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Lesson2 2

The document outlines the key steps in event planning: 1. Initiation involves feasibility studies, objectives, concept development and considering contextual factors. 2. Planning includes work breakdown structures, operational plans, resource needs assessment and budgeting. 3. Implementation covers schedules, checklists and people management. 4. Control and monitoring establishes benchmarks and uses tools to track progress. 5. Shutdown incorporates key shutdown tasks into the overall event plan.

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Rosiel Candor
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41 views6 pages

Lesson2 2

The document outlines the key steps in event planning: 1. Initiation involves feasibility studies, objectives, concept development and considering contextual factors. 2. Planning includes work breakdown structures, operational plans, resource needs assessment and budgeting. 3. Implementation covers schedules, checklists and people management. 4. Control and monitoring establishes benchmarks and uses tools to track progress. 5. Shutdown incorporates key shutdown tasks into the overall event plan.

Uploaded by

Rosiel Candor
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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PHILTECH INSTITUTE OF ARTS AND TECHNOLOGY INC.

SUBJECT: EVENT MANAGEMENT

LESSON : Event Planning Process Part 1

TOPICS: Event Planning Process

Learning Outcomes:
At the end of this session, you will be able to:
 Identify how event planning process works
 Familiarize in the steps in event planning

LET’S START:

EVENT PLANNING PROCESS

INITIATION
 Feasibility study – select an event
 Objectives
 Concept development - timing, skills
 Contextual factors – budget, legal/ regulatory, economic, social, political, technological and
environmental factors

PLANNING
 Work breakdown structure (Gantt Chart)
1. Determine tasks in detail
2. List in correct sequence
3. Establish the timetable
 Development of operational and contingency plans
 Assessment of resource needs
 Budgeting

IMPLEMENTATION
 Schedules
 Checklist
 People Management

CONTROL AND MONITORING


 Setting benchmarks/ standards
 Tools

SHUTDOWN
 Key task
 Integration of shutdown into key event tasks

CREATING AN EVENT CONCEPT

 WHY – defining the purpose of the event


 WHO – key markets, stakeholders
 WHERE – location/ venue
 WHEN – timing/ duration
 WHAT – type/ form of the event, scale, key program and creative elements and theme

Pre-Event

1. Proposal
A plan or suggestion put forward for consideration or discussion by others.

Content of Proposal
 Executive Summary
 Contents Sheet
- Major section headings + details of any attachments
 Introduction
- Your approach
 The Concept
- Description including broad outline timings for the actual show
- Include floor/ site plan to assist understanding (detailed plans are in the Planning section or as
attachments)
- Include artist’s impressions if they add to understanding
 Meeting the Requirements
- Answering specific questions or requirements posed by the client
 The Budget
- Basis of calculation
- Income and expenditure
- Cash Flow
- Details of management fee structure and payment schedule (the fully detailed budget and cash
flow could be an attachment)
 Organisational Structure for the Event
- Includes outline of major responsibilities
- Your company profile, references if applicable, as attachment
- Major contractor’s details may be required as well
 Planning/ Logistics
- Outline to show you can do it, NOT so much detail that the client can take the plan and do it
themselves.
- Risk Management plan is usually required
- Include other operational plans, such a Transport, ONLY IF THEY
ARE DIRECTLY APPLICALE TO WINNING THE BID
 Other Plans (Marketing, sponsorship etc.)
- ONLY include if they are part of the requirement, and then in strategic rather than detailed
form
 Why Us?
- Your major selling point for this event
 Conclusion
- A tidy summary of the major points which will sell the proposal
 Attachments
- Factual – Budget, floor plans, company profile, credentials
- Supporting – Details of the location, tour options, etc.
2. BUDGET
Identify Income
1. Ticket sales
2. Sponsorship
3. Merchandising
4. Advertising
5. In-kind

Identify Expenditure
1. Food & Beverage
2. Administration
3. Wages & salaries
4. Venue
5. Lighting, sound & visual
6. Staging
7. Graphic design
8. Printing
9. Decoration
10. Entertainment
11. Marketing & Promotion
12. Travel
13. Accommodation
14. Contingency

3. Venue/ Site Selection & Design


Guidelines for Selection
1. Availability
2. Size of the event
3. Layout and suitability
4. Stage, field of play or performance area
5. Transport and parking
6. Proximity to accommodation
7. Services available e.g. F&B
8. Technical support e.g. PA system, projector
9. Cost

Conduct a Site Inspection

Develop a checklist for Site Inspection:


1. Compatibility with event theme
2. Seating arrangement
3. Sight obstruction e.g. pillars
4. Storage areas
5. Entrances & exits including freight access
6. Stage area
7. Equipment available on site
8. Safety and security
9. Access time
10. Power

Layout Diagram

Prepare a Layout diagram on:


1. Stage
2. Seating and table arrangement
3. Registration area
4. Equipment positions e.g. lighting, projectors
5. Decoration layout
6. F & B station
7. Signs
8. Entry and exit including staff position

STAGE
BACKDROP

LIGHTNING

TABLE SETTING

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