Events Planning and Management Essay

What is an EventSpecial or spectacular occasions where people gather together for a suggest whether they be to celeb rove, educate, rank up or commemorate. They argon non the usual and ordinary moveivities that one engages in as part of his daily life Who is an Event PlannerAn character planner is, kind of simply somebody who organizes emergences. He is the person behind the scenes who gets the job done and introduce sure everything is done and done flawlessly to ensure fortunate scaffolding of the event.He must be well versed and trained on the communication and organization aspects and requirements of the job. Event planners usu entirelyy get their start doing, supplying or providing services in one or two particular aspect of an peculiar(a) events such as catering, floral arranging, entertaining and talent agents eg earlier they try to plan entire events. Or they may also cook started cooking and coordinating events for companies they were employed with before decidi ng to go into the business for themselvesSince events may metamorphose in size, scope and complexity, it may require an event planner to do totally number of different task but all with the end matter of achieving a successful event Categories of EventsSocial Events- more on a local level, attendees are usually link up and/or know each other on a more personal level. Care and caution must be taken as the event planner may find himself in the combat of a family event , as emotions often run high on these special occasions. feign sure everyone knows their occasion and exactly whats brooked of them. careen of common social eventsweddings, reunions, housewarming/blessings/ pass parties and dinners/birth daylight parties/ step or bat mitzvahs/baby showers/anniversary parties/bridal showers/stag parties, et al. Corporate Events- the term corporate implys not only companies but also charities and nonprofit organizations. Charities and nonprofit organizations legions gala fund raisers, receptions and athletic competitions, among other events, to expand their public support base and raise funds. Companies host trade shows, conventions, company outings, holiday parties and meetings for their employees, stave, board members and stock holders.Some types of corporate events Annual shareholder meetings, board meetings, client appreciation events, company socials (such as holiday parties, intramurals and sports events, company outings), groundbreaking ceremonies, incentive travel, open houses, new product launch, press briefings, staff training, union events/meetings et al Industry Events Industry events today are advanced(a) personal matters designed to inform, influence and form consensus on a specific issue or common topic. Industry specific events includeConventions, association meetings, conferences, exertion tradeshows, public exhibitions(bridal fairs, auto shows, home shows), symposiums et al Special Events The term special events canful describe a broad range of affairs which are big, depicted object or local in scope such as major sporting events (palarong pambansa), major public events (EDSA Day celebration), major cultural and religious affairs ( Baguio may ascender festival, dinagyang, ati-atihan, sinulog festival), However special events may also be very overmuch smaller, specific and more mysterious in scope. List of special events include the followersAward events, book launching, signing/author reading, CD release parties, charity fund raisers, childrens festival, cultural celebrations, fashion shows, holiday special events, inauguration ball, medicine festival, parades, political forums or debates, restaurant openings, sporting event-car races, store grand openings STEPS IN EVENTS PLANNING 1. Client Consultation Whether you have your own event supply business or field of study full time planning events for one company you will work with clients. As a corporate events planner your interior(a) clients will be other departments (HRD, Marketing, Operations etc). on the other script if you aredoing events planning independently you will be dealing with company representatives or in some cases the company officials themselves. In each case consultation will be of primary importance as these will determine the direction, objective and design and vision of the event. At the initial meeting do more listening than talking, pay careful attention to everything the client says, make notes or show up the meeting(with clients per agency), bring an assistant to make notes for you. When its your turn, ask the client to describe their vision for the event. Then from broad ideas, you will refine the vision as you move by theplanning process. Questions such as those below will help the events planner to begin to visualize the event and serve as the foundation for all the work to coiffe. Things to discus with the client What kind of event do you want What do you hope to accomplish When is the event t o be held Who are expected to attend What is the reckon At the end of the consultation you should have a clear picture of what your client envisions for their event and be able to form a clear, concise mission statement or objective. Other things to discus who will be involved in the planning process, who will be the key decisionmakers, and how information should flow during the planning stage. This is precisely to anticipate and eliminate possible roadblocks as you can before you reach them since as the events planner it is your responsibility to take charge of planning. after(prenominal) the initial meeting and while it is still fresh on the mind of both parties (planner and client) summarize the discussion in writing and send a reproduction to the client if possible on the same day or soon after. 2. Set Objectives The best and most successful events have a clear purpose or objective. Event planners can avail of the SMART method for compass strategic objectivesSpecific- What is the specific result of you event Measurable- Outcome should be measurable accurately Attainable- Given the existing budget and resources and constraint, is the objective attainable Relevant- Do the people involved have the authority, the skill and the resources needed to meet the objective? Is the objective of the essence(p) to the organization or individual? Time- Based- Is there a start and end point to the objective? Setting smart objectives will not only make the planning easier but will help measure the success of the event and create a positive experience for all involved. 3. Choose a discover and a LocationAt this planning stage, preferred get word should be decided upon. Client will often but not always come with a date in mind for the event. If they dont, it will be your job to help pick a suitable date. But whether you do the setting of the date or not you need to consider the following before choosing the date or accepting the client. Things to consider when choosin g a date Consider your availableness Consider other events in the area Consider the season and usual weather in the chosen location Consider your suppliers Consider other related events Consider other holidays Consider your time needs 4. Decide Who to InviteYour client needs to give you an idea of who they want to attend their event before you can begin to formulate a plan to attract the stain audience or plan activities. The following data or information are required (depending on the type of event) How many people are to be invited Will spouses or children also attend Demographics of the target audience (eg. Gender, median age, ethnic background, income bracket) Common or shared interest What payback does the client expect Where are the attendees coming from (travel arrangement, customs and traditions) 5. Create Your Theme The most memorable events have a cohesivetheme that runs through-out, from initial publicity to printed invitations to decor and right through to the entertai nment and final applause. One of the biggest advantages of a strong theme is its public utility company in helping you make decisions throughout the event process. Once a theme has been decided on, print materials such as invitations, banners, place cards, brochures, advertising and websites can be designed. Where to get ideas for a great theme Brainstorm Events Industry Current Events and Trends Adding a Musical Touch 6. Set the Event Agenda by and by the date, guest list, the theme and setting ofthe smart objectives , its time to set the agenda for the event. Whether its a simple house blessing or a three day corporate event, its important to layout the entire schedule. Include adequate time for arrival, socializing, speeches, awards/games, food, etc. Visualize the event and run through the entire program from start to finish. Make notes of all you might need such as materials, services, special arrangements, eg. Create a list of vendors and suppliers to contact and task to be do ne. GETTING ORGANIZED As an event planner, you will need a variety of organizational tools that will help you keep trackof all the many details involved in organizing the event and ensuring an orderly and systematic execution of plans aimed towards making the event successful 1. Establish an Event Committee Although it is a given that you will do all the planning and planning of the event yourself, in most cases, you will work with a group of people who are expected to make the event successful Choose a select group of key people to form an Events Committee Assign specific task to each committee member repair committee meeting Document everything 2. Create a Timeline Schedule Base your timeline on factors such asThe size of the event The location The time of course The number of people involved in the planning Develop an outline of specific tasks, deadlines and responsibilities 3. Adding Detail As you start dieing your checklist, add as much detail as possible for each item. For e xample under the Assigned tasks for day of event list the specific task that needs to be delegate such driving to airport pick up, supervising set up, leading briefing sessions with speakers, seating, greeting, supervising set up of luncheon, etc. Once you have develop the checklist, assign target dates to each item, It is a better idea to workbackwards from your event date 4. Critical Path ( Assignment of Task) A unfavourable path lists each of the tasks that needs to be accomplished who is responsible for it and the deadline by which it will be done. It is used as a guide map for the event to assist when delegating responsibilities and show whether you are on track. 5. reckons Creating a budget is an important ingredient in a successful event. Once you have created a timeline schedule and critical path, you can come up with a list of estimated expenses such as venue rental, food, transportation, accommodations, audio-visual equipment, printed materials and gifts.Get price quot ations from your suppliers to find out how much a particular item be You will also need to include your own fee and corporate clients may want to include any staff time they spend on the event as an expense. When planning a budget, include your potential revenue to offset the cost. For example, is the event a fundraiser? Is it a conference or convention that should aim to cover its own expenses? Attendance fees, sales of related materials, donations, ticket sales and sponsorships can all be good ways to raise revenues. After the event you should compare actual expenses and revenues to your budgeted amounts.This will help you determine if your objectives were met and it may assist in budgeting for future events. PREPARATION cartridge clip FOR VARIOUS EVENTS TIMELINE SCHEDULE EVENT TYPE Recommended Preparation Time Wedding 3-6 months Parties (birthdays/anniversaries/debut) 1-3 months Seminars/Meetings 1-3 months Conference / Convention municipal International 6months 1year 1-2ye ars Organized Tours / Field Trips 1-3 months Concerts 6months and above Festivals 6month-1year Exhibitions / Expositions Domestic International 6months-1year 1-2years Sales Bazaar (tiange, night market) 6months Competition / Contests6months-1year Sport Festivals 6months-1year SAMPLE TIME ALLOCATION (More Than A Year Pre-planning Activity) Activity Period Announcement date & location 52weeks before the event First press date 24-36weeks Publication 24th week Mailing of brochures 14-18th week Mailing of 2nd reminder fourteenth week Mailing of final reminder 8-12th week Mailing of final program 2-6 weeks Sample Budget Groundbreaking Ceremony Estimated Expenses Groundbreaking Site collapsible shelter 1,200. 00 Chairs600. 00 Banner600. 00 Podium consecrate150. 00 Lights150. 00 Flowers600. 00 Shovels200. 00 Subtotal 3, 500. 00 Luncheon Expenses Lunch 12,000. 00 rental of Civic Center 1,500. 00 Floral centerpieces600. 00 Gifts for dignitaries (6plaques) 2,000. 00 Gifts for guests (60 mi ni shovels) 1,600. 00 Information kit folders 1,500. 00 Printing of Fact Sheet 650. 00 Podium Sign 150. 00 Subtotal20, 000. 00 Other Expenses Services of Event Planner 10,000. 00 Long distance / Phone300. 00 Printing of Invitations 1,200. 00 Courier charges for invitations500. 00 Delivery of boxes to site500. 00 Photographer800. 00 Sound system 1,500. 00 Event Planners transportation600. 00 bloodal of van/minibus 2,500. 00 News release 1,000. 00 Subtotal18,900 . 00 TOTAL ESTIMATED EXPENSES42, 400.00 (taxes not included) Event proviso Budget Form EXPENSES Estimated Actual Site Venue or tent rental______________________ Tables and chairs______________________ Meals and beverages ______________________ Tableware rental______________________ Staging______________________ audiovisual aid equipment______________________ Decorations______________________ Flowers______________________ Other ____________________________________________ ____________________________________________ _________ ___________________________________ ____________________________________________ Program Musicians______________________Speakers______________________ Celebrities______________________ Entertainers______________________ Gifts______________________ Award______________________ Activities (e. g. golf)______________________ Other ____________________________________________ ____________________________________________ Event Planning Budget Form (continued) EXPENSES Estimated Actual Printing and Promotion Printing invitations______________________ Mailing invitations______________________ Banners and signs ______________________ Printing tickets______________________ Event programs______________________ figure of speech tags______________________Shipping materials to venue______________________ Advertising______________________ Distribution of news release______________________ Media kits______________________ Long distance telephone______________________ Other _________________________ ___________________ ____________________________________________ ____________________________________________ ____________________________________________ Personnel Event Planner______________________ Staff salaries and benefits______________________ Registration______________________ Photographer______________________ Bartenders______________________ Security staff______________________Set-up and tear down______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Event Planning Budget Form (continued) EXPENSES Estimated Actual Travel Airline tickets______________________ Hotel rooms______________________ Ground transportation ______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ Oth er ExpensesRegistration fees______________________ Ticket sales______________________ Sponsorships______________________ Advertising in event program______________________ Other ____________________________________________ ____________________________________________ ____________________________________________ revenue Estimated Actual Registration fees______________________ Ticket sales______________________ Donations______________________ Sponsorships______________________ Advertising in event program ______________________ Other ____________________________________________ ________________________________________________________________________________________ tollING OF A BIRTHDAY EVENT Profile No. of Persons 50 Time 7pm-12mn (5hours) Site Function Rooms 3 Globe Telecom Plaza AT COST 1. Venue a. Function room rate 2,300. 00 b. electricity for 5hours.. 500. 00 c. Parking for ingress and egress 100. 00 d. Move-in (refundable). 1,500. 00 4,400. 00 2. Decor a. Balloons and Arra ngement.. 2,500. 00 (free 50balloons/arched shape/2tower) b. Flowers and Arrangement 1,250. 00 (centerpiece for guests tables & buffet table)3,750. 00 3. Invitations & Giveawaysa. Invitations (P25. 00 x 50).. 1,250. 00 b. Angels (70 pcs at P23. 00 each). 1,610. 00 2,860. 00 4. Tables and Chairs a. Rent for 6rounds tables 270. 00 (for 8persons at 45. 00 each table) b. Rent of chairs (5. 00 x 50). 250. 00 c. Rent of buffet table (100. 00 x 5). 500. 00 d. Table Napkin (5. 00 x 50). 250. 00 e. Chair cover with ribbon (15. 00 x 50) . 750. 00 2,020. 00 5. sound recording Equipment a. Rental.. 5,000. 00 5,000. 00 6. viands (2 appetizers/ 5 courses / 2desserts/ bottomless drinks-tea/ softdrinks) a.Cost Breakdown 250. 00 rate per person 25. 00 10% service fee 275. 00 x 50 persons 13,750. 00 13,750. 00 TOTAL 31,780. 00 YOUR COSTS CHECKLIST TYPE OF COST Details Examples FIXED COST Projection Screens, Video projectors, slide projector/OHP, video players(back-up player), p reappraisal monitor, LCD for Power point presentation, laser pointer, lectern monitors Sound Speakers, lectern microphones, tie-microphones, CD player, talkback system, mixer cabling, adaptors, music copyright or creation fees Speaker support bod, image production, print proofs, handwriting, speaker training, rehearsals StagingDesign lecterns, backdrop, steps, dais, furnishings, graphics, carpeting, seating area, special construction, drop banners, room decorations, floor plan, revised lay-outs. Lighting Design, equipment hire, installation, crew, freight and transportation, rigging and de-rigging costs Crew/Staff Get-in crew, on-site crew, De-rigging crew, transportation per diems (allowance for sustenance) for each member, show caller, script assistant, live video crew, lighting director, sound technician, vision technician Fees and Insurance Procedures fee, Project fee, contingency for administration cost, equipment insurance Invitations processCost of advertising, posters, and follow-up activity , flyers, direct mail costs Function Rooms and Contracts VARIABLE COSTS Banqueting Food and Beverages Accommodation Types of accommodations and, inclusions Travel Types of transportations and inclusions Fees Porterage fees, gratuity fees, parking fees, service charges Decors/Giveaways Flowers, candles, memento items Insurance Surety bonds, cash bonds, personal accident insurance, travel insurance CONTIGENCY COSTS Contingency for direct costs Contingency for currency fluctuations Peso-dollar exchange rate TYPE OF COST DESCRIPTION LIKELY PERCENTAGE F I X E D C O S T SProduction, staging & outside speakers Invitation process, marketing, design Venue Agency fees Signage Security, car parking set-up Cabaret, entertainment Registration costs Utilities (telephone, faxes, e-mail) We weather back-up 35% Production Costs could be as much as 25% of direct costs V A R I A B L E C O S T S Meals, breaks Beverages Accommodation Travel Delegate print Table/room gifts Porterage, car parking per per son Late bar drinks Insurance, purchase tax Gratuity Fees 50% CONTINGENCY 10% to cover all contingencies for direct costs Allowance for currency movements (for abroad) 15% TOTAL cipher 100% 6. Crisis and Back Up PlanningDisasters and crises can range from relatively small (the guest of honors plane is delayed due to heavy(p) weather) to huge and seemingly insurmountable, like the heavy rains and flooding that tropical storm Ondoy brought in Sept. 2009 . A good event planner will be able to think on his or her feet for the small stuff, and have a solid crisis plan in place for dealing with the biggies. You cant possibly expect to plan for every type of crisis, but a little advance planning will go along way to ensure that you can treat whatever comes your way. a. Maintenance Emergencies If your event takes place in hotel or conventionfacility you should discuss emergency plans with the Director of Sales and Maintenance Engineer. They should provide you with a contact at the site w ho will take care of any emergency or maintenance issues. If your event is being held in a private hall, find out who in their organization is responsible for facility maintenance and ask for someone to be available during your event. In your contact list, keep metrical composition of 24-hour locksmiths, plumbers and electricians. b. Medical Emergencies When planning a large outdoor festival or sporting event, it is advisable to have first aid personnel on hand for emergencies.Festival-goers may suffer from heat stroke (or hypothermia in a refrigerated location), minor or major cuts, sunburn or food poisoning. Its a good idea to include in your rental items a tent that can be used to shelter people fro the sun or cold while receiving treatment for minor injuries. Discuss option and get advice from your local ambulance volunteer force or contracted service providers. Be sure to include the local hospital, emergency line and non-emergency police number in your list of contacts. Orga nizing the Team for the Event Most events are nonionized through good squad (2 or more persons working together) work.It is important that when tasks are allocated within a police squad the strengths of its members are put to good use. For example, it is no good asking someone to be the secretary who is has little skills in oral communications. The following are the roles that can be adopted in any event Coordinator Secretary financial officer Marketing/Promotion **The Number in the Team and their responsibilities will vary according to the scale of the event. It is important that all police squad members fully understand what their jobs involve and are aware of all the schedules and deadlines that have been agreed. It is much better to have someone in your team who isreliable rather than a prima donna who promises everything and delivers nothing. Planning Contributions to A Team Event Most events are not the result of one persons work alone. Events are made through the accom modative efforts of a group of people or a team who are working for the same general objective to achieve a successful event. at bottom this team there will be a number of weakness in their areas of work. These skills, strengths and weaknesses should considered carefully when the various jobs within the team are allocated. Each team member will plan their own contribution to the event to be staged. The following detailshave to be considered How ones role in an event can support anothers and can support the objectives of the event How by adopting certain methods the resources available can be used to their upper limit benefit What a person should do when something happens and their role does not go to plan Problems that may occur and how they could be handled effectively to try to reduce their move on the event How staff and customers can be informed promptly and clearly of any changes which may affect them General guidelines for undertaking a role in an event Roles and Responsibi lities of the Team The Coordinator (Chairperson)Overseas the Event Liaising with other members of the team Ensures that deadlines are met Raises any problems that may be occurring and finding solutions Chairs meetings of the event committee Ensures that everyone has a fair share of time to raise issues. Voice opinions etc. at meeting discuss issues Makes sure that the agenda for the meeting is covered Resolves any disagreements in the team regarding issues concerning the event through voting The Administrator Deals with correspondence, letters and other forms of communications Produces minutes of committee meetings Assist other members of the team with administratorThe fiscal Controller (Treasurer) Overseas all financial transactions Records financial transactions Holds the cheque book Sets-up a secure system using money available Produces income/expenditure accounts with receipts and others clearly documented Designs procedures for the secure holding of income before, during and af ter the event Ensures that the event meets the budget set The Publicity Officer Promotes the event Organizes promotional materials (ads, leaf- lets, brochures, flyers, etc) according to the scale of the event Liaising with outside agencies (eg. Local newspaper companies, radio/TV stations, etc.) Organizes press coverage of the event The Facility Officer Finds and organizes the venue Organizes special tools and equipment needed in the event such as lighting fixtures, sound system etc Arranges for security Arranges for parking Arranges toilet facilities and waste disposal **though each team member has his own set of res- ponsibilities, it is imperative that he communicate effectively with the others so that problems (should they arise) can be highlighted and dealt with as effectively as possible. After the Team has been organized, the following details will now be covered Reason/s for holding the eventObjectives to be attained Your target beneficiaries/market Period to hold the event Identifying the best site to hold the event The cost of the event including budget allocation The selling price of the event (per person/ per total package cost) The financial goal of the event To raise money To make a profit To cover costs of the event A time-scale of how different tasks to be planned and implemented The need for good team effort, sticking to budgets and using resources available to their best advantages Efficient uses of communications between members powerful publicity Contingency plans Strategy for dealing with customersA good working environment friendly, support, etc Feedback to all contributions on the outcome of the event 3 PHASES OF EVENT direction 1. PreEvent Phase (Preparation of Materials) Organization of the Team Venue/Site Selection Food Requirements Equipments & Tools Preparation of Materials Decors/Artwork Communications & Proposal Promotions Schedule of Activities (Program) Costing and Design 2. Actual Event Phase (Implementation & Administrative Stage) Production of Materials Needed for the Event Promotions Rehearsal/ Final Briefing Decorations Registration The Output Security Participants Evaluation 3. Post Event Phase(Disposal Stage) Egress Evaluation Profitability of the Event Building your Budget Defining the budget is the first major dispute an event organizer faces as eh plans the event. An experienced organizer will know whether the budget is sufficient to do the job to the standard expected. Depending on the event you are organizing, compile a checklist of all costs that will be incurred in making the event happen. Classify costs accordingly Fixed Costs protean Costs Contingency Budget CO-PRENEURS OF AN EVENT ORGANIZER 1. Hotels and Other lodging Facilities 2. Travel Agents/Consultants 3. Caterers/ Food Establishment4. Airline Companies and Other modes of Transportation 5. Artist 6. Audio/ Visuals Consultants 7. Other events specialist (wedding planner/meeting Planner/tour planner) 8. Entertainers/Talents 9. Prof essionals and consultants, EVALUATING THE EVENT Evaluation of any event is concerned with the feedback from the event not just from those who organized or staffed the event but from anyone who played a part in it. This could include Staff Organizers Clients/Visitors Volunteers Sponsors Officials And other co-preneurs of the event planner When an event is planned the purpose of the event is clearly defined.It is against this that the event should be evaluated. Evaluation does not just take place at the end of an event. It is an ongoing process which occurs throughout the event. During the planning stage everything to do with the event is monitored and if any problems appear, adjustments have to be made. It is through this process that the event is finally stage and organized to meet the objectives of the event. **The opportunity to review and evaluate the event is important as a learning exercise. If the event is to be stage again in the future it is an invaluable help as the thing that went well can be repeated and those thingsthat were not too successful can be changed next time. GENERAL GUIDELINES FOR EVENTS BE PREPARED. As the guide motto says Good preparation is the foundation for a good event. If the team as a whole are well prepared this will set the tone for the event. BE CLEAR ABOUT YOUR OBJECTIVES. Make sure that the all team fully understand what is to be achieved by the staging of this event. If all team members are will informed, everyone will be working towards the same goal. WORKS AS A TEAM. Any good team builds on the strength of its members and is confirming and helpful to each other. To operate effectively the team shouldmeet on a regular basis and be able to communicate with each other with relative and be able to communicate with each other with relative ease. A good team has a good team leader at its front. This team leader should be a good motivator who can generate enthusiasm and perseverance. REMEMBER CUSTOMER CARE. A smile of welcome costs nothing and will affect the way visitors feel about the event. Remember, even if your stand/ job in the event isnt very busy do not sir around looking bored and uninterested this is sure to put potential clients off. Try to be alert, ready for action and enthusiastic at all times.If clients enjoy the event they will come back and tell their friends. BE RECOGNIZABLE. More and more teams in organizations are adopting their own uniforms. These help the visitors as it makes the staff immediately recognizable from the clients. When you stage an event you should consider adopting a uniform for all the staff involved in the event. This does not have to be confused or expensive . For example, the team may decide to wear black trousers and a white T-shirt. These are items of clothing that most people have in their wardrobes. Plain colored T-shirts are relatively inexpensive to purchase. You may have the name ofyour event on the front, or local screen printer would do this at a small cost. This creates a good image for the visitors of the event and is something the rest of the team can keep to remind them of the event in the future. play along TO SCHEDULES. Reliability, both within the team and within the event itself, sis important. The team should make sure the all deadlines are met if it is at all possible to do so. Punctuality should be important for all team meetings etc. If someone is always late for a meeting it is unsurprising that other team members act on their knowledge and turn up, not at the start time of befo