EVENT MANAGEMENTPRESENTED BY :

RASHMI (14)SUNIL (15)

EVENT MANAGEMENT Event management is a special application of project

management that involves activities from scratch idea to the to the competition of the job.

Event management involves the details of: the event brand identification of the target audience formulation of the event concept planning of the event logistics coordinating the technical aspects before actually

launching the event. Post event analysis and ensuring a return on investment

have become significant drivers for the event industry. Examples - Asian games, Common wealth Games, IPL

etc.

PLANNING OF EVENT The first step is to determine why you are putting on the

event. Some questions that may help you clarify what you are doing and why include:

What do you want to achieve by having this program? What are your organizational goals and how will this event

help you meet them? What do you, as the planners, want to get out of this

experience? Is there a current need or an interest in this program area? Are other similar programs being offered? Has a similar event been held in the past? What was the response? Are your members enthusiastic about organizing this event? Is organizing this program worth your member's time? Is there enough time to thoroughly organize, publicize and

promote the program so that it will be successful?  

Once the answer of the above question are received

Planning the program is really quite easy if you follow these five simple steps:

Identify Needs Develop Goals and Objectives Organize Plans Implement Plans

› Be very clear, realistic Evaluate the Event

Identify Needs› Audience

Who & what they want to see or experience with this kind of program & their needs

› What method of assessment will you use to determine this (e.g., word-of mouth, surveys, or a suggestion box)?

› How big do you want this program to be? › Does the type of event you're planning limit the audience size? › If so, how will you determine who can attend?

Develop Goals and Objectives› what you want the participants to learn or experience from the program

Organize Your Plans› Scheduling Facilities› Establish a Budget› Methods and Resources› Publicity› Program Details, Follow-Up and Clean-Up

Implement Plans Evaluate the Event

› The evaluation process is three fold 1) the audience's feedback, 2) the presenter's experience and recommendations 3) the planner's thoughts and recommendations. 

HOW TO SELECT A VENUE

Location

Size

Amenities

Price

Visit Catering

Atmosphere

MARKETING OF AN EVENT Event management is considered one of

the strategic marketing and communication tools by companies of all sizes.

From product launches to press conferences, companies create promotional events to help them communicate with clients and potential clients.

They might target their audience by using the news media, hoping to generate media coverage which will reach thousands or millions of people.

They can also invite their audience to their events and reach them at the actual event.

PUBLICITY TIPS

Initial Thoughts› Budget› Audience› Language› Information› Resources› Location› Time› Schedule

WAYS TO GET YOUR WORD OUT Word of Mouth Newspaper  Radio Press Releases 

› Identification› Disposition (tells the editor when the release

should be published)› Headline (A brief, one line summary of the

release that appears just above the body of the release)

› Copy (Who, what, when, where, and why)

PROMOTION Traditional Promotion 

› Table Tents, Banners ,Posters Unconventional Publicity Ideas

› Paper hats, Body painting, Buttons,

Balloons Displays, T-shirts (worn in advance of event), Pass out free tickets on campus

Additional› Try not to put too much info on a flyer or

visual advertisement. While creativity is good, don't be too overwhelming

STRENGTHS & WEAKNESSES

Some STRENGTHS of event planning are that you have the opportunity to control almost all of the event flow. As long as you plan as ahead of time as possible and practice good communication and spend budget monies wisely, your event should go as planned.

A WEAKNESS in event planning is that some things are just out of our control. For instance, the last event I was involved in was scheduled very far in advance for a southern art/music festival on Saturday in April. However, it was not until the event date was already secure that we discovered that there were three other very major events taking place in the area that day as well.

There will always be ups and downs in event planning. Just do the very best you can with what you have.

**QUOTES TO REMEMBER**

“Get it in writing!” (Have formal contracts for catering, photographer, venue, permits, etc. if you have an event that requires them)

“Communication is key!” (Keep communication up with event staff, guests, and affiliates)

“Never assume anything!” (Beware of assuming that something will happen or that someone has been informed of something. ALWAYS make sure!)

THANK YOU