INTRODUCTION TO EVENT

MANAGEMENT
• “Events can be defined as “occurrences planned to
communicate particular information to end audience”-
Philip Kotler.
• Events are occasions, moments and happenings that just
happen or are made to happen.
• Event Management is the process of Planning,
organising, coordinating, analyzing, marketing,
producing and evaluating an event.
 A HISTORICAL PERSPECTIVE
• Events have always been a part of the Indian culture and have been
organized by one and all
• with the marketing pressures growing and challenges becoming tougher,
the live entertainment industry or the sales promotion techniques called
events, have gripped the attention of all marketing and public relations
professionals.
NATURE AND SCOPE OF EVENTS
MANAGEMENT
• Creative Process: The team must be creative and dynamic. It must
come up with new ideas.
• Objective: goals to be achieved.
• Effective Leadership: managers should motivate employees
• Successful promotion: Publicity of the event, Advertising of the
event, maintaining good public relations.
• Planning and control: Developing a mission statement for
event. Establishing objectives of the event. Preparation of
event proposal. Evaluating the performance of the event.
• The scope of event management is the most Profound form of
advertising and marketing which is full of glamorous and thrilling
profession now days.
• Planning is one of the most important elements of event management
you can say or is planning an event in itself. It gives benefits to event
managers by event advertising, it promote the publicity of event.
• It gives benefits to advertising companies through communicating
source with the public, introduction of new products to public.
• The scope of event management provides a wide variety
of career that could be anything from concerts, product
launches, conferences, promotions, press conferences,
jubilee celebrations and farewells to television based
events, fashion shows, wedding or parties.
IMPORTANCE/REASONS

• Saves you time and money

• Gives you creative ideas and proven event formats that will work for you
• Expert planning and budget management to ensure overall event success
• Professional delivery on the day
• Managing your risk and keeping you and your attendees safe
• THEY SPECIALIZE IN THEMES
KEY STEPS TO A SUCCESSFUL EVENT
• Develop Your Event Goal and Objectives
• Organize Your Team
• Establish Your Budget
• Set the Date
• Create an Event Master Plan
• Book Your Venue
• Brand Your Event
• Identify and Establish Partnerships & Sponsors
• Create a Publicity Plan
• Determine Day-Of Processes
PREPARING EVENT PROPOSAL

• Introduce yourself and the project

• Write an attractive event description
• List all services provided
• Show your previous work
• Incorporate monetary information throughout
ASSIGNMENT ON EVENT PROPOSAL

• INTRODUCTION OF THE CO.

• SERVICES WHICH YOU ARE PROVIDING
• SHOWCASE PREVIOUS WORK
• USPs
• BUDGET
 PROBLEM SOLVING & CRISIS MANAGEMENT
• Arranging a corporate event is a massive task and as an event professional, you
surely knows how demanding it can get. However, with the help of a cautiously
devised plan and the right kind of tools in your hands, you can achieve success.
• Overspending or not having enough money
• Not considering little things
• Choosing the venue
• Uncooperative weather
• Running out of time
• Too many people
•A crisis is an occurrence that may negatively influence the
outcomes of a planned / controlled situation. 
•A crisis can occur as a result of an unpredictable event or as an
unforeseeable consequence of some event that had been considered a
potential risk.
• Crisis management is the application of strategies designed to help an
organization deal with a sudden and significant negative event.
• Crisis management should be a systematic, integrated and ongoing
work to prepare the event for sudden and unexpected situations.
•  a crisis is a problem that is worse than the normal problems.
TYPES OF CRISIS
• Natural Disaster
• Technological Crisis
• Confrontation/Rumors
• Organizational Misdeeds/Workplace Violence
• Riots/man-made disaster
EXAMPLES

• Fire
• Electricity going off
• Gear malfunction
• Flooding
• People having trouble to find the place
• Fights
• Medical emergency
• PRE-CRISIS ACTIONS AND PREPARATIONS
• Emergency Procedures
• Staff awareness
• Network of experts for urgent meeting/advice
STEPS OF CRISIS MANAGEMENT
• Anticipate
• Create a plan and test it
•  Identify your crisis communication team
• Be honest and open
• Communicate
• Don't forget social media
AFTER THE CRISIS

• Promote positive stories in the media

• Analyze the management of the crisis

• Update Emergency Procedures

 LEADERSHIP SKILLS
• An event manager is a person who is in charge of ensuring an event, wedding, conference or
festival goes to plan and achieves all of the event objectives originally set.
• People skills
• Flexibility
• Listening
• Organised
• Passion
• Communication
• Calm under pressure
• Problem-solving
• Decisive
• Experience
PARTICIPANT MANAGEMENT
• Participants encompass all types of people who will “participate” in your
event, such as presenters, panelists, workshop leaders or assistants, keynote
speakers, supplier staff and attendees.
• Participant management is the process that covers all tasks relating to
participants and guests of an event.
• Depending on the format of the event, it is also referred to as guest
management. Other terms for this process are guest administration, visitor
management, participant management or invitation management.
• Event Attendees can be entered manually or can automatically be tracked when
people register to your events.
• Participant Details
• Contact information
• Published Information and Biographies
• Participant Availability
• Participant’s schedule
TIME MANAGEMENT
• Time management is a skill that can ensure efficiency, productivity, and help to reduce
stress. It’s all about knowing how much time you have to start with, and thus how
much you can give away to certain tasks.
• It encompasses that other frequently cited skill of prioritisation. Which
means recognising tasks based on importance and tackling things in a logical sequence
to get the best result.
• Be Realistic
• Plan and Make a List
• Re-adjust and Be Flexible
• Schedule your day
• Measure your time in minutes, not hours
• Leave time for the unexpected
SITE & INFRASTRUCTURE MANAGEMENT
• Planning, design, delivery and control of the basic facilities, structures,
equipment, services and information technologies that serves as a foundation
for economic activity
• Identify event infrastructure : The first step is to coordinate with relevant
authorities at the commencement of the management cycle to ensure
regulatory requirements are integrated into planning process.
• Identify event infrastructure : The second step is to identify and analyse
infrastructure and facility requirements based on detailed review of all
aspects of the proposed event and venue.
• These requirement includes:  Staging  Power supply  Water supply  Heating
or air- conditioning  Public toilets  Emergency services  Car and coach parking
 Transport systems  Camping sites or other temporary accommodation 
Technology requirements  Disabled access  Waste management  Security 
Any environmental or heritage requirements
• Once detailed list of the infrastructure requirements has been developed, it needs to
be discussed with the approving authority or venue management.
• At all stages it is necessary to incorporate safety, security and risk management
issues into all planning documentation and processes as safety aspects are the most
likely to lead to rejection of event plans.
 DESIGNING AN EVENT: ROLE OF A PLANNER

• CLIENT HANDLING
• Make a personal connection with the client
• Listen carefully to the client
• Ask for clarity when you don’t understand something
• State back what you hear
• Arrive prepared and offer recommendations
• Look out for the clients’ best interests
• Communicate often and with transparency
• Set up communication parameters
 STRUCTURE OF AN EVENT
MANAGEMENT TEAM

• Organisation Chart
 PRE-EVENT PLANNING CHECKLIST

• At Least 3 Months Before

• Brainstorm and decide what kind of event you are organizing.
• Choose a theme if appropriate.
• Organize an event planning committee if needed.
• Draft your budget and set a fundraising goal that is attainable.
• Set a date. Check to see if your preferred venue(s) are available for this date.
• Book the venue.
• Book any equipment.
• Decide on what suppliers you need to make your event successful.
• Consider entertainment, food, decor, audio visual, and printing.
• Decide on (and order if necessary) any food that is required.
• Solicit sponsors if required.
• Decide if you need any volunteers on the day of your event. If so, how many? Recruit them
now.
• Prepare promotional materials like flyers and posters. Ask your Foundation representative for
help.
• Complete and submit your Event Proposal Form to your Foundation representative.
• Apply for a liquor license/lottery license if required.
• Choose and Invite speakers.
• Send out invitations if required. Send your event information to all of your contacts.
• 1 Month Before
• Keep track of your event guests/participants, number of tickets sold, sponsors, etc.
• Submit event details to local events calendars and local media.
• 2 Weeks Before
• Create a final list of volunteers and determine their day-of duties. Send out a reminder.

• Confirm event information with all suppliers.
• Contact local media to attend the event.
• Day of Your Event
• Meet with your committee and volunteers before the event starts to make sure
everyone knows their roles/duties.
• Set up for the event.
• HAVE FUN!
• Take plenty of pictures.
• Thank everyone for their help.
• Collect funds and financial/donor information in a secure place
• After Your Event
• Tally your finances and determine the total donation amount. Use our Post-Event
Checklist.
• Send thank you letters to participants, sponsors and volunteers.
• Evaluate the success of your event and document any changes you would make next
year.
• Begin planning for your event next year!