Events Management

CHAPTER 1: Anatomy of an Event

The Role of Events

1. The gathering of people together at a specified time & place for the purpose of - celebration, commemoration, education, reunion, marketing &/or entertainment.

2. People attend event for the opportunity for an entertainment, cultural or enrichment experience, or to attain/satisfy social, business, personal, or political goals &/or obligations.

The Value of Events

? Economic Value

? Social Value

? Cultural Value

? Political Value

The Scope of Events

? Business & Corporate Events

? Cause-Related & Fundraising

? Exhibitions & Fairs

? Entertainment

? Festivals

? Government & Civic Events

? Marketing Events

? Meetings & Conventions

? Social & Life-Cycle

? Sports Events

The Role & Scope of Event Coordination

? Determine the Expectations

• Create the Profile—Who, What, Where, When

• Define the WHY—the Purpose of the Event

• Goals, Objectives, & Expected Outcomes

• Direct Relationship to Evaluation

? Develop the Concept

• Type of Function

• Theme & Message

• Event Elements & Details

• Agenda & Activities

? Design the Experience

• Meet the Needs

• Think it through Threshold to Threshold

• Integrate the Theme & Purpose

? Deliver the Dream

• Package & Manage a Progressive Experience

• Provide Take-Away Value

• Manage the Magic Threshold to Threshold

Anatomy of an Event

? Anticipation

• Create the best marketing materials & messages

• Communicate the basics for attending

• Establish the correct expectations

? Arrival

• Understand the travel & transportation needs

• Deliver an effective meeting & greeting

• Provide clear navigation, directions, & instructions

• Create welcoming entrances

? Atmosphere

• Confirm the basic needs are met

• Use the venue to the best advantage

• Form follows function in site selection & development

• The atmosphere must fit the character of the event & host

? Appetite

• Food is for nutrition, nurturing, & human nature

• Meals must match the occasion

• Serving with style facilitates flow

• Menu selection is based on palate & pocketbook

? Activity

• Offer collectable experiences

• Activities can be participatory or spectator

• Provide education, enrichment, & entertainment

• Consider diversions & recreational opportunities

? Amenities

• Always provide walk-away value

• Use amenities to make memories tangible

• Find ways to show you care throughout the event

• Personalize the experience through evidence

CHAPTER 2: The Event Element Assessment

Needs Assessment

? Customers, Capabilities, & Competition

? Prioritize Goals & Objectives

? Feasibility, Priority, & Impact

? Comprehensive Perspective

Analyzing Resources

? Time, Money, & Human power

? Calculating Reality

? Delegation & Direction

Logical Sequencing

? Identifying Event Components

? Flowcharts, Outlines, & Storyboards

? Collect Specifications & Directions

? Recognizing Bottlenecks & Outside Influences

? Logistics of a Progressive Experience

Timelines & Schedules

? Timeline Versus Production Schedule

? Reverse Planning to Achieve Realistic Scheduling

? Tracking & Change Controls

Contingency Plans

? Risk Identification

? Risk Analysis

? Developing Response Plans

? Timeline Integration

? Insurance

CHAPTER 3: Developing the Event Site

Site Selection & Inspection

? Establish Event Specifications

? Develop Selection Criteria

? Unique Venues

? Structural & Environmental Impact

? Site Inspection Strategies

Designing the Site Plan

? Identify Spatial Requirements

? Understand Proximity Issues

? Storage Considerations

? Accurate Diagrams

? Verification, Viability, & Versatility

? Traffic Flow

? Thinking Outside the Box

Accessibility Issues

? ADA Compliance

? Sense & Sensitivity

? Look at the Logistics

Permits & Permissions

? Licenses & Permits

? Occupancy Issues

? Safety & Sanitation Codes

? Documentation Strategies

CHAPTER 4: Accommodating the Audience

Collateral Materials

? Interest, Inform, Invest

? Establishing Expectations

? Building Excitement

? Theme & Logo Incorporation

? Graphic Design & Printing Basics

? The Printing Process

? Creative Invitations

? Communications Technology

Registration

? First Impressions

? Get the Information You Need

? Streamline the Data Management System

? Use Incentives to Sculpt Behavior

? Welcoming Your Guest

? User-Friendly Layouts

? An Entertaining Experience

? Payment, Cancellation, & Other Issues

? The Successful Staff

Admissions

? Admission Control Strategies

? Arrival & Departure Modes

? Ticketing