The 5 C’s of Event ManagementRabu, 24 Februari 2021

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EVENT \ I’vent

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Menerjemahkan sebuah pesan komunikasi dari policy, product dan/atau brand/corporate/institution menjadi suatu pengalaman, yang dilaksanakan secara PROFESIONAL, KREATIF dan PROPORSIONAL.

a thing that happens or takes place, especially one of importance: a planned

public or social occasion:

FIRST THING FIRST

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Berdoá sesuai dengan agama dan keyakinan masing-masing.

COMM FUNCTION

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Continuity communication

platform (online to offline, vice versa).

Human to human experience. Build

meaningful relationships with audience by

providing substantive, positive and emotional

experiences.

Institution (corporate) Branding.

Building loyal audiences, that have potential to become

community if managed properly.

The process of managing an event from start to finish may be divided into 5 basic phases, which we have called the 5 Cs.

SUBBAGIAN EDUKASI PUBLIK # #UangKita Talk 6

5 C’s

#1CONCEPTUALISATION

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This is the quintessential step in event planning. It refers to the main idea of the event.There are five important questions one should ask:

WHY is the event taking place?WHO are the audiences? people involved in this event?

WHEN is the event taking place?WHERE is the event happening?

WHAT exactly is the event all about?

It will be a colossal event, if these questions are carefully considered while planning an event.

CONCEPTUALISATION

8Pict Source: Google.

When it comes hosting an event, understanding your audience is essential so that you can best know how to entice them.

CONCEPTUALISATION

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Theme Time PlaceTema acara harus dikaitkan dengan

strakom/tujuan organisasi. Harus sesuai dengan

kebutuhan peserta dan konsisten dalam semua

aspek.

Pilih waktu yang tepat sesuai dengan konsep

acara dan kondisi peserta.

Pilihan tempat yang disesuaikan dengan

kebutuhan acara, baik dari segi segmentasi,

kemudahan transportasi, maupun fasilitas yang

tersedia, serta kemudahan perizinan.

CONCEPTUALISATION

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Segmentation Event PillarsSesuaikan konsep acara dengan segmentasi dari

peserta.

Format dan penyajian apa yang paling pas dengan

objektif event dan relevan dengan peserta.

ResourcesHitung kecukupan sumber daya yang dibutuhkan baik untuk tenaga, asset yang dimiliki, maupun sumber

dari pembiayaan.

GoalsObjektif dari event. Key Performance Indicators.

Measureable.

CONCEPTUALISATION: Platform

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Large Meeting Video Webinar+++

More InteractiveMore Engagement

Budget friendlyUp to 1,000 attendees

---Regular Experience

Additional Effort

+++Professional Look

Q n A FeaturePersonal Invitation Registration Form

up to 50,000 attendees

---Additional Cost

Less Engagement

Livestream+++

As Many Viewers As PossibleLess budget

---Low Engagement

#2COORDINATION

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Setup committee and job desc. Nailing down a solid budget. Drawing up an itinerary. Lock the venue. Planning caterers/decorators. Booking entertainment/speakers/activity. Sourcing equipment. Coordinating transport and accommodation. Risk assessments &

security. Contingency plans, etc.

COORDINATION: Virtual Event

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Committee

Speakers/PerformersEvent Organizer

When it comes to Virtual Event, dedicated IT support is a must!

COORDINATION: Virtual Event

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Self Hosting Zoom DefaultFrom A-Z

HardwareSoftware

ResourcesTechnical Crew

Low CostMini Studio

Medium CostVirtual Stage

High Cost

Collab with EO (optional)

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Zoom Default

Mini Studio

Virtual Stage

COORDINATION: Virtual Event

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COORDINATION: Virtual Event

#3CONTROL

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Event management is one of the application of project management. Stick to objective/deliverables, cost, and time constraint.

Event control means just that. Staying in control. Be sure to keep things tight and stick to the plan.Draw up a timeline and set clear targets of what should be done, when it should be done by and who is

responsible for it.

CONTROL

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Offline Event Online Event

CONTROL

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● Memastikan seluruh crew menyelesaikan pekerjaan.

● Briefing all crew dan pengisi acara.

● Skenario plan A/B/C.● Menyusun rundown

dan script event.● Kesiapan konten materi

& multimedia.● Melaksanakan

percobaan event sesuai dengan skenario yang direncanakan.

PROMOTION

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#4CULMINATION

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In event culmination, we reach the climax.The big day itself. The event has come to fruition and it’s time to get the show on the road.

CULMINATION

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Checklist:1. Memastikan koneksi internet.2. Memastikan pelaksanaan protokol kesehatan.3. Memastikan kesiapan seluruh unsur stage, booth, dan

property.4. Memastikan kelancaran sound system dan tata lampu.5. Memastikan kelancaran kelistrikan/power supply.6. Memastikan kesiapan food and beverage

CULMINATION

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Checklist:1. Zoomkeeper.2. Memastikan jalannya rundown skenario plan A/B/C.3. Memastikan script event.4. Memastikan MC dan Moderator.5. Memastikan dan mendampingi semua bintang tamu dan

pengisi acara dapat tampil sesuai rundown.6. Memastikan kesiapan konten event: music, tata lampu,

materi, aktivasi, dan pendukung lainnya.7. Mengetahui kedatangan dan keberadaan tamu penting.8. Time Keeper.

CULMINATION

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Checklist:1. Memastikan persyaratan protokol kesehatan.2. Memastikan persyaratan dari peserta terpenuhi/peserta

memenuhi protokol keamanan dan persyaratan event (bebas senjata tajam dan memenuhi prosedur event).

3. Mengarahkan flow jalannya peserta sesuai dengan rundown dan kapasitas event.

4. Memberikan petunjuk/informasi kepada peserta.5. Memastikan keamanan di area registrasi dan panggung.6. Menyiapkan dan mendistribusikan logistik baik untuk

pengisi acara maupun crew event.

#5CLOSE OUT

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The closeout phase is what comes after the event is over, such as getting feedback from stakeholders, evaluating performance, thanking attendees and staff, reviewing

the budget, etc.

CLOSE OUT

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Event Exposure● Media● Social Media Reach● User Generated Contents● Word of Mouth● etc

Event Objective● Survey Result● KPI result● Reviewing Budget

Others● Collect & Manage Data● Maintain Relationship With

All Parties● Documentation● Community Potential

Uh.. Oh, there is another one

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CREATIVITY

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Creativity is like a plant seed.

You cannot force it to grow, but you can nurture it, put it in the right conditions, and let it grow faster than other seeds.

Creativity cannot and should not be forced. Give yourself and employees the right tools and conditions to improve their creative thinking, and reap the benefits of fresh ideas and solutions to existing or future problems.

A business who is constantly trying to nurture new ideas will always stay young and fresh.

CREATIVITY

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TERIMAKASIH

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