Event Management

Event Management
Its not rocket science!

Jeannette Allison March 2009
Taking the fear out of organising

Successful events every time
So where do we start?
The event
What is the purpose of the event
What do you want to achieve
Who is your target audience.
Event timetable
Make a checklist
Include dates for completion of task.
Event timetable/checklist
NACO Annual Conference 2009
Organising Committee Mtg
Venue inspection visit
Accommodation inspection
Book Venue
Book Accommodation
Organising Committee Mtg
Invite speakers/guests
Prepare Budget
Budget approved
Prepare Conference Programme
& Registration Form
Book entertainment
Book photographer
Programme & Reg Form to
Printers
Mailshot Conference Programme
Return date: Registration Forms
(6 wks prior)
Prepare joining instructions
Prepare final Programme
Final Programme to printers
Mail joining instructions (3 wks
prior) with attendance list
Printing of speakers name
boards
Prepare table plans etc
Press Release
Attend event
March 2008
March 2008
March 2008
April
April
May
May
May
August
September
2nd wk
January
1st wk
February
5/6 March
The Venue
Where?
What type of venue?
When?
CARDINAL RULE Never book a venue

without an inspection visit!
Venue checklist
Correct combination of rooms
Accompanying exhibition required
Obtain maximum capacity numbers
What style of seating is required
Venue checklist
Is a stage necessary location
Does the main room have any obstructing

pillars etc
Does the main room have an

induction loop system
Venue checklist
Is there natural light/will the room blackout
How noisy is the heating/air con
Does the venue have a dedicated

co-ordinator who can assist with
arrangements
Venue checklist
What audio visual equipment is

needed
Is there an adequate PA system
Is there good access for disabled

delegates.
Booking the venue
Meet with the conference co-ordinator
Obtain room hire rates negotiable!
Conference venue daily delegate rate
Check cancellation fees
Venue schedule.
Overnight accommodation
If accommodation needed, is it important

for all delegates to remain in one location
If using several hotels, is travel to main

venue required
Single or twin rooms
INSPECT all accommodation
Checklist
Check latest release dates without

incurring cancellation fees.
The budget
Anticipated number of delegates
Is the event to break-even or profit desired
Is sponsorship to be sought
Always allow a contingency
Be REALISTIC.
Anticipated No. of delegates 100

Projected
General Event:
Printing
Preliminary Programme &
Reg Form
Conference Programme
Menu cards
Speakers name boards
Stationery
Name badges
Delegate Wallets
Entertainment
After dinner Band
Caricature Artist
Photographer
Flowers
Speakers expenses
Fees
Travel
Overnight accom
Audio visual hire
Conference Office expenses
(travel, accommodation &
catering)
Total General
Contingency 15%
TOTAL GENERAL
250.00
500.00
60.00
45.00
80.00
150.00
500.00
100.00
95.00
150.00
1,200.00
450.00
720.00
780.00
550.00
5,630.00
844.50
6,474.50
Actual
Projected
INDIVIDUAL DELEGATE
COSTS:
Daily delegate rate x 2 days
@ 32.00
Drinks reception & Gala
dinner @ 45.00
Single room @ 85.00
6,400.00
4,500.00
8,500.00
TOTAL DELEGATE
TOTAL GENERAL
19,400.00
6,474.50
TOTAL
25,874.50
Based on 100 delegates
258.74
Actual
Sponsorship
Who to approach
Sponsorship packages
Level of publicity at event.
Invitation to speakers/official guests
Seek commitment as soon as possible
Are speakers fees/expenses payable
Send 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
Standard whiteboard
OHP Projector
Other equipment?
Multimedia projector
DVD player
Flipchart
Signed _______________________________ Date ___________________
Conference Programme
Decide whether preliminary or final

programme
What to include
CARDINAL RULE
proof read thoroughly!
Registration Form
Include to whom the form is to be returned

to with contact information
Include the closing date for receipt 6

weeks prior to event
Include request for special requirements

dietary/disabled access/help in an
emergency.
Joining Instructions
3 weeks prior to event
Include Registration Card
Final materials and attendance list.
Organising an Exhibition
As with Conferences, establish objectives

of exhibition and identify exhibitors
If alongside conference, ensure

tea/coffee/lunch and/or other events are
integrated into the exhibition space
Follow up initial mailshot with

telesales call
Organising an Exhibition
Produce 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 event
Arrive at least the day before
Meet key organising personnel
Establish first aid contact
Complete final risk assessment
Ensure registration desk in prime location
If something goes wrong:

DONT PANIC!
Assessing failure or success
Evaluation form
At the event or sent out separately.
EVALUATION FORM
Your feedback is essential to monitor the effectiveness of our events.
Name:
Company:
Conference:
Workshop(s)
WorkshopEvent:
attended:
Score
How would you rate the content and relevance of todays
Conference?
(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
...
Comments:
What could be done, if anything, to improve the quality of todays workshop?

(consider timing and duration, location and environment)
Score
How would you rate your Workshop Leader in the following key
areas?
(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
Made you feel comfortable and at ease
Communicated well and provided clear and concise instructions
...
...
...
Encouraged questions and feedback

Knowledgeable about subject matter
...
How would you rate the Conference materials in terms of:

(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
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 Releases
Decide if you want to prepare one
Decide on target audience
How will it be distributed.
How to write a press release
Keep it short & sweet max 2xA4 sides
Decide for immediate release or to be

embargoed
Must 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.
2.
3.
4.
5.
Tell the editor who to contact for more information incl.

mobile, landline and e:mail
Also include short background information on your organisation
Include company name, fax number, e:mail and website info
Include opening hours, prices, venues, dates as appropriate
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 first
Always protect your guest/speaker
Check with him/her to see if they are

happy to give an interview
Schedule with journalist at a

convenient time.
Risk Assessments
The 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 Assessment
The 5 steps are:
Identify the hazard
Decide who might be harmed
Evaluate risks & decide on precaution
Record your findings
Review assessment & update if

necessary
What could go wrong at your

event and how would you
deal with it?
Health & Safety Issues
Knowing your delegates/guests
Having access to venue first aider or

consider your own training
Knowing the venue emergency evacuation

procedure & alarm
Consider making a formal announcement

at the opening of your event.
What health & safety issues

affect the events you
organise?
Need more help / training
Event Management
ACE Association of Conference

Executives
AEME Association for Event

Management Education
Need more help / training
Risk Assessments
Health
& Safety Executive
Press & Media Relations

The
Press Association
What have we learnt today?
In short
Never underestimate the task ahead
Plan, plan, plan
Maintain good effective working

relationships you cant do it alone!
What have we learnt today?
Proof read everything
Never assume anything
Always be prepared!
Thank you and good luck with

your event organising

Event Management

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Event Management

Its not rocket science!

Taking the fear out of organising

Jeannette Allison March 2009

What is the purpose of the event

What do you want to achieve

Who is your target audience.

Jeannette Allison March 2009

Include dates for completion of task.

Jeannette Allison March 2009

What type of venue?

CARDINAL RULE Never book a venue

Jeannette Allison March 2009

Correct combination of rooms

Accompanying exhibition required

Obtain maximum capacity numbers

What style of seating is required

Jeannette Allison March 2009

Is a stage necessary location

Does the main room have any obstructing

Does the main room have an

Jeannette Allison March 2009

Is there natural light/will the room blackout

How noisy is the heating/air con

Does the venue have a dedicated

Jeannette Allison March 2009

What audio visual equipment is

Is there an adequate PA system

Is there good access for disabled

Jeannette Allison March 2009

Booking the venue

Meet with the conference co-ordinator

Obtain room hire rates negotiable!

Conference venue daily delegate rate

Check cancellation fees

Jeannette Allison March 2009

If accommodation needed, is it important

If using several hotels, is travel to main

Single or twin rooms

Jeannette Allison March 2009

INSPECT all accommodation

Check latest release dates without

Jeannette Allison March 2009

Anticipated number of delegates

Is the event to break-even or profit desired

Always allow a contingency

Jeannette Allison March 2009

Anticipated No. of delegates 100

Based on 100 delegates

Level of publicity at event.

Jeannette Allison March 2009

Invitation to speakers/official guests

Seek commitment as soon as possible

Are speakers fees/expenses payable

Send ADV form.

Jeannette Allison March 2009

SPEAKERS ADV FORM - Return by (date)

Title of your talk ___________________________________________________

Biographical details (please provide a brief biography for publication)

Audio Visual Equipment (please indicate your requirements)

Signed _______________________________ Date ___________________

Decide whether preliminary or final

Jeannette Allison March 2009

Include to whom the form is to be returned

Signed _____________ Date _