The 5 Cs of Event Management


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Although it does take plenty of creativity to design an event that is memorable and meaningful, it also takes careful attention to detail, adaptability, effective delegating, and a lot of work. This intensive one-day course will walk you through the process of event management, from the beginning stages of planning, to the final touches (like decorations, food, and music). While this course is specifically for corporate event planning, the elements here can also be applied to more personal event planning. Essentially, we’re creating an effective and well planned design that is ready for implementation and can be used over and over again.

What Will Students Learn?
 Plan a complete corporate event, including an agenda, budget, goals, venue, audience, food, and whatever else your client needs
 Keep your event on budget
 Design an advertising and marketing plan that includes a comprehensive use of media, take-aways, and/or swag bags
 Determine whether partners, sponsors, and volunteers can help to make your event unforgettable
 Create an atmosphere of service that delegates will remember
 Select speakers and a master of ceremonies to add impact to your event
 Create a diversity plan
 Evaluate the process once it’s all wrapped up What Topics are Covered?
 Event planning essentials
 Budgeting basics and managing contracts
 Using the committee approach
 Connecting with partners and sponsors
 Advertising and marketing
 Selecting the venue
 Feeding the masses and business etiquette
 Celebrating diversity
 Selecting speakers and a master of ceremonies
 Adding the finishing touches
 Event day roles
 Closing the event and gathering feedback

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The 5 Cs of Event Management

  1. 1. Contact Information: Tel + 1 246 271 7438 The 5 Cs of EVENT MANAGEMENT Control Culmination Closeout Concept Coordination CARIBBEAN & LATIN AMERICAN CONFERENCE ON TALENT MANAGEMENT Sept 23-24, 2013 Savannah Hotel, Barbados REGISTER HERE
  2. 2. The Event Life Cycle – The 5 Cs Event Concept Event Coordination Event Control Event Culmination Event Closeout Planning Phase Execution Phase Completion Phase
  3. 3. Life Cycle Phases for Event Management Control Culmination Closeout Concept Coordination
  4. 4. Concept See it in your head before it happens! Imagine it! Visualize it! Concept
  5. 5. Description: Lloyd Erskine Sandiford Centre (LESC) managed by Barbados Conference Services Limited is undeniably the crown jewel of Barbados’ meeting facilities. The center overlooks the lush St. George Valley and is a state-of-the-art facility conveniently located just two miles from Bridgetown, and minutes from the South and West Coasts, key business services, hotels, fine dining and shopping, as well as airport and highway access. With over 100,000 sq. ft. of air-conditioned usable floor space, the center is designed for superior flexibility, productivity, comfort and convenience. It can also comfortably accommodate events for as few as 10 persons to as many as 1,200 persons – theatre style seating. Over the years LESC has hosted global conferences for the United Nations, U.S. President Bill Clinton, Caribbean Heads of Government, Organization of American States and the Florida Caribbean Cruise Association.
  6. 6. Life Cycle Phases for Events Concept • Define the scope of event • Identify Stakeholders • Select Event Management Team • Organization chart • Prepare Event Overview Statement
  7. 7. Coordination Give me six hours to chop down a tree and I will spend the first four sharpening the axe.” ― Abraham Lincoln
  8. 8. Life Cycle Phases for Events Event • Develop a methodology • Scheduling • Outsourcing & supplier coordination • Detailed Planning • Ticketing • Team management Coordination
  9. 9. Recommended apps Simply to Impress lets you create, customize and order stylish photo cards, announcements and invitations with just a few taps on your iPad! From adorable birth announcements, birthday party and event invitations to stunning holiday, engagement and wedding designs and much more, Simply to Impress gives you hundreds of fresh and modern designs to chose from, plus personalize any card with photos from Facebook, Instagram, Picasa Web Albums or even your iPad's iSight camera! Coordination
  10. 10. Tip: “There’s no such thing as a free lunch!” Control
  11. 11. Life Cycle Phases for Events Controlling • Event Budget Control • Conflict Resolution • Supplier & Vendor relationships • Event Status reviews • Taking corrective measures
  12. 12. The Beijing Olympics Opening Ceremony One of the world’s most memorable events! Culmination
  13. 13. Life Cycle Phases for Events Culmination • Attendance Management • Security • Frontline Management • Backend Management • Team coordination • Communications Planning
  14. 14. Description of a cool sample conference app! Schedule Builder: Access Convergence session information and materials to build your own personalized event schedule Evaluations: Complete session and overall event evaluations on the go Social Media: Join the conversation online with our integrated social media tools Contact Exchange: Exchange contact information with event participants and exhibitors by scanning tags from within the mobile app. Exhibitors: Find details on the many exhibitors at Convergence. Navigate: Localized maps will help you find your way around the venue and the city. Photo Gallery: Take photos of the event and share with others. Leaderboard: Collect points using the app for activities like networking, sharing photos, completing evaluations, and many other activities to get to the top of the leaderboard. Closeout
  15. 15. Life Cycle Phases for Events Closeout • Review & evaluation • Final report • Quality improvement • Handover of project/event file