Week 5 Lecture Slides
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banhmi1986Week-5
EVENT
ORGANISING
&
MANAGEMENT
Introduction
As an event organizer, your to-do list may feel never-ending. You have to juggle all of
your event goals, priorities, vendors, sponsors, and attendees at once. With so many
tasks on your plate, how can you ensure you get everything while still creating an
immersive, engaging event experience?
As an event organizer, you’re spinning a lot of plates: you could be securing a venue,
performers, and vendors, executing event promotion and ticket sales, or seeing to every
last detail to ensure your attendees have a memorable experience.
Point being: You need all the help you can get.
How to Organise a Successful Event
Organising an event can seem like an incredibly overwhelming task. There are
speakers to hire, venues to rent, guests to invite, and food to supply. While
getting all of this done can seem impossible, if you start organising yourself
right away and delegate tasks to a competent team, you can make your event
run smoothly and tackle anything the day might throw at you. Above all,
remain calm and remind yourself that even if things don’t go perfectly, your
event will still be super special.
Please watch the video on the next slide to understand the Successful Event
Planning!
Rose Parade 2017 amazing flower-covered
floats in Pasadena, California-Video
Planning Events
Where to start – general planning
Before delving into the planning of your event, it is helpful to begin with putting some thought around the
following points:
What is the purpose and aim of your event?
Is this event to celebrate something specific, engage certain like-minded community groups or raise
awareness of a certain issue?
Who is your target audience and do they have any requirements that might need further consideration in
your event planning?
What are your financial goals?
Will your event be free to the public, cost-neutral (with low entry fees), raise a profit or raise funds for
charity? How will your event impact on the environment?
What can you do to minimise environmental impact?
Whether you are planning a small or large-scale event, there are steps
Three core considerations to help deliver a more sustainable
event
1.Understanding and managing the event's environmental impact
Does the event encourage public, active and greener transport
options?
Will the generation of unnecessary waste and disposal of waste to
landfill be minimised? Will you avoid using single-use plastic items
and use reusable or recyclable products and make sure that the event
has the appropriate waste collection and recycling bins? Will the
event minimise energy and water consumption to save resources and
emissions?
2. Sourcing environmentally and socially responsible products and
services
Will the event provide and encourage sustainable food and
beverage practices? Does the venue support good sustainability
practices? Will sustainably be considered in purchasing and will
you manage your supply chain responsibly?
3. Engaging and communicating with communities
Will you communicate your sustainability efforts?
Does the event promote inclusion and accessibility by welcoming
the whole community (regardless of gender, age, ability, race,
orientation, socio-economic status, cultural background or political
affiliations) and ensuring that the event is accessible? Have you
considered promoting a healthy, safe and secure event?
How many people do you hope will participate?
Will your event have a minimum number to proceed, or a maximum
cut off ? Will your event be ticketed? Will it be invite only? Think
about how these elements might impact on your budge
Will your event be ongoing?
Is your event a one-off, or will it be held again in the future? If your
event is a one-off, have a think about whether you might want to hold
the event again if it is successful, and what you might be able to put in
place now to help in future events.
Event Questions
Does your event align with government objectives?
and Planning
Does your event align with Queensland Government priorities and
values by creating employment opportunities for Queensland; attracting
new audiences to Queensland or enhancing the Queensland’s identity
and reputation? The event may be applicable to apply for a Queensland
Government grant.
Who will be involved in the planning of your event?
Do you have a clear staffing structure with defined roles and
communication channels, and do staff have the required skills to
complete tasks assigned to them? Have you considered engaging
volunteers, and who might manage them? Have you considered a
volunteer recognition plan? Are there stakeholder groups that might
need to provide advice
Who will be involved in the planning of your event?
Do you have a clear staffing structure with defined roles and communication channels, and do staff have the
required skills to complete tasks assigned to them?
Have you considered engaging volunteers, and who might manage them? Have you considered a volunteer
recognition plan?
Are there stakeholder groups that might need to provide advice or be involved in the planning process? Are you
involving stakeholders in scheduled planning meetings when you chair, and taking minutes of these meetings?
Where will your event be held?
Have you researched your venue?
Does the venue come at a cost for hire; do you need to seek permission from landholders to use the venue and
what sort of lead time do you need for this?
Have you considered any external costs such as additional security requirements? Is your location/venue
appropriate for your target audience?
Have you chosen a space that is accessible, with adequate facilities and public transport and/or parking facilities
close by?
Will your event create changes to road access, facilities or volume of people in an area that will have an effect on
local residents? Will local residents need to be notified?
When will your event be held?
Have you considered the impact of typical weather patterns around the time of your event? Inclement weather aside,
will it be too hot or cold for participants?
Do you have an inclement weather plan?
What else is happening in the adjacent area to your event?
Are you aware of any other events or activities (such as school holidays) that might impact you?
Would any of these hinder the attendance at your event or could you benefit from other activities? Will there be an
impact on resources (access to public transport, transport, suppliers) from other events held at the same time?
Does your proposed event date allow you sufficient lead time to plan, consult with stakeholders, seek sponsorship,
hire staff, arrange operational elements and market your event effectively?
Who will be attending your event, and how will you reach them?
Have you identified your target market?
What elements of the community make up your target market? Have you considered how large your target market is
and whether there is potential for growth? Does your event cater for any special requirements that your target market
might have?
How will you promote your event and what marketing strategies will best reach your target market?
Do you have any key messages to promote for your event? Have you allowed enough lead time and budget to market
your event effectively?
How can we integrate digital technology into the event?
Is there an opportunity to promote your event, deliver it more cost efficiently, or expand your audience using digital
technologies?
Could you use an online booking platform for ticketing or rsvps?
Could you deliver your event via webinar, or include a live social media feed?
Is there an opportunity to film key event segments and make these available to a larger online audience post-event?
Is digital collateral an option? Think projections instead of banners, web content instead of brochures. Do you have
an event hash-tag or a social media channel, or could you use a polling app to engage with participants pre, during and
post event? Online engagement can be a great way to inform your event planning and seek feedback
What approvals will you need to run your event?
Have you identified which bodies or stakeholders you might need to seek approval from?
Do you know who you need to speak to and are you aware of what is required for approvals (plans, paperwork, and
application documents)?
Is there a cost for approvals and have you allowed for these in your budget?
Have you allowed enough time to seek approvals?
Advertising or selling of your tickets for your event must not commence until stakeholder engagement has occurred.
Have you considered what might happen if you do not obtain approvals in time? How will this impact on your
event/budget.
What will your event cost?
Have you put together a financial plan for your event? Including all costs such as security,
inclement weather plan, approvals, and necessary permits.
How will you fund your event?
Will you seek grants, sponsorship or financial event partners? Will your event be ticketed or
will you be seeking donations or fundraising for your event?
Have you considered risks associated with your event?
What issues or activities could impact or compromise your event?
Have you identified these risks and put together a risk management plan that clearly
outlines how you can avoid or manage risks?
Have you developed adequate documentation to identify and mitigate risk? These include
operations manuals, risk management plans, emergency evacuation plans, inclement
weather plans. Who will assist you in putting together these plans?
Have you thought about what insurances you will need for your event?
Have you included enough lead time to arrange insurance, and is it included in your event
budget?
The local council may also have resources that will be useful to you in your event planning, or links to grants and
funding.
In addition to an event permit, the local council can also advise whether you need approvals for
other event elements such as:
food vendors
serving or selling alcohol
signage and advertising
noise restrictions and fireworks
temporary road closures
traffic and parking management plans
events held in parks
Ensure you have allowed enough time to discuss your event with the local council before you
proceed too far with your planning. It is best to approach them at least four months before your
planned event date. If you are planning a large-scale event, you should allow at least 12 months to
ensure enough time to address all event elements and potential issues.
GOOD LUCK
for your
Assessment
#2
Mid-Term
Test
