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Event Planning

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20 views11 pages

Event Planning

Uploaded by

jivay33362
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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EVENT MANAGEMENT

PLANNING
Event Planning Definition
Event management is the process by which an event is planned, prepared and
produced.

Event Planning is a process of creating, communicating and implementing a


more operational roadmap to guide the actions, policies and decision-making.

It encompasses the acquisition, allocation, direction and control of resources to


achieve one or more objectives.

It includes researching, planning, organizing, implementing, controlling, and


evaluating.
Benefits of Event Planning

 Roadmap to guide actions


 Summaries its operational and financial objectives
 Indicate how these objectives will be achieved and
monitored
 Define financial management
 Provide logic and justification for prioritising
different tasks and decisions
 Systematically define tasks, logic, roles and
responsibilities, strategic alignments (internally
and externally), timetables, and budgets.
 Provide frameworks for developing strategies related to
all stakeholders.
 Help to think ahead
 Prepare for the future
 Clarify goals
 Develop a vision
 Help in identifying issues
 Motivate staff and the community
 Help to eliminate overambitious, unsustainable projects
BLUE PRINT OF FUNCTIONAL AREA

Finding the location and venue


 Price
 Durations
 Capacity
 Appearance and aesthetics
 Cleanliness
 Facilities and equipment
 Matches with the concept and theme of the event
 The anticipated size of the event and expected visitors
 Entrances and exits and car parking provisions
 Indoor versus outdoor requirements related to activities
 Requirements of people with special needs
 Access to infrastructure - power, water, communications, washrooms, etc
 Risk management and occupational health and safety
Site Plan
SAMPLE SITE PLAN
When drawing the site plan it is essential to use a simple format and include surrounding streets and
landmarks. The site plan must be clear and show all important event features.

 All entrances and exits


 Information center
 Paths used by vehicles
 Paths for pedestrians only
 Food and other stall holder locations
 Stage and temporary structure locations
 Seating arrangements
 Shade and/or shelter
 Emergency access routes
 Entertainment sites ie rides, jumping castle
 Toilet facilities
 Waste bins/refuse sites
 First aid posts
 Drinking water sites
 Approved liquor consumption areas
 Non-alcohol (dry) areas
Security Check posts
 Crowd management
 Characteristics of the expected audience
 Address training, logistics and scheduling
 Maps of the event area
 Command post that coordinates all event activities

Risk Management
Risk management is the logical and systematic process of
eliminating or minimizing the adverse impact of activities which
may give rise to danger
 Physical risks
 Financial risks
 Moral or ethical risks (image or reputation).
 Legal risks
Power & Lighting
 supply and installation of any electrical/power
requirements
 use of generators, extension cords and cables
 State safety guidelines
 Uses of flexible cables

Water
 For multiple uses (catering, entertainment or
cleaning purposes before, during and after the
event)
 Working taps
Sanitary Facilities

The number of toilets and sanitary facilities to be


provided will depend on a number of factors including:
 Crowd numbers
 Gender
 Event duration
 Wastewater management
 Availability of a plumber
 Temporary structures & staging
 Temporary structures(tents, marquees and portable
stages all qualify).
MARKETING
 Celebrities in Events
 Promotional Tools-Website, Newspapers, Radio Stations,
Television Stations, Posters
PREPARING THE EVENT OPERATIONS
Managing Chief Guest
Event Entertainment
 Amusement Rides
 Artists
 Parades
 Crafts Fair
 Food Fair
 Magicians

CLOSE-DOWN, EVALUATION, AND LEGACY


physical and administrative close-down
Event evaluation techniques
SWOT Analysis

Strengths of the event may include:


 Attendance numbers
 Wide range of food and beverages available
 Satisfaction with entertainers
 Ten new members recruited as a result of event

Some examples of event weaknesses are:


 Too few volunteers
 Limited media coverage
 Expenditure exceeding income
Opportunities & threats
 Opportunities for improvement could include:
 Increasing attendance at future events
 Obtaining more sponsorship assistance
 Continuing future events into the evening to attract a wider range of
attendees

Future threats might include:


 Event disruptions due to severe weather
 Loss of key organizing personnel, leading to a lack of direction for
future events
 Inability to cover event costs due to limited income

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