identify and analyze the strengths , weakness ,opportunities and threats involved in your project. SWOT analysis can also be done in your organization.

Strengths:These are the attributes of your project/organization which are helpful in achieving projects objectives. for e.g. :experienced event team, high motivation level, excellent pr, good market share etc.

hose tWEAKNESSES

These are those attributes of your project/organization which are harmful in achieving projects objective. for e.g. social loafing, lack of funds ,low energy level , lack of media and corporate contacts etc.

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OpportunitiesThese are those external factors which are helpful in achieving the projects objectives. for e.g. little competition, favorable economic conditions , support from the local authorities, availability of the state of the art infrastructure etc.

ThreatsThese are those external factors which are harmful in achieving the projects objectives. for e.g. high competition, little or no support from local authorities. bad whether, poor infrastructure, high lab our rate, unavailability of raw material etc. It is very important that you conduct SWOT analysis before developing an event plan to develop a strategy which maximizes the potential of strengths and opportunities of your project and at the same time. minimize the impact of the weaknesses and threats.

33Analysis ReportAfter conducting market, competitors, product/service research and SWOT analysis, create a report which contain details of all the research work done by you . Documentation of your research work is important, later for event evaluation. Your analysis report will also help you in getting sponsorship for your event.

Risk involved in event Management

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35RISK MANAGEMENT : An event is full of uncertainties like power failure, medical emergency, brawl, stampede, fire, sponsorship withdrawal, last minute turned down by an artist etc. How will you deal with all these contingencies without a well thought out risk management plan.Risk management is done at each and every stage of event production

36DEVELOPING RISK MANAGEMENT PLAN FOR EVENTS.Since risk management is a very important part of event management therefore it should be carried out in a planned and professional manner. Following steps are involved in risk management:

37 STEP 1: IDENTIFY THOSE ELEMENTS OR ACTIVITIES WHICH COULD CARRY A RISK. List of such elements is already specified above like information management, security, procurement etc. STEP 2: IDENTIFY THE RISK ASSOCIATED WITH EACH ELEMENT OR ACTIVITY. For e.g: cargo theft is associated with logistic management. Similarly, data loss is associated with information management.

38 STEP 3: DETERMINE THE POSSIBILITY OF OCCURRENCE OF RISK AND SEVERITY OF THE CONSEQUENCES IF THE RISK DOES HAPPEN.ELEMENTS RISK POSSIBILITY SEVERITY

Information management

Loss of data Data theft Data corruption Brawl

Low High Very high Low

Very high High Very high low

Security management

39 STEP 4: RISK PRIORITIZATION. Risks with high severity of the consequences should be handled first. STEP 5: FORMULATE, PREPARE AND IMPLEMENT STRATEGIES TO MANAGE RISKS. Some common strategies used for risk management are: Risk avoidance Risk retention Risk transfer Risk reduction .

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STEP 6: MONITOR THE RISK PERIODICALLY. So that the strategies used to manage the risk can be updated and reviewed

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42Event could be anything from concerts, produce, launches, conferences , promotions, press conference, jubilee celebrations and farewells to television based events, fashion shows , wedding or parties. It could be just anything. Event management is emerging fastest growing industry as it is a very creative, glamorous as well as challenging career option for youth. The role of event planner must be good FROM THE START OF THE EVENT TILL THE END. A SMALL MISTAKE OF EVENT PLANNER WILL TURN A SUCCESSFUL EVENT TO FLOP SHOW.