Event Management ProfessionalPresented by: Mohammad Sharkawy

Event Management Overview

Event Management is a process of

Planning, Implementing,

Executing and Monitoring a

lot of activities together.

Event Managemen

t

Planning

Implementing

Monitoring

Executing

What is an Event ?• Event may be :

1. A Session, a Lecture or a Conference.

2. Competition

3. Ceremony or Party

4. Entertainment activity.

The AGENDA

•Event Planning

•Event Execution

•Event Evaluation

Event Planning

Answer the 5 W’s Rule

What?

Why?

Where?When?

Who?

SWOT Analysis

Event Scope

• Create a Vision

•Develop the Event Description

• Set Event Objectives

Event Brand

Action Plan

Time Budget

Time Plan• Divide the Event into smaller activities

Event

Activity 1

Activity 1.1

Activity 1.2

Activity 2

Activity 3

Time Plan• Create Time Table

Activity Owner Start Time Duration

Budget Plan

• Set an Estimated Cost for everything.

• Create Budget spreadsheet.

Budget Plan

Item Cost

Item A 200 $

Item B 700 $

Item C 50 $

Total 950 $

Measure Of Success• Set Quantitative and Qualitative

Measurements.

Exercise

Event Execution

What to Manage?

Human Resources

Facilities

Marketing &

Publications

Procurements

Internal/External

Communication

Logistics

Event Marketing & Publications

What is Marketing?

Marketing is a total system of business activities designed to plan, price, promote and distribute WANT-SATISFYING products/services/ideas to target market to achieve organizational objectives.

Marketing Fundamentals

Marketing Oriented

What Customers Want

Sales OrientationPromotional Activities

Production OrientationIncreased Output

4 P’s Theory Product

Price

Place

Promotion

Marketing Fundamentals

Promotion Mix

Advertising

Personal Selling

Sales Promotio

n

Public Relations

Direct Marketin

g

Marketing Fundamentals

Product Life Cycle – Harvard Model

Marketing Fundamentals

SOSTAC Model for Marketing Campaigns

Situation Objectives Strategy Tactics Action Control

Marketing Campaign

Marketing Fundamentals

Market Segmentation

Organization

Members

Public Fans

Nominated members

Beneficiaries

Sponsors

Initiatives

Marketing PoliciesPull

Push

Marketing Fundamentals

Video

Event Marketing & Publications

Before the Event During the Event After the Event

Event Marketing & Publications

Social Media

• Before the Event

How to Create a Professional Facebook Event

Write a Professional Event Name

• Not Long.

• Very Relevant.

• No Brackets and other punctuations.

Event Photo

Event Photo

Event Photo

Create via Page

You can add personal accounts as admins.

Event Description

• Put important data in first lines to prevent “See More” issue.

• Put registration link in first lines.

• Put all external link at the end.

• Put all your contact data in description.

Fill Date, Time and Address well.

Address Map

• Use facebook-known addresses.• Reassure that it is valid.

Use Google Forms

Print Google spreadsheet, and let attendees sign their names at the event.

Engagement with invitees

• Let them post, not only admin.• Answers ALL their questions

professionally.

Don’t INVITE as much as you can

• Invite only the targeted people for your event.• Don’t use “invite all” code.

• Invite personally.

Keep people updated regularly

Keep them excited

• Count down your event.

• Post motivational posts to encourage them to attend.

• Post photos, video, quotes and statuses that may help encourage them.

Event Insights

Event Marketing & Publications

Printed Media

• Before the Event

Event Marketing & Publications• During the

Event

Live Status updates, Tweets and Broadcasting

Event Marketing & Publications• After the Event

News & Media

Human Resources Management• Set a Hierarchy for Team Members

Event Manager

Job Fair Leader

20 members

Hall Sessions Leader

12 members

Security Leader

4 members

Info Desks Leader

5 members

• Be sure that every team memberKnows his responsibilities.

Human Resources Management

Communication Management• External Communication:

Speakers Guests / VIP

Sponsors

Communication Management• Internal Communication:

Before the Event

Communication Management• Internal Communication:

During the Event

What to Manage?

Human Resources

Facilities

Marketing &

Publications

Procurements

Internal/External

Communication

Logistics

Facilities Management

Steve Jobs was one of the most influence speakers in the world.But, What was behind the scene?

One day before the Event:• Test the Hall’s Speakers, Microphones, Projector,

Screen, Cables, and every other facilities.

Procurements

• Prints• Name Tags• Papers & Pens

• Sound System• Speakers• Microphones (and Batteries)• Mixer

• Projector and Screen.

Logistics Management• Set a Good Flow Plan for attendees.

Take care of :•Entrance•Exit•Breaks•VIPs

Unify the Dress Code

Distribute Name Tags

Event Documents FolderAdd the following to a Unique-Design printed folder:• Event Description• Speaker Biographies.• Organization’s profile.• Partners/Sponsors Brief.• Questions Papers.• Notes papers.• Feedback form.

Event Evaluation

Evaluate the Event

• Feedback forms let you know t what extend your attendees were satisfied.

Evaluation Form • Should Contain the following:

• Overall Satisfaction• Speakers presentations• Place and facilities• Timing and Schedule• Team staff Cooperation

Thank YOU