Events Planning and Management Essay

What is an government issueSpecial or spectacular occasions where hatful cockle to loll aroundher for a conclusion whether they be to celeb pose, educate, promote or commemorate. They ar not the usual and ordinary activities that one engages in as mathematical function of his daily life Who is an example PlannerAn government issueant planner is, quite b bely roundone who organizes cores. He is the person behind the scenes who gets the origin done and afford sure everything is done and done flawlessly to bump successful re-create of the pillow slip.He must be well versed and trained on the communication and organization aspects and commandments of the job. example planners usu exclusivelyy get their convey doing, provide or providing services in one or two circumstance aspect of an additional cases such as catering, floral arranging, entertaining and giving agents eg in front they decide to plan entire details. Or they whitethorn also clasp started s upplying and coordinating topics for companies they were employed with before deciding to go into the business for themselvesSince events may vary in size, scope and complexity, it may require an event planner to do distributively weigh of different business but alone with the end result of achieving a successful event Categories of essencesSocial suits- to a greater extent than on a local level, attendees be usu onlyy tie in and/or k straighta counseling each former(a)wise on a more personal level. C argon and caution must be taken as the event planner may find himself in the storm of a family event , as emotions often run high on these peculiar(a) occasions. Make sure everyone knows their region and exactly whats expected of them. tip of joint social eventsweddings, reunions, housewarming/blessings/holiday parties and dinners/birthday parties/bar or flail mitzvahs/baby showers/anniversary parties/bridal showers/stag parties, et al. Corporate Events- the term in r ail gondola carnate ac knowledges not only companies but also charities and non pelf organizations. Charities and nonprofit organizations soldiery gala fundraisers, receptions and athletic competitions, among opposite events, to expand their public uphold humble and raise funds. Companies host trade shows, conventions, company outings, holiday parties and convergeings for their employees, staff, board members and pains holders.Some examples of collective events Annual shareholder meetings, board meetings, client taste perception events, company socials (such as holiday parties, intramurals and sports events, company outings), groundbreaking ceremonies, incentive travel, at large(p) houses, new product launch, insistency briefings, staff training, union events/meetings et al patience Events Industry events today are sophisticated affairs designed to inform, fix and form consensus on a specific issue or common topic. Industry specific events acknowledgeConventions, ass ociation meetings, conferences, industry tradeshows, public exhibitions(bridal fairs, simple machine shows, home shows), symposiums et al Special Events The term surplus events can cast a broad range of affairs which are big, national or local in scope such as major fresh events (palarong pambansa), major public events (EDSA Day celebration), major cultural and religious affairs ( Baguio mayflower festival, dinagyang, ati-atihan, sinulog festival), However special events may also be overmuch smaller, specific and more private in scope. List of special events include the side by side(p)Award events, book launching, signing/author reading, CD clitoris parties, charity fund raisers, childrens festival, ethnic celebrations, fashion shows, holiday special events, inauguration ball, music festival, parades, political forums or debates, restaurant openings, sporting event-car races, hive away grand openings STEPS IN EVENTS PLANNING 1. knob Consultation Whether you perplex your profess event planning business or execution extensive beat planning events for one company you leave behind work with clients. As a corporate events planner your internal clients result be other departments (HRD, Marketing, Operations and so ontera. on the other hand if you aredoing events planning respectively you testament be dealing with company representatives or in some cases the company officials themselves. In each case consultation willing be of primary importance as these will determine the institutionalizeion, objective and solve and pot of the event. At the sign meeting do more perceive than talking, pay careful at liveion to everything the client says, make notes or commemorate the meeting(with clients permission), bring an assistant to make notes for you. When its your turn, ask the client to describe their vision for the event. Then from broad ideas, you will refine the vision as you unravel with theplanning process. Questions such as those below wil l garter the events planner to begin to visualize the event and serve as the foundation for all the work to come. Things to discus with the client What kind of event do you wishing What do you hope to accomplish When is the event to be held Who are expected to attend What is the figure At the end of the consultation you should extradite a abstemious picture of what your client envisions for their event and be up to(p) to form a clear, concise mission statement or objective. new(prenominal) things to discus who will be involved in the planning process, who will be the key decisionmakers, and how information should flow during the planning stage. This is just now to anticipate and eliminate potentiality roadblocks as you can before you reach them since as the events planner it is your responsibility to take charge of planning. After the initial meeting and while it is still fresh on the mind of twain parties (planner and client) summarize the discussion in writing and send a sham to the client if possible on the same day or shortly after. 2. Set Objectives The go around and most successful events have a clear purpose or objective. Event planners can avail of the SMART regularity for ground strategic objectivesSpecific- What is the specific result of you event Measurcapable- Outcome should be measurable accurately Attainable- Given the existing budget and resources and constraint, is the objective come-at-able Releforefrontt- Do the people involved have the authority, the skill and the resources needed to meet the objective? Is the objective key to the organization or individual? Time- Based- Is at that place a start and end point to the objective? Setting chic objectives will not only make the planning easier but will admirer measure the success of the event and create a electropositive experience for all involved. 3. Choose a Date and a repairAt this planning stage, preferred date should be decided upon. Client will often but not alship canal come with a date in mind for the event. If they dont, it will be your job to help pick a suitable date. But whether you do the setting of the date or not you need to consider the following before choosing the date or accepting the client. Things to consider when choosing a date number your availability trade other events in the area Consider the era and usual weather in the chosen location Consider your suppliers Consider other related events Consider other holidays Consider your time needs 4. Decide Who to InviteYour client needs to give you an idea of who they want to attend their event before you can begin to formulate a plan to attract the target audience or plan activities. The following data or information are required (depending on the type of event) How many people are to be invited Will spouses or children also attend Demographics of the target audience (eg. Gender, median age, ethnic background, income bracket) Common or shared interest What payback does the clie nt expect Where are the attendees plan of attack from (travel arrangement, customs and traditions) 5. Create Your Theme The most memorable events have a cohesivetheme that runs by means of-out, from initial publicity to printed invitations to decor and right through to the entertainment and final applause. One of the biggest advantages of a strong theme is its receipts in helping you make decisions throughout the event process. at one time a theme has been decided on, print materials such as invitations, banners, place cards, brochures, announce and websites can be designed. Where to get ideas for a great theme sixth sense Events Industry Current Events and Trends Adding a Musical Touch 6. Set the Event Agenda After the date, leaf node arguing, the theme and setting ofthe smart objectives , its time to set the agenda for the event. Whether its a simple house blessing or a three day corporate event, its important to layout the entire schedule. let in adequate time for arriv al, socializing, speeches, awards/games, food, etc. Visualize the event and run through the entire program from start to finish. Make notes of all you might need such as materials, services, special arrangements, eg. Create a list of vendors and suppliers to spot and task to be done. GETTING ORGANIZED As an event planner, you will need a variety of organizational tools that will help you take hold trackof all the many details involved in organizing the event and ensuring an orderly and systematic execution of plans aimed towards making the event successful 1. urinate an Event Committee Although it is a given that you will do all the planning and planning of the event yourself, in most cases, you will work with a group of people who are expected to make the event successful Choose a select group of key people to form an Events Committee Assign specific task to each commission member Regular mission meeting Document everything 2. Create a Timeline Schedule Base your timeline on f actors such asThe size of the event The location The time of year The number of people involved in the planning Develop an outline of specific tasks, deadlines and responsibilities 3. Adding Detail As you start developing your checklist, add as much detail as possible for each item. For example under the Assigned tasks for day of event list the specific task that needs to be invested such control to airport pick up, supervision set up, leading briefing sessions with speakers, seating, greeting, supervising set up of luncheon, etc. Once you have develop the checklist, assign target dates to each item, It is a obedient idea to work rearwards from your event date 4. Critical Path ( Assignment of Task) A scathing path lists each of the tasks that needs to be accomplished who is responsible for it and the deadline by which it will be done. It is used as a guide routine for the event to assist when delegating responsibilities and show whether you are on track. 5. reckons Creating a budget is an important ingredient in a successful event. Once you have created a timeline schedule and critical path, you can come up with a list of estimated expenses such as venue rental, food, transportation, accommodations, audio-visual equipment, printed materials and gifts.Get price quotations from your suppliers to find out how much a particular item cost You will also need to include your own fee and corporate clients may want to include any staff time they leave out on the event as an expense. When planning a budget, include your potential revenue to offset the cost. For example, is the event a fundraiser? Is it a conference or convention that should aim to cover its own expenses? Attendance fees, sales of related materials, donations, ticket sales and sponsorships can all be heartfeltish ways to raise revenues. After the event you should compare actual expenses and revenues to your budgeted amounts.This will help you determine if your objectives were met and it may ass ist in budgeting for early events. PREPARATION metre FOR VARIOUS EVENTS TIMELINE SCHEDULE EVENT suit Recommended Preparation Time wedding party 3-6 months Parties (birthdays/anniversaries/debut) 1-3 months Seminars/Meetings 1-3 months Conference / Convention Domestic International 6months 1year 1-2years Organized Tours / Field Trips 1-3 months Concerts 6months and above Festivals 6month-1year Exhibitions / Expositions Domestic International 6months-1year 1-2years gross sales Bazaar (tiange, night market) 6months Competition / Contests6months-1year drama Festivals 6months-1year SAMPLE TIME ALLOCATION (More Than A Year Pre-planning Activity) Activity menses Announcement date & location 52weeks before the event First press date 24-36weeks Publication 24th week card of brochures 14-18th week Mailing of 2nd admonisher 14th week Mailing of final actuateer 8-12th week Mailing of final program 2-6 weeks Sample work out innovative Ceremony Estimated Expenses backgroundbreak ing Site Tent 1,200. 00 Chairs600. 00 Banner600. 00 Podium Sign150. 00 Lights150. 00 Flowers600. 00 Shovels200. 00 Subtotal 3, 500. 00 luncheoneon Expenses Lunch 12,000. 00Rental of Civic Center 1,500. 00 Floral centerpieces600. 00 Gifts for dignitaries (6plaques) 2,000. 00 Gifts for guests (60 mini shovels) 1,600. 00 Information outfit folders 1,500. 00 Printing of Fact Sheet 650. 00 Podium Sign 150. 00 Subtotal20, 000. 00 otherwise Expenses go of Event Planner 10,000. 00 Long distance / Phone300. 00 Printing of Invitations 1,200. 00 Courier charges for invitations500. 00 auction pitch of boxes to site500. 00 Photographer800. 00 Sound system 1,500. 00 Event Planners transportation600. 00 Rental of van/minibus 2,500. 00 News release 1,000. 00 Subtotal18,900 . 00 TOTAL ESTIMATED EXPENSES42, 400.00 (taxes not included) Event plan Budget realise EXPENSES Estimated Actual Site Venue or tent rental______________________ Tables and chairs______________________ Meals and beverages ___ ___________________ Tableware rental______________________ scaffolding______________________ audiovisual equipment______________________ Decorations______________________ Flowers______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Program Musicians______________________Speakers______________________ Celebrities______________________ Entertainers______________________ Gifts______________________ Award______________________ Activities (e. g. golf)______________________ Other ____________________________________________ ____________________________________________ Event Planning Budget Form (continued) EXPENSES Estimated Actual Printing and furtherance Printing invitations______________________ Mailing invitations______________________ Banners and signs ______________________ Printing tickets______________________ Event programs__ ____________________ Name tags______________________Shipping materials to venue______________________ publicizing______________________ Distribution of news release______________________ Media kits______________________ Long distance telephone______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Personnel Event Planner______________________ Staff salaries and benefits______________________ Registration______________________ Photographer______________________ Bartenders______________________ Security staff______________________Set-up and tear down______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Event Planning Budget Form (continu ed) EXPENSES Estimated Actual Travel Airline tickets______________________ Hotel rooms______________________ Ground transportation ______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ Other ExpensesRegistration fees______________________ Ticket sales______________________ Sponsorships______________________ Advertising in event program______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ REVENUE Estimated Actual Registration fees______________________ Ticket sales______________________ Donations______________________ Sponsorships______________________ Advertising in event program ______________________ Other ____________________________________________ ________________________________________________________________________________________ saluteING OF A natal day E VENT Profile No. of Persons 50 Time 7pm-12mn (5hours) Site move Rooms 3 Globe Telecom Plaza AT COST 1. Venue a. Function room rate 2,300. 00 b. Electricity for 5hours.. 500. 00 c. Parking for admission and egress 100. 00 d. Move-in (refundable). 1,500. 00 4,400. 00 2. Decor a. Balloons and Arrangement.. 2,500. 00 (free 50balloons/arched shape/2tower) b. Flowers and Arrangement 1,250. 00 (centerpiece for guests tables & blow table)3,750. 00 3. Invitations & Giveawaysa. Invitations (P25. 00 x 50).. 1,250. 00 b. Angels (70 pcs at P23. 00 each). 1,610. 00 2,860. 00 4. Tables and Chairs a. Rent for 6rounds tables 270. 00 (for 8persons at 45. 00 each table) b. Rent of chairs (5. 00 x 50). 250. 00 c. Rent of buffet table (100. 00 x 5). 500. 00 d. Table Napkin (5. 00 x 50). 250. 00 e. Chair cover with ribbon (15. 00 x 50) . 750. 00 2,020. 00 5. Audio Equipment a. Rental.. 5,000. 00 5,000. 00 6. nourishment (2 appetizers/ 5 courses / 2desserts/ bottomless drinks-tea/ softdrinks) a.Cost Breakdown 250. 00 rate per person 25. 00 10% service fee 275. 00 x 50 persons 13,750. 00 13,750. 00 TOTAL 31,780. 00 YOUR cost CHECKLIST TYPE OF COST Details Examples FIXED COST Projection Screens, Video projectors, curve projector/OHP, video players(back-up player), preview monitor, LCD for Power point presentation, laser pointer, reading desk monitors Sound Speakers, lectern microphones, tie-microphones, CD player, talkback system, mixer cabling, adaptors, music copyright or creation fees Speaker support objective, image production, print proofs, scriptwriting, speaker training, rehearsals StagingDesign lecterns, backdrop, steps, dais, furnishings, graphics, carpeting, seating area, special construction, drop banners, room decorations, floor plan, revise lay-outs. Lighting Design, equipment hire, installation, crew, freight and transportation, rigging and de-rigging be Crew/Staff Get-in crew, on-the-scene(prenominal) crew, De-rigging crew, transportation per diems (allowance for sustenance) for each member, show caller, script assistant, live video crew, illume director, sizeable technician, vision technician Fees and restitution Procedures fee, Project fee, hazard for administration cost, equipment insurance Invitations processCost of advertising, posters, and follow-up activity, flyers, direct ring mail be Function Rooms and Contracts VARIABLE COSTS Banqueting aliment and Beverages Accommodation Types of accommodations and, inclusions Travel Types of transportations and inclusions Fees Porterage fees, gratuity fees, parking fees, service charges Decors/Giveaways Flowers, candles, souvenir items Insurance Surety bonds, cash bonds, personal accident insurance, travel insurance CONTIGENCY COSTS casualty for direct cost Contingency for currency fluctuations Peso-dollar exchange rate TYPE OF COST DESCRIPTION LIKELY PERCENTAGE F I X E D C O S T S output signal, staging & outside speakers Invitation process, marketing, design Venue Agency fees Signag e Security, car parking set-up Cabaret, entertainment Registration costs Utilities (telephone, faxes, e-mail) We weather back-up 35% Production Costs could be as much as 25% of direct costs V A R I A B L E C O S T S Meals, breaks Beverages Accommodation Travel Delegate print Table/room gifts Porterage, car parking per person Late bar drinks Insurance, purchase tax steer Fees 50% CONTINGENCY 10% to cover all contingencies for direct costs Allowance for currency movements (for abroad) 15% TOTAL BUDGET 100% 6. Crisis and back end Up PlanningDisasters and crises can range from relatively small (the guest of honors plane is delayed due to bad weather) to broad and seemingly insurmountable, like the heavy rains and flooding that tropical storm Ondoy brought in Sept. 2009 . A good event planner will be able to think on his or her feet for the small stuff, and have a strong crisis plan in place for dealing with the biggies. You cant peradventure expect to plan for every type of crisis, but a brusque advance planning will go along way to ensure that you can handle whatever comes your way. a. Maintenance Emergencies If your event takes place in hotel or conventionfacility you should discuss emergency plans with the Director of Sales and Maintenance Engineer. They should provide you with a contact at the site who will take care of any emergency or maintenance issues. If your event is being held in a private hall, find out who in their organization is responsible for facility maintenance and ask for soul to be useable during your event. In your contact list, keep numbers of 24-hour locksmiths, plumbers and electricians. b. Medical Emergencies When planning a large outdoor festival or sporting event, it is advisable to have jump aid personnel on hand for emergencies.Festival-goers may suffer from heat stroke (or hypothermia in a cold location), shaver or major cuts, sunburn or food poisoning. Its a good idea to include in your rental items a tent that can be used to shelter people fro the sun or cold while receiving treatment for minor injuries. Discuss option and get advice from your local ambulance volunteer force or contracted service providers. Be sure to include the local hospital, emergency line and non-emergency police number in your list of contacts. Organizing the Team for the Event Most events are organise through good group (2 or more persons working together) work.It is important that when tasks are allocated in spite of appearance a group the strengths of its members are put to good use. For example, it is no good asking someone to be the secretary who is has myopic skills in oral communications. The following are the roles that can be choose in any event Coordinator Secretary Treasurer Marketing/Promotion **The Number in the Team and their responsibilities will vary according to the cuticle of the event. It is important that all team members full understand what their jobs entail and are aware of all the schedules and de adlines that have been agreed. It is much better to have someone in your team who isreliable rather than a prima donna who promises everything and delivers nothing. Planning Contributions to A Team Event Most events are not the result of one persons work alone. Events are made through the concerted efforts of a group of people or a team who are working for the same general objective to achieve a successful event. Within this team there will be a number of weakness in their areas of work. These skills, strengths and weaknesses should considered carefully when the various jobs within the team are allocated. Each team member will plan their own contribution to the event to be staged. The following detailshave to be considered How ones role in an event can support anothers and can support the objectives of the event How by adopting current methods the resources available can be used to their maximum benefit What a person should do when something happens and their role does not go to p lan Problems that may occur and how they could be handled in effect to try to reduce their impact on the event How staff and customers can be informed promptly and understandably of any changes which may affect them General guidelines for undertaking a role in an event Roles and Responsibilities of the Team The Coordinator (Chairperson)Overseas the Event Liaising with other members of the team Ensures that deadlines are met Raises any problems that may be occurring and finding solutions Chairs meetings of the event committee Ensures that everyone has a fair share of time to raise issues. Voice opinions etc. at meeting discuss issues Makes sure that the agenda for the meeting is cover Resolves any disagreements in the team regarding issues concerning the event through voting The executive director Deals with correspondence, letters and other forms of communications Produces minutes of committee meetings Assist other members of the team with administratorThe Financial Controller (Tre asurer) Overseas all fiscal transactions Records pecuniary transactions Holds the cheque book Sets-up a arrest system using money available Produces income/expenditure accounts with receipts and others distinctly documented Designs procedures for the secure holding of income before, during and after the event Ensures that the event meets the budget set The Publicity Officer Promotes the event Organizes promotional materials (ads, leaf- lets, brochures, flyers, etc) according to the carapace of the event Liaising with outside agencies (eg. Local newspaper companies, radio/TV stations, etc.) Organizes press coverage of the event The Facility Officer Finds and organizes the venue Organizes special tools and equipment needed in the event such as lighting fixtures, sound system etc Arranges for security Arranges for parking Arranges toilet facilities and waste disposal **though each team member has his own set of res- ponsibilities, it is imperative that he communicate effectively wi th the others so that problems (should they arise) can be highlighted and dealt with as effectively as possible. After the Team has been organized, the following details will now be covered Reason/s for holding the eventObjectives to be attained Your target beneficiaries/market Period to hold the event Identifying the best site to hold the event The cost of the event including budget parceling The selling price of the event (per person/ per total package cost) The financial goal of the event To raise money To make a profit To cover costs of the event A time-scale of how different tasks to be intend and implemented The need for good team effort, sticking to budgets and using resources available to their best advantages Efficient uses of communications between members Effective publicity Contingency plans Strategy for dealing with customersA good working environment friendly, support, etc Feedback to all contributions on the outcome of the event 3 PHASES OF EVENT MANAGEMENT 1. PreE vent Phase (Preparation of Materials) Organization of the Team Venue/Site Selection nutrition Requirements Equipments & Tools Preparation of Materials Decors/Artwork Communications & Proposal Promotions Schedule of Activities (Program) Costing and Design 2. Actual Event Phase (Implementation & Administrative Stage) Production of Materials Needed for the Event Promotions Rehearsal/ Final Briefing Decorations Registration The Output Security histrions military rank 3. Post Event Phase(Disposal Stage) Egress Evaluation Profitability of the Event Building your Budget Defining the budget is the first major challenge an event transcriber faces as eh plans the event. An experienced organizer will know whether the budget is sufficient to do the job to the measuring stick expected. Depending on the event you are organizing, compile a checklist of all costs that will be incurred in making the event happen. Classify costs accordingly Fixed Costs Variable Costs Contingency Budget CO-PRENEUR S OF AN EVENT ORGANIZER 1. Hotels and Other lodging Facilities 2. Travel Agents/Consultants 3. Caterers/ Food brass instrument4. Airline Companies and Other modes of Transportation 5. Artist 6. Audio/ Visuals Consultants 7. Other events medical specialist (wedding planner/meeting Planner/tour planner) 8. Entertainers/Talents 9. Professionals and consultants, EVALUATING THE EVENT Evaluation of any event is concerned with the feedback from the event not just from those who organized or staffed the event but from anyone who played a part in it. This could include Staff Organizers Clients/Visitors Volunteers Sponsors Officials And other co-preneurs of the event planner When an event is planned the purpose of the event is clearly defined.It is against this that the event should be evaluated. Evaluation does not just take place at the end of an event. It is an ongoing process which occurs throughout the event. During the planning stage everything to do with the event is monitored and i f any problems appear, adjustments have to be made. It is through this process that the event is finally stage and organized to meet the objectives of the event. **The opportunity to review and evaluate the event is important as a learning exercise. If the event is to be stage again in the future it is an invaluable help as the thing that went well can be repeated and those thingsthat were not too successful can be changed close time. GENERAL GUIDELINES FOR EVENTS BE PREPARED. As the Scout motto says Good facility is the foundation for a good event. If the team as a satisfying are well prepared this will set the tone for the event. BE CLEAR ABOUT YOUR OBJECTIVES. Make sure that the all team fully understand what is to be achieved by the staging of this event. If all team members are will informed, everyone will be working towards the same goal. WORKS AS A TEAM. Any good team builds on the strength of its members and is accessary and helpful to each other. To operate effectively the team shouldmeet on a regular basis and be able to communicate with each other with relative and be able to communicate with each other with relative ease. A good team has a good team leader at its front. This team leader should be a good motivator who can generate enthusiasm and perseverance. REMEMBER CUSTOMER CARE. A smile of welcome costs nothing and will affect the way visitors feel about the event. Remember, even if your stand/ job in the event isnt very busy do not sir around tone bored and uninterested this is sure to put potential clients off. Try to be alert, ready for action and enthusiastic at all times.If clients enjoy the event they will come back and tell their friends. BE RECOGNIZABLE. More and more teams in organizations are adopting their own uniforms. These help the visitors as it makes the staff forthwith recognizable from the clients. When you stage an event you should consider adopting a uniform for all the staff involved in the event. This does not have t o be perplex or expensive . For example, the team may decide to wear abusive trousers and a white T-shirt. These are items of clothing that most people have in their wardrobes. Plain colored T-shirts are relatively inexpensive to purchase. You may have the name ofyour event on the front, or local veil printer would do this at a small cost. This creates a good image for the visitors of the event and is something the rest of the team can keep to remind them of the event in the future. KEEP TO SCHEDULES. Reliability, both within the team and within the event itself, sis important. The team should make sure the all deadlines are met if it is at all possible to do so. Punctuality should be important for all team meetings etc. If someone is always late for a meeting it is unsurprising that other team members act on their knowledge and turn up, not at the start time of befo