Event Management

Event ManagementIts not rocket science!

Jeannette Allison March 2009

Taking the fear out of organisingSuccessful events every timeSo where do we start?


The eventWhat is the purpose of the eventWhat do you want to achieveWho is your target audience.


Event timetableMake a checklistInclude dates for completion of task.



Event timetable/checklist

NACO Annual Conference 2009

Organising Committee Mtg

March 2008

Venue inspection visit

March 2008

Accommodation inspection

March 2008

Book Venue

April

Book Accommodation

April

Organising Committee Mtg

May

Invite speakers/guests

May

Prepare Budget

May

Budget approved

Prepare Conference Programme & Registration Form

Book entertainment

Book photographer

Programme & Reg Form to Printers

August

Mailshot Conference Programme

September

Return date: Registration Forms

(6 wks prior)

2nd wk January

Prepare joining instructions

Prepare final Programme

Final Programme to printers

Mail joining instructions (3 wks prior) with attendance list

1st wk February

Printing of speakers name boards

Prepare table plans etc

Press Release

Attend event

5/6 March

The VenueWhere?What type of venue?When?CARDINAL RULE Never book a venue without an inspection visit!


Venue checklistCorrect combination of roomsAccompanying exhibition required Obtain maximum capacity numbersWhat style of seating is required


Venue checklistIs a stage necessary locationDoes the main room have any obstructing pillars etcDoes the main room have an induction loop system


Venue checklistIs there natural light/will the room blackoutHow noisy is the heating/air conDoes the venue have a dedicated co-ordinator who can assist with arrangements


Venue checklistWhat audio visual equipment is neededIs there an adequate PA system Is there good access for disabled delegates.


Booking the venueMeet with the conference co-ordinator Obtain room hire rates negotiable!Conference venue daily delegate rateCheck cancellation feesVenue schedule.


Overnight accommodationIf accommodation needed, is it important for all delegates to remain in one locationIf using several hotels, is travel to main venue requiredSingle or twin rooms


Overnight accommodationINSPECT all accommodationChecklistCheck latest release dates without incurring cancellation fees.


The budgetAnticipated number of delegatesIs the event to break-even or profit desiredIs sponsorship to be soughtAlways allow a contingencyBe REALISTIC.



Anticipated No. of delegates 100

Projected

Actual

General Event:

Printing

Preliminary Programme & Reg Form

Conference Programme

Menu cards

Speakers name boards

250.00

500.00

60.00

45.00

Stationery

Name badges

Delegate Wallets

80.00

150.00

Entertainment

After dinner Band

Caricature Artist

500.00

100.00

Photographer

95.00

Flowers

150.00

Speakers expenses

Fees

Travel

Overnight accom

1,200.00

450.00

720.00

Audio visual hire

780.00

Conference Office expenses

(travel, accommodation & catering)

550.00

Total General

5,630.00

Contingency 15%

844.50

TOTAL GENERAL

6,474.50


Projected

Actual

INDIVIDUAL DELEGATE COSTS:

Daily delegate rate x 2 days @ 32.00

6,400.00

Drinks reception & Gala dinner @ 45.00

4,500.00

Overnight accommodation

Single room @ 85.00

8,500.00

TOTAL DELEGATE

19,400.00

TOTAL GENERAL

6,474.50

TOTAL

25,874.50

Based on 100 delegates

258.74

SponsorshipWho to approachSponsorship packagesLevel of publicity at event.


Invitation to speakers/official guestsSeek commitment as soon as possibleAre speakers fees/expenses payableSend ADV form.



SPEAKERS ADV FORM - Return by (date)

Full Name ___________________________________________ Title Mr/Mrs/Ms _______

Company/organisation ______________________________________________________

Address _________________________________________________________________

Tel: Office ________________ Mobile _______________ E:mail_____________________

Title of your talk ___________________________________________________

Brief synopsis (please provide a brief synopsis of your talk for publication)

___________________________________________________________

___________________________________________________________

___________________________________________________________

___________________________________________________________

Biographical details (please provide a brief biography for publication)

Audio Visual Equipment (please indicate your requirements)

Interactive whiteboard

Multimedia projector

Standard whiteboard

DVD player

OHP Projector

Flipchart

Other equipment?

Signed _______________________________ Date ___________________

Conference ProgrammeDecide whether preliminary or final programmeWhat to includeCARDINAL RULE proof read thoroughly!


Registration FormInclude to whom the form is to be returned to with contact informationInclude the closing date for receipt 6 weeks prior to eventInclude request for special requirements dietary/disabled access/help in an emergency.


Joining Instructions3 weeks prior to eventInclude Registration Card Final materials and attendance list.


Organising an ExhibitionAs with Conferences, establish objectives of exhibition and identify exhibitorsIf alongside conference, ensure tea/coffee/lunch and/or other events are integrated into the exhibition spaceFollow up initial mailshot with telesales call


Organising an ExhibitionProduce an Exhibitors manual for hire of shell extras, furniture, flowers etc Always produce an Exhibitors showguide Always tie-in exhibition arrangements within conference programme Complete a Risk Assessment


At the eventArrive at least the day beforeMeet key organising personnelEstablish first aid contactComplete final risk assessmentEnsure registration desk in prime locationIf something goes wrong: DONT PANIC!


Assessing failure or successEvaluation formAt the event or sent out separately.



EVALUATION FORM

Your feedback is essential to monitor the effectiveness of our events.

Name:

Company:

Conference:

Workshop(s) attended:

WorkshopEvent:

How would you rate the content and relevance of todays Conference?

(Excellent = 4 Very Good =3Good = 2 Poor = 1)

Comments:

Score

...

What could be done, if anything, to improve the quality of todays workshop?

(consider timing and duration, location and environment)

How would you rate your Workshop Leader in the following key areas?


Made you feel comfortable and at ease

Communicated well and provided clear and concise instructions

Encouraged questions and feedback

Knowledgeable about subject matter

Score

...

...

...

...

How would you rate the Conference materials in terms of:


Quality

Suitability as post-event support

...

...

Have your personal objectives for attending this event been met?

(Yes = 3 Mostly = 2 No = 1) If not, why not?

Thank you for completing this form.

What organising nightmares have you experienced and in hindsight what would you have done differently?


Press ReleasesDecide if you want to prepare oneDecide on target audienceHow will it be distributed.


How to write a press releaseKeep it short & sweet max 2xA4 sidesDecide for immediate release or to be embargoedMust include the 5 Ws who, what, when, where, why and then how.



PRESS RELEASE TEMPLATE

(logo)

PRESS RELEASE

Issued: (date)

For Immediate Release OR Embargoed Until: (date/time)

TITLE (make it brief and attention grabbing)

The first paragraph should be a summary of the story including Who, What, When, Where.

Expand on the details in the next paragraph using Why and How. Remember: the journalist will want to know what is unique or new about the story and why it will appeal to their readers.

Then back up your claims with facts and statistics.

Follow up your story with quotes in italics, if required. This will bring the story to life.

Finish off with details such as dates, times, prices and how to contact you.

## Ends ##

Notes to editors

1. Tell the editor who to contact for more information incl. mobile, landline and e:mail

2. Also include short background information on your organisation

3. Include company name, fax number, e:mail and website info

4. Include opening hours, prices, venues, dates as appropriate

5. You should also state whether you have photos available

Dealing with media interest If the media are interested in your story, they will contact you as organiser firstAlways protect your guest/speakerCheck with him/her to see if they are happy to give an interview Schedule with journalist at a convenient time.


Risk AssessmentsThe safety of your delegates/guests is paramount reason enough to prepare one!Its a careful examination of what could cause harm to people, allowing you to assess if you have taken enough precautions or should do more to prevent harm. Its being prepared!


Preparing a Risk AssessmentThe 5 steps are:Identify the hazard Decide who might be harmedEvaluate risks & decide on precautionRecord your findingsReview assessment & update if necessary


What could go wrong at your event and how would you deal with it?


Health & Safety IssuesKnowing your delegates/guestsHaving access to venue first aider or consider your own trainingKnowing the venue emergency evacuation procedure & alarmConsider making a formal announcement at the opening of your event.


What health & safety issues affect the events you organise?


Need more help / trainingEvent Management ACE Association of Conference ExecutivesAEME Association for Event Management Education


Need more help / trainingRisk Assessments Health & Safety ExecutivePress & Media Relations The Press Association


What have we learnt today?In short Never underestimate the task aheadPlan, plan, planMaintain good effective working relationships you cant do it alone!


What have we learnt today?Proof read everythingNever assume anythingAlways be prepared!


Thank you and good luck with your event organising


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Event Management

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