4.02 Discuss aspects of 4.02 Discuss aspects of event managementevent management

Explain components of an Explain components of an eventevent

No two events are exactly alike.Planning can be expensive and

should be detailed.Careful preparation is crucial.Actual event occurs in a short

period of time.

Explain components of an Explain components of an event event (Continued)(Continued)

Financial risks include:– Unpredicted

expenses– Lower than expected

revenue– Downturn in the

economy– Decrease in

disposable income– Cash flow problems

Safety risks include:– Accidents– Riots– Terrorist acts– Sabotage

Explain components of an Explain components of an event event (Continued)(Continued)

Provides intangible services such as:– Amusement– Entertainment– Information

Experience varies with each attendee– Unique services– Perception and

reaction

Product and provider are inseparable

Unsold tickets cannot be sold later

Necessary skills for an Necessary skills for an event managerevent manager

Teamwork– Motivate

Communication– Clear– Well-informed

Organization– Develop a timeline– Delegate tasks

Problem-solving– Flexible– Creative– Handle unexpected

dilemmas

Steps for creating an Steps for creating an event management planevent management plan

1. Schedule the event.– Find an appropriate facility.– Determine if the facility wants or needs to

book the event.– Secure a facility.

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

2. Negotiate the contract.– Define the terms– Boilerplate contract – fill-in-

the blank format– Analyze expenses and

revenues– Percentages for dispensing

revenue

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

3. Coordinate the event.– Meet venue and equipment needs– Secure a location for equipment– Recruit, train and supervise personnel– Design a work order for tasks with time restrictions– Anticipate problems– Guarantee the right people have access to

necessary locations and act appropriately in case of an accident

– Follow occupation safety and health legislation

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

4. Stage the event.– Information must

flow– Be visible– Schedule breaks– Coordinate media– Ensure satisfaction

– Organize traffic flow Law enforcement Parking and weather Post signs directing

spectators Alter signal lights Notify local residents

and businesses Establish emergency

routes

Steps for creating an event Steps for creating an event management planmanagement plan (continued)(continued)

4. (continued) Determine seating

plan– Train ushers– Line up in advance

for general admission seating

– Festival seating arrangements

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

4. (continued) Determine alcohol policies

– Potential liability– TIPS (Training for Intervention Procedures by

Servers of alcohol)– TEAM (Techniques for Effective Alcohol

Management)– Check ID’s and use wristbands– Two beer limit per purchase– 12oz. Services– Eliminate sales at a set time– Promote a DD program

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

4. (continued) Develop crowd management

plan– Train staff– Centralized communication

network– Emergency plan – disabled,

intoxicated patrons, lost child, natural disasters

Steps for creating an event Steps for creating an event

management planmanagement plan (continued)(continued)

5. Reconcile expenses and revenues according to arranged contract.

6. Evaluate the event using the SWOT analysis.– Strengths– Weaknesses– Opportunities– Threats