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.

ClosedownClosedown

Doors close. Equipment is removed, facilities locked up, signs taken

down The till is cashed up and money sent to the bank or put in

the safe The staff have dinner Tidying up takes place, but full cleaning is done the day after There are no legacies