Events ManagementDavid Phillips

Planning and Managing Events and ConferencesEvents and conferences. Event management. Working with VIPs. Hospitality and entertainment

Reading - Baines et al chapters 16, 22 and Henslowe chapter 12

What are theyAn opportunity to build relationships

Organisation and PublicsMembers of publicsPublic to Public

An opportunity to communicateSelect audienceIn charge of the agenda

Planned!

First Rules Plan well in advance Why, Who, What, Where, When and how much? The day’s agenda Invitations, marketing and information

Paper invite/brochure etc (design and print takes time) Web site (and can they book online?) Social Media (who is doing what, teasers and story line) Venue info: maps, currency, language, jabs etc Travel Meet & Greet Badges Packs before/on arrival Photographer A nice little take way Other entertainments/local sights and sounds

The AV and other disastrous technology Test everything (even if the busses run to timetable) Attention to detail is King

What everyone needs to knowDate Time & PlaceWho they will meet (meet & greet person, speakers, other

guests etc)Running order/agenda – keep repeating it!When will they eat and drink (and what and special diet

provisions)Rules about phones, photography and roving microphonesWifi and power pointsLoosWho can help them and whereWhen will they leaveThank you letters

Maps come from Google or Bing or the Tourism office.Don’t do it allLook for helpers (must be briefed –

preferably both in writing and face to face – must get personal and written thank you)

DelegateInvolve other organisationsThere are professional companies

The Best Way to Learn – Volunteer and get paid

Her Majesty CommandsVIP’s

EasyHardImpossible

Secretary is vital linkRight forms of address (Debretts is still the book/site to use),

how will travel, detailed agenda/instructions, meet and greet agreement, who will meet, and when, who will introduce who to whom, special food, time and method of departure. Brief you own people in detail. Keep checking.

The Private Secretary to the Sovereign (The Rt Hon Christopher Geidt CVO OBE), in charge of the Private Secretary's Office and the Press Office.

Thank you letter  - hand written PS.

Frazzle fixesYou will get frazzledWhen others get the fraz on – calm, sweetness and

light, glittering smile – the Axe and thumb screws come after the guests have left.

Comfortable clothesNo high heels, sensible nails and make-up that can

cope with being very hotDon’t drink alcohol – pretend but do drink waterDo eat – sitting down and looking relaxedBrief your helpers to do the same – and help them

relax

ReferencesHenslowe, P (2nd ed 2003) Public Relations: A

Practical Guide to the Basics, Kogan PageBaines, P., Egan, J. and Jefkins, F. (2004)

Public Relations: Contemporary Issues and Techniques, Elsevier Butterworth-Heinemann

Mathew Wall http://business.timesonline.co.uk/tol/business/article1019921.ece

Check list http://www.conference-connections.co.uk/pdf/cbchecklist.pdf

Running a Big Conference - it all scales up.