Event management

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Event management

  1. 1. Event management budget uncertainties insurance against risks 24 February 2007 MATS326/EventMgt.ppt
  2. 2. Event management 24 February 2007 MATS326/EventMgt.ppt <ul><li>What is an event?: </li></ul><ul><li>conference, symposium </li></ul><ul><li>hands-on training </li></ul><ul><li>marketing exhibition </li></ul><ul><li>sports competition </li></ul><ul><li>many others ... </li></ul>
  3. 3. Rudyard Kipling's poem: I Keep Six Honest Serving Men: <ul><li>&quot;I keep six honest serving-men (They taught me all I knew); Their names are What and Why and When And How and Where and Who &quot; </li></ul>24 February 2007 MATS326/EventMgt.ppt
  4. 4. Budget: conference venue <ul><li>Day rate per person all-in </li></ul><ul><li>Hire venue at fixed costs, and either </li></ul><ul><ul><li>pay lower day-rate to cover refreshments </li></ul></ul><ul><ul><ul><li>perhaps with teas/coffees required </li></ul></ul></ul><ul><ul><li>leave delegates to find own refreshments </li></ul></ul><ul><li>Access arrangements </li></ul><ul><ul><li>disabled persons </li></ul></ul><ul><ul><li>exhibition materials </li></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  5. 5. Budget: conference speakers <ul><li>speakers pay full registration fee </li></ul><ul><ul><li>include their accommodation? </li></ul></ul><ul><ul><li>include travel and subsistence costs? </li></ul></ul><ul><ul><ul><li>generates goodwill and eases speakers load </li></ul></ul></ul><ul><li>speakers pay (reduced) registration fee </li></ul><ul><li>speakers attend free </li></ul><ul><ul><li>the latter two require higher registration fees from non-speaking delegates </li></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  6. 6. Conference: delegates <ul><li>Poster papers </li></ul><ul><ul><li>often used to gain additional delegates </li></ul></ul><ul><li>Access for disabled persons </li></ul><ul><li>Special dietary requirements </li></ul><ul><ul><li>vegetarian, vegan, halal, etc </li></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  7. 7. Budget: marketing and media <ul><li>advertising </li></ul><ul><ul><li>TV, radio, journals, magazines </li></ul></ul><ul><ul><li>specialised mailing lists </li></ul></ul><ul><ul><li>e-discussion lists </li></ul></ul><ul><ul><li>SMS/MMS telecommunications </li></ul></ul><ul><li>media </li></ul><ul><ul><li>flyers, brochures etc </li></ul></ul><ul><ul><ul><li>design costs </li></ul></ul></ul><ul><ul><ul><li>printing costs </li></ul></ul></ul><ul><ul><ul><li>mailing costs </li></ul></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  8. 8. Budget: other costs <ul><li>administration </li></ul><ul><li>personnel on-the-day </li></ul><ul><li>travel (to view venue in advance) </li></ul><ul><li>audio-visual aids and technician </li></ul><ul><li>... and other income </li></ul><ul><li>sponsorship </li></ul><ul><li>“ flyers” in the delegate pack </li></ul>24 February 2007 MATS326/EventMgt.ppt
  9. 9. Budgets <ul><li>“ Annual income twenty pounds, annual expenditure nineteen pounds nineteen shillings and sixpence, [£19.97 ½p] result happiness . Annual income twenty pounds, annual expenditure twenty pounds and sixpence, [£20.2 ½p] result misery ”. </li></ul><ul><li>Mr Micawber in Charles Dickens “David Copperfield” </li></ul>24 February 2007 MATS326/EventMgt.ppt
  10. 10. Continue or cancel? <ul><li>cancellation may incur: </li></ul><ul><ul><li>lost deposits on venues </li></ul></ul><ul><ul><li>refunds of any prepayments </li></ul></ul><ul><ul><li>speakers spending in anticipation of event </li></ul></ul><ul><ul><li>“ all that effort for nothing” </li></ul></ul><ul><li>continuation may result in: </li></ul><ul><ul><li>negative budget </li></ul></ul><ul><ul><li>“ loss leader” informing future events </li></ul></ul><ul><ul><li>loss of reputation, if delegate expectations not realised </li></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  11. 11. Other types of events <ul><li>Broadly the same considerations </li></ul><ul><li>outdoors may also need </li></ul><ul><ul><li>formal permission to use public space </li></ul></ul><ul><ul><li>fenced area accessible only to ticket holders </li></ul></ul><ul><ul><li>security to ensure no freeloaders </li></ul></ul><ul><ul><li>public address systems </li></ul></ul><ul><ul><li>first-aid provision </li></ul></ul><ul><ul><li>independent caterers </li></ul></ul>24 February 2007 MATS326/EventMgt.ppt
  12. 12. Insurance <ul><li>what can go wrong? </li></ul><ul><ul><li>pay-on-the-day and no-one arrives </li></ul></ul><ul><ul><li>the weather (no audience - no “atmosphere”) </li></ul></ul><ul><li>insurers will cover the risk? </li></ul><ul><ul><li>they are in business to make money </li></ul></ul><ul><ul><li>they consider the risks involved </li></ul></ul><ul><ul><li>they request lower premiums where </li></ul></ul><ul><ul><ul><li>a full risk assessment already exists </li></ul></ul></ul><ul><ul><ul><li>where plans/budgets have sensible contingency </li></ul></ul></ul>24 February 2007 MATS326/EventMgt.ppt

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