EVENT MANAGEMENT : LU 5

LEARNING OUTCOMES•Know the Meeting & Conference Industry in RSA

•Meeting & Events Terminology

•PCO?

•Event Order/Function Sheet

•Event Budget

•Legal obligations & Events

•The Event Contract

Manual pg 82..

CSEP

CMP

PCO

MEETINGS & CONVENTION EVENTS

• Assembly of people for the purpose of

exchanging information, debate or discussion,

consensus or decisions, education & relationship

building.

•Conference / Conventions / Congress /

Colloquium / Forum / Symposium / Seminar /

Workshops

Manual Case Study Pg 84

What is a PCO SAACI offers 3 graduated levels which are.. What role does a PCO fill? When do you use a PCO? Responsibilities/Duties of a PCO? Benefits of using a PCO?

PCO – Manual Pg 85

Detailed summaryOf the event details That the event manager, banqueting/facility manager at the venue, kitchen team/caterers, decor specialist, technical team

ALL NEEDTo be INFORMED

• Update & Replace Constantly• Can act as booking/confirmation form as well

EVENT ORDER / FUNCTION SHEET

Example Pg 92

1. Finalise to ensure event is feasible

2. Learn to prioritize activities & expenses

3. Use budget to track performance/implementation

4. Force you to be Creative!

5. Under Promise & Over Deliver

EVENT BUDGET

Types of budgets include :

o Profit-orientated events

o Break-even events

o Loss leaders/Hosted events

EVENT BUDGET continue..

Budget elements:

• Income

• Fixed income (start up budget/donation/sponsorship)

• Variable income ( ticket sales/on the spot fund raising)

• Expenses

• Fixed expenses (pay before event start/dj/decor/venue)

• Variable expenses ( catering/thank you gifts – depends on attendee number)

• Items budgeted for & Break Even Point

• 10% contingency (buffer for emergency/unforeseen expenses)

• 14% vat (quotes include or exclude tax? DOUBLE CHECK)

• Sub & Totals

EVENT BUDGET continue..

Manual Pg 99 Principles of Budgeting

Create your Own Budget : Page 110

EVENT BUDGET continue..

LEGAL OBLIGATIONS AND REQUIREMENTS

Occupational Health and Safety ActSafety at Sports and Recreation Bill

Example:High-risk event = Helipad20 000 people = mass casualty disaster vehicle10 000 people = 1 ambulance20 000 people = 1 doctor

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To the Manual..• Page 102 – SANS• Page 103 – Legislations & Regulations• Page 104 – Permits & Licences• Page 104 – Insurance Policies

The Event Contract!

Definition : The understanding and agreement between two or more parties regarding their mutual interests as specified in the agreement.

Consider : Employees; Exhibitors; Venue; Vendors; Staging; Decor; Entertainment; DJ; Printing; Catering etc..

CRUCIAL : ELEMENTS OF CONTRACT PG 106 - 109