EVENTS MANAGEMENT

SERVICES NC III
CORE COMPETENCIES
3.0 DEVELOP AN EVENT PROGRAM
IDENTIFY CONFERENCE OBJECTIVES
A well-written proposal always has clearly defined goal and SMART objectives to
attain the desired goal.

To begin with, let us understand what a Goal and an Objective means and the
difference between them.

• Goal: It is a broad statement that defines what you plan to do in a project. It gives
an idea to the reader of what problem your organization intends to address.

• Objective: These are detailed statements describing the ways through which you
intend to achieve the goal.
FRAMING QUALITY GOALS

• Do not write a vague goal: Even though Goal is a broad statement, it does not
mean that the project goal should be vague. Your goal should be clearly written
so that the reader understands your purpose of proposing a project.

• The goal should be in line with the problem statement: Goal of the proposal
shows the reader your intention towards solving a particular problem and
therefore the goal should be in line with the problem statement. For instance if
your problem statement relates to aspects of poverty and issues related to poor
and marginalized families in a particular region then your goal should state that
you seek to alleviate poverty in the area through the proposed project.
FRAMING QUALITY GOALS
• The goal should be consistent with your organization’s mission and vision statement: As your
organization addresses certain social and developmental issues, keep these in mind while you
draft proposals and write goals. For example, if your organization works for street children then
the goal of the proposal should be relevant to your primary stakeholders.

• Use simple language to write a goal: Avoid the use of jargons and technical words to write a
goal. Use language that is easy to understand by people, not something for which people have to
use a dictionary.

• Keep only one goal for a proposal: Try to keep one goal for the proposal as having multiple goals
in a particular project only creates confusion. As the goal is a broad statement it will surely
encompass multiple things which would be addressed through the various objectives.
FRAMING QUALITY OBJECTIVES

1. Objectives should address the 5 Ws: While framing the objectives ensure that they provide
answers to the 5Ws:
• Why: are you proposing a particular thing?
• What: approach will you adopt to reach the desired goal?
• When: will you conduct a particular project?
• Where: will you implement the project?
• Who: will be the primary stakeholders/beneficiaries or who will be doing a particular thing in a
project?
FRAMING QUALITY OBJECTIVES

2. Objectives should support the goal: it is very important that each of your
objectives contributes and supports in achieving the goal. For instance, if the goal of
the project, is to improve maternal health in XYZ area, then each of the objectives
should contribute and suggest measures for improving maternal health.

3. Objectives should follow a logical order: while framing the objectives, one

should always remember that objectives should be logically placed, which simply
means that while implementing a project a step by step procedure should be in
place. This will also help you in planning all the activities accordingly.
FRAMING QUALITY OBJECTIVES

4. Objectives should follow a logical order: while framing the objectives,

one should always remember that objectives should be logically placed,
which simply means that while implementing a project a step by step
procedure should be in place. This will also help you in planning all the
activities accordingly.

5. Frame SMART objectives: most of the program mangers might have

heard about this acronym for framing quality objectives. SMART means
objectives that are
FRAMING QUALITY OBJECTIVES
• Specific: This means that the objectives should be clear and unambiguous, giving details of how and what
you intend to achieve.

• Measurable: This means that the objectives should be quantifiable so that one can see if they are being
achieved or not. This can be done by assigning a numeric value to your objective by answering questions
like: How many? How much? By when?

• Achievable: This means that the objective should be feasible, viable and within the control/capacity of the
organization. While drafting the objective, the organization should keep in mind its own capacity,
constraints and abilities to achieve the objective.

• Realistic: When you draft the objective to ensure that they are realistic and can be attained within the
available resources and time frame.

• Time-bound: It is important to give a time-frame for completing a particular objective. This helps in the
timely delivery of the outputs and outcomes without unnecessary delays.
FRAMING QUALITY OBJECTIVES

5. Use action verbs while drafting objectives: whenever you frame objectives use active verbs like
create, identify, promote, enhance, increase, and develop etc.. These verbs help in describing the
course of action and give clarity to your object.

6. Keep 3-4 objectives: Most experts recommend keeping three to four objectives in a proposal.
Each objective will further have several activities and tasks to be undertaken and therefore having
many objectives will just complicate project implementation.
STAGING, PLANNING AND PRE-PRODUCTION
STAGING, PLANNING AND PRE-PRODUCTION

Set-Up
• If you require a full build, they can handle all of the elements including the
staging, trussing, lighting and sound. Your event staging will be built to meet the
needs of your talent and venue, whether it’s a simplistic speakers panel or an
impressive rock concert. Your technical event production company will also assist
with permitting and, if necessary, engineering approvals to meet the highest
safety standards.
• Once designed, your staging gear will be prepped and loaded onto a truck in the
proper order to be unloaded as needed. The truck is loaded and taken to the
venue where it is unloaded and set-up by a team of professionals who assure the
highest levels of safety and attention to detail throughout the process.
STAGING, PLANNING AND PRE-PRODUCTION

Incorporating Lighting and Sound

• One of the major benefits of working with a full-service technical event
production company is their ability to incorporate and provide any sound, lighting
and video elements along with the event staging.

• Professional technicians will assemble the appropriate lighting system to meet

your event’s aesthetic needs. This lighting can then be incorporated into your
staging plan including hanging lighting trusses and rigging when necessary. It’s all
loaded onto the same truck (or trucks) and unloaded in the order in which it is
needed. Your crew will have the experience of working together and can set up
your event’s technical needs quickly, efficiently and safely.
STAGING, PLANNING AND PRE-PRODUCTION

Planning and Attention to Detail

• Another major benefit of working with a professional technical event production
company for your event staging is the depth of planning and attention to detail.
Since they have worked on thousands of events like yours, your technical event
production company will plan for every detail of your event, including how to
resolve any problems that may arise.
• They understand that even the best contingency plans may fail if critical safety
issues and other minor details are not carefully planned and accomplished. For
example, disability access, marking points of entry and exit, seating and sight
lines are all important details that need to be considered during the planning
stages of any event. Your technical event production company will consider
everything and be prepared to deal with any issues and needs from the simplest
to the most complex.
STAGING, PLANNING AND PRE-PRODUCTION

Safety Is The First Priority

• Your audiences’, speakers’ and artists’ safety is always a top priority when you’re working with a
professional company. They will take every precaution with your staging to ensure that everyone
is kept safe throughout your event, from the load-in and stage build until the last guests have left
the building.
• Event staging must be able to safely support the loads to which it will be subjected. It must
remain stable and any covering like carpeting or cabling must be secured to prevent tripping and
ensure safety.
• Soft goods like drapery must be kept away from stage lighting and be made of fire retardant
material. Step units must be appropriately spaced and have an acceptable rise and tread. Fire
exits must be kept clear and clearly marked. If sets or lighting are rigged overhead, sufficient
support cables of the appropriate strength must be used. All of these details (and many others)
are crucial to maintain safety, and your technical event production company will make sure each
and every detail is met before they sign off on the build.
EVENT PROGRAM

The "Programme" is the schedule of activities from the start of the event to its conclusion. For a
sport event, the programme governs which competitors participate at what time. For a conference,
the programme stipulates the times of lectures and workshops, what topics are offered and who is
presenting. If the event is the annual awards dinner, the programme sets out what time people
should arrive, what time each course will be served and the times that each award ceremony will
take place. The programme is therefore perhaps the central organising component of the event.
EVENT PROGRAM

• Keeping to times as advertised on the programme is a key performance measure from the
standpoint of the participant's satisfaction. An event that fails to run on time will inevitably
cause complaints from participants and frustration on the part of all persons. People can be very
adversely affected if the event runs overtime and obviously commencing before the advertised
time is definitely NOT something to ever contemplate.
• In setting the programme, event organizers need to estimate as accurately as possible the time
that each and every activity in the programme will take. Furthermore, it is necessary to include
in this calculations a time interval between each activity. This time interval is very important.
There is usually always a need to move people and equipment, allow for introductions and
thank-you's , make announcements and allow time for refreshments to be served and toilet
breaks. Preparing the official programme will inevitably require someone to make many
computations with calculator or spreadsheet. The draft programme produced is likely to
changed and amendment many times before it is ready for publication.
EVENT PROGRAM

The important factors to consider in preparing the official programme are:

• Consultation with all parties directly involved in the programme
• Calculating the time of each and every activity
• Ensuring that the programme has time for "ceremonial" activities e.g. opening and/or closing
ceremonies, speeches, the presentation of awards, entertainment
• Ensuring that the venue is available for the FULL duration of the event
• Choosing the date(s) so that the event does not clash with other major events
• Allowing for a little "slack" time between activities
• The order of activities
• How the printed programme will be published
EVENT PROGRAM
Event Ceremonies
• Ceremonial aspects of events should not be underestimated in importance.
They include opening and closing speeches, musical fanfares, playing of national
anthems, presentation of awards and flowers, visits from dignitaries, flag
raising, and special displays.
• While not a necessary component, there is an increasing trend to add
ceremonial activities to the event programme. They add greatly to the emotion,
symbolism and entertainment value of the event. The inclusion of ceremonial
activities is more common where events are of national importance, are
televised and have major sponsors. Nevertheless adding a little ceremony to the
event programme, which often costs very little, should be considered for smaller
events. A failure to include ceremonial activities is an opportunity lost for the
organization hosting the event.
SAMPLES OF EVENT PROGRAM LAYOUT
SAMPLES OF EVENT PROGRAM LAYOUT
SAMPLES OF EVENT PROGRAM LAYOUT
HOW TO MAKE AN EVENT PROGRAM
1. Start with inspiration.
• Depending on your event, printing budget, and content, take the time to think about the size
and layout of your program. There are several pre-defined sizes to choose from, and you can
change them at any time during the design process.

2. Remix it to make it your own.

• There are lots of ways to personalize your event program templates. Change up the copy and
font. Sub out the imagery with your photos or browse from thousands of free images right in
Adobe Spark. Spend as little or as much time as you want to make the graphic your own. With
a premium plan, you can even auto-apply your brand logo, colors, and fonts, so you’re always
#onbrand.
HOW TO MAKE AN EVENT PROGRAM
3. Amp up the flair.
• It’s easy to add extra flair and personality to your projects with Adobe Spark’s exclusive design
assets. Add animated stickers from GIPHY or apply a text animation for short-form graphic videos in
one tap. We’ve taken care of all the boring technical stuff so you can focus on your message and
style. You can also add collaborators to your project, so you can have more hands-on-deck bringing
your design to life.
4. Re-size to make your content go further.
• Gone are the days of having to memorize image dimensions for every single platform. Once you’ve
landed on a design you like, you can easily modify it for any printed need or social network by
using Adobe Spark’s handy, auto-magical re-size feature. Simply duplicate the project, hit re-size,
and select the platform you want to adapt it for, and our AI will take care of the rest. Boom.
Content for all your channels in a fraction of the time.
5. Download, share, or print.
• Once your design is complete, download your event program for printing or share it across your
social media accounts.
DIFFERENT TYPES OF FLOOR PLANS
DIFFERENT TYPES OF FLOOR PLANS
DIFFERENT TYPES OF FLOOR PLANS
DIFFERENT TYPES OF FLOOR PLANS