The Dos Of Planning & Managing An Event

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  • 1.
    • THE DO’S OF
    • PLANNING & MANAGING
    • AN EVENT
    • BY BIPIN R. PANDIT
  • 2.
    • Objectives & Target Audience.
    • Prepare a complete Budget of the event.
    • Date & Venue.
      • BRP 2
    PRE-EVENT :
  • 3.
      • 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 :
  • 4.
      • 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 :
  • 5.
      • 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 :
  • 6.
      • The Event Manager must handle it. Permissions are a must, least your show is stopped without them.
      • BRP 6
    ALL THE EVENT RELATED PERMISSIONS :
  • 7.
      • Get your event insured.
      • BRP 7
    INSURANCE IS A MUST :
  • 8.
      • 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 :
  • 9.
      • 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 :
  • 10.
      • Appoint auditors to tabulate results.
      • BRP 10
    AUDITORS :
  • 11.
      • Decide if entry will be by invitation or sale of passes.
      • Print according to various categories.
      • BRP 11
    DONOR PASSES :
  • 12.
      • 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 :
  • 13.
      • Media tie-ups.
      • Letters to Press Invitees.
      • Press Releases to different Publications.
      • Announcement of the event.
      • Appointment of P. R. Agency.
      • BRP 13
    MEDIA :
  • 14.
      • 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 :
  • 15.
      • 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 :
  • 16.
      • Caterers & tie-ups for hard & soft drinks besides water.
      • Issue Crew passes to their workers.
      • BRP 16
    FOOD & BEVERAGES :
  • 17.
      • 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 :
  • 18.
      • 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 :
  • 19.
      • 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 :
  • 20.
      • 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 :
  • 21.
      • 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 :
  • 22.
      • 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 :
  • 23.
      • Do not forget them but acknowledge by giving Certificates.
      • BRP 23
    CERTIFICATE TO VOLUNTEERS & SUPPORT STAFF :
  • 24.
      • 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 :