THE DO’S OF PLANNING & MANAGING AN EVENT BY BIPIN R. PANDIT

THE DO’S OF

PLANNING & MANAGING

AN EVENT

BY BIPIN R. PANDIT

Objectives & Target Audience. Prepare a complete Budget of the event. Date & Venue. BRP 2 PRE-EVENT :

Objectives & Target Audience.

Prepare a complete Budget of the event.

Date & Venue.

BRP 2

If the event planned will be a sponsored one. Who is the likely sponsor. Prepare a suitable letter. Mention the Entitlements / Mileage in clear terms. Sponsors should be very clearly told about branding opportunities at the venue. It helps to pay a trip to the venue with the sponsor. BRP 3 SPONSORSHIPS :

If the event planned will be a sponsored one.

Who is the likely sponsor.

Prepare a suitable letter.

Mention the Entitlements / Mileage in clear terms.

Sponsors should be very clearly told about branding opportunities at the venue.

It helps to pay a trip to the venue with the sponsor.

BRP 3

Insist for a written communication from the sponsor with clear reference to the amount agreed upon. Verbal confirmation has no value. Enter into a contract if the need be. BRP 4 WRITTEN CONFIRMATION :

Insist for a written communication from the sponsor with clear reference to the amount agreed upon. Verbal confirmation has no value. Enter into a contract if the need be.

BRP 4

Appointment of Event Managers – Call for pitch, Presentations and Choose the best. Decide upon Entertainment Acts. Tell them to co-ordinate with the Artist & book them. Give them logos of all sponsors for branding. Issue Crew passes to them. BRP 5 EVENT MANAGEMENT :

Appointment of Event Managers – Call for pitch, Presentations and Choose the best.

Decide upon Entertainment Acts.

Tell them to co-ordinate with the Artist & book them.

Give them logos of all sponsors for branding.

Issue Crew passes to them.

BRP 5

The Event Manager must handle it. Permissions are a must, least your show is stopped without them. BRP 6 ALL THE EVENT RELATED PERMISSIONS :

The Event Manager must handle it. Permissions are a must, least your show is stopped without them.

BRP 6

Get your event insured. BRP 7 INSURANCE IS A MUST :

Get your event insured.

BRP 7

Tie-up / appointment of agency for creatives. Creatives must have logo of sponsors and should be eye catching. Must reach the right people and that to way before the event. Prepare mailers, teasers and posters. BRP 8 AWARDS RELATED CREATIVES :

Tie-up / appointment of agency for creatives.

Creatives must have logo of sponsors and should be eye catching.

Must reach the right people and that to way before the event.

Prepare mailers, teasers and posters.

BRP 8

If it is an award ceremony, chose judges. Better to invite judges for an informal meet and take their advise on judging procedure. Define rule & regulations of judging. Fix up judging venue. Letters to judges [along with rules & regulations]. Obtain confirmations. BRP 9 JUDGING :

If it is an award ceremony, chose judges.

Better to invite judges for an informal meet and take their advise on judging procedure.

Define rule & regulations of judging.

Fix up judging venue.

Letters to judges [along with rules & regulations].

Obtain confirmations.

BRP 9

Appoint auditors to tabulate results. BRP 10 AUDITORS :

Appoint auditors to tabulate results.

BRP 10

Decide if entry will be by invitation or sale of passes. Print according to various categories. BRP 11 DONOR PASSES :

Decide if entry will be by invitation or sale of passes.

Print according to various categories.

BRP 11

Show Flow. V.O. / A. V. making – Find the right person to handle the job and make him work with your own person. Appoint trophy maker and issue a Purchase Order in his favour. Letter to Winners – should be worded diplomatically giving a subtle hint. Letter to Presenters – get their mobile numbers. Letter to Chief Guest – get his / her mobile number. Obtain their confirmations. BRP 12 POST JUDGING :

Show Flow.

V.O. / A. V. making – Find the right person to handle the job and make him work with your own person.

Appoint trophy maker and issue a Purchase Order in his favour.

Letter to Winners – should be worded diplomatically giving a subtle hint.

Letter to Presenters – get their mobile numbers.

Letter to Chief Guest – get his / her mobile number.

Obtain their confirmations.

BRP 12

Media tie-ups. Letters to Press Invitees. Press Releases to different Publications. Announcement of the event. Appointment of P. R. Agency. BRP 13 MEDIA :

Media tie-ups.

Letters to Press Invitees.

Press Releases to different Publications.

Announcement of the event.

Appointment of P. R. Agency.

BRP 13

Send Mass SMS to the right people. Tie ups with a Dot com partner Have a Media Space Partner in Print. Try for a Channel Partner. Send mailers to critical database. BRP 14 OTHER MEASURES TO HYPE THE EVENT OR PRE-EVENT PUBLICITY :

Send Mass SMS to the right people.

Tie ups with a Dot com partner

Have a Media Space Partner in Print.

Try for a Channel Partner.

Send mailers to critical database.

BRP 14

Prepare a VIP list. Ensure that donor passes reach to them at least a week ahead of the event. Stamp it as VIP on the Pass. Sponsors / Presenters / Business Associates / Press / Judges / Committee Members / Celebrities / Glamour / Agency Heads / Clients. BRP 15 VIP LIST :

Prepare a VIP list.

Ensure that donor passes reach to them at least a week ahead of the event. Stamp it as VIP on the Pass.

Sponsors / Presenters / Business Associates / Press / Judges / Committee Members / Celebrities / Glamour / Agency Heads / Clients.

BRP 15

Caterers & tie-ups for hard & soft drinks besides water. Issue Crew passes to their workers. BRP 16 FOOD & BEVERAGES :

Caterers & tie-ups for hard & soft drinks besides water.

Issue Crew passes to their workers.

BRP 16

Appoint photographers / cameraman. Always shoot your event – Beta or a DVD is a good format. Issue Volunteer passes to them. BRP 17 ` PHOTOGRAPHER & BETA / DVD SHOOT :

Appoint photographers / cameraman.

Always shoot your event – Beta or a DVD is a good format.

Issue Volunteer passes to them.

BRP 17

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Security at the venue. Appoint professional security guards. Visit the venue with them and cover all delicate points Have one person as point of contact. BRP 18 SECURITY :

Security at the venue.

Appoint professional security guards.

Visit the venue with them and cover all delicate points

Have one person as point of contact.

BRP 18

Appoint volunteers & support staff. Give specific responsibility to each of them. They should take care of Promotional Items & Goody Bags. Issue Volunteer / Crew passes to them. BRP 19 SUPPORT STAFF :

Appoint volunteers & support staff.

Give specific responsibility to each of them.

They should take care of Promotional Items & Goody Bags.

Issue Volunteer / Crew passes to them.

BRP 19

Sitting arrangements at the venue. Press Registration at the venue. Registration for Presenters & guests. Which seats the VIPs and Recipients of Awards, Press and Judges will occupy. BRP 20 VENUE ARRANGEMENTS :

Sitting arrangements at the venue.

Press Registration at the venue.

Registration for Presenters & guests.

Which seats the VIPs and Recipients of Awards, Press and Judges will occupy.

BRP 20

Appoint your own person to manage backstage. He / She who is aware of the results and show flow. He / She should manage the trophies in accordance with the show flow. BRP 21 BACKSTAGE MANAGEMENT :

Appoint your own person to manage backstage.

He / She who is aware of the results and show flow.

He / She should manage the trophies in accordance with the show flow.

BRP 21

Give the Press a kit after the event, if possible photographs and press release of the event. Give the Press the Result Brochure. Check out if the Press has covered the event in a day or two after the event. BRP 22 POST EVENT PUBLICITY :

Give the Press a kit after the event, if possible photographs and press release of the event.

Give the Press the Result Brochure.

Check out if the Press has covered the event in a day or two after the event.

BRP 22

Do not forget them but acknowledge by giving Certificates. BRP 23 CERTIFICATE TO VOLUNTEERS & SUPPORT STAFF :

Do not forget them but acknowledge by giving Certificates.

BRP 23

Make it a practice to prepare a book of each and every event as a reference guide for future. BRP 24 PREPARE A BOOK OF ALL PROCEEDINGS :

Make it a practice to prepare a book of each and every event as a reference guide for future.

BRP 24