creative eventmanagement...keys to get in/ out earliest to get in on the day latest to leave on the...
TRANSCRIPT
Creative EventmanagementKatharina MoserMOSAIK - Designing European ExperiencesSpread the Vote 25.04.2019
CHECK IN● Your name● Best event
you’ve been to
100 EVENTS
WHAT MAKES A GOOD EVENT?
● Know your WHY● Know your target group● Have a great team behind it● Emotional touch● Organisation!!
GUIDELINES for TODAY● Cooperation! ● We are only getting started ● Practice over theory● We love EXCEL● Make best use of time ● Turn off your phones!
6 INGREDIENTS FOR A SUCCESSFUL EVENT
● WHY● WHO● WHERE● WHEN● WHAT● HOW
TASK: PITCH YOUR EVENT
WHY?⇨ VISION⇨ GOALS
SMART
S pecificMA R T
S pecificM easurableA R T
S pecificM easurableA ttainableR T
S pecificM easurableA ttainableR ealisticT
S pecificM easurableA ttainableR ealisticT ime-phased
Routes
VISION: Pass on my own positive feeling of “Europeanness”
GOALS: - Financing: 140.000,- - Participants: 1.000- More than 90% want to come again- Volunteers want to help again- Etc.
Routes
VISION: Pass on my own positive feeling of “Europeanness”
GOALS: - Financing: 140.000,- 100%- Participants: 1.000 80%- More than 90% want to come again 100%- Volunteers want to help again 100%- Etc.
TASK: DEFINE SMART & SOFT GOALS
WHO?⇨TARGET GROUP
Routes
TASK: DEFINE TARGET GROUP
WHERE?⇨LOCATION
Routes
Routes
36.000,-
Routes
Routes
10.000,-
TASK: CHECK LOCATIONLOCATION: Project XXX
Address
Topic CommentOK
GENERAL
Available on that date
Reserved
Agreement
Contact person for the location
Costs
Rent
Electricity
Staff
Wardrobe
General Facilities
Capacity
Public transport
Parking slots
Rooms to use + room capacity
Wardrobe
Toilets
Handicapped accessibleAny licensing requirements and orders needed?
Logistics
Keys to get in/ out
Earliest to get in on the day
Latest to leave on the day
Security needed? Where?
Storage possible?
Parking for delivery services
Event roomStage - there or has to be set up? Dimension of stage? etc.Seating of the audience: movie theater seating, circles, chairs, tables, poser tables etc.Set up stage: chairs, speaker's table?, light, roll-ups etc.Set up of the room: lights, decoration (flowers, table cloths etc.)
TechnicsTechnical rehearsal: mic, beamer, lights, sound etc.microphone: how many? Headset, handmic, cable?beamer: laptop there? (Mac adapter!!) Do presentations need WLAN, sound, video etc.
music/ acoustics
Contact of technician for the event
Catering
Kitchen?
Enough room for food/ drinks (fridge!)
Waste disposal
TASK: CHECK LOCATION
TASK: CHECK LOCATION
TASK: CHECK LOCATION
WHEN?⇨DATE & TIME
Routes
- Close to Europe-Day- Saturday- No other major
event - ...
WHAT?⇨CONTENT
Routes
- 3 years development- Brainstorming
sessions with friends and stakeholders
- Brainstorming with artists, embassies...
- Special design for closing event…
TASK: DEFINE THE CONTENT OF YOUR EVENT.
METHOD: ALPHABET BRAINSTORM
If you put together two things that have never been put together before the world has changed.
Julian Barnes
HOW?⇨CONTENT
HOW?⇨CONTENT ● Project roles
● Budgetincl. Sponsors & Sponsoring value
● Team & Tasks● Project plan● Event plan & Material● Communication● Productivity● Evaluation/ Post work
PROJECT ROLES
HOW?
Routes
- Core team: 6 (20 in 3 years)
- Volunteers: 70(out of 150)
Routes
Circle of Friends
TASK: DEFINE THE PROJECT ROLES
BUDGET
HOW?
BUDGET
Routes
- 100% Sponsoring- 35 paying partners - 13 barter deals- media & location partners
TASK: DEFINE THE BUDGET
TASK: DEFINE THE BUDGET
TASK: DEFINE THE BUDGET
TASK: DEFINE THE BUDGET
INCOME & SPONSORS
INCOME & SPONSORS
Routes
TEAM TASKS
HOW?
TASK: DEFINE TEAM TASKS
TASK: DEFINE TEAM TASKS
● Write project roles in 1. & team members in 2. row● Write all tasks for each role on post-its● Order post-its into groups = working areas
● Write working areas in left column● Put down tasks in the according fields.
PROJECT PLAN
HOW?
PROJECT PLAN
TASK: CREATE PROJECT PLAN● Put tasks into timeline● Define milestones & deadlines
EVENT PLAN & MATERIAL
HOW?
Event Plan
Material Plan
COMMUNICATION
HOW?
INTERNAL COMMUNICATION ● Jour Fixe● TO-DOs● Rock Board● Communication channels● Shared Calendar
TO-DOs
Rock-Board
EXTERNAL COMMUNICATION
Communication Strategy
Routes
PRODUCTIVITY
HOW?
PARETO PRINCIPLE
PARETO PRINCIPLE
20/80
MVT
LVT
MVT Most Valuable Tasks20% work = 80% outcome
LVT
MVT Most Valuable Tasks20% work = 80% outcome
LVT Least Valuable Tasks80% work = 20% outcome
TASK: Define 3 MVTs & 3 MVTs
EVALUATION & POST-WORK
HOW?
PARKED TOPICSWhat is left to be answered?
CHECK OUTWhat did you take from today?
People will forget what you said They will forget what you didBut they will never forget how you made them feel.
Maya AngelouErasmus+ Enriching lives, opening minds for 30 years © European Union, 2018
MOSAIK Designing European Experiences
www.mosaik-agency.euwww.routes-europe.eu
Contact: [email protected]
www.linkedin.com/in/katharinamoser/