Darryl Downey works in entertainment industries, including music and theatres, as an individual or organization in the business of marketing and promoting live, or pay-per-view and similar, events, such as concerts/gigs, festivals, raves, and nightclub performances.

1. Event Management
Organising an
Exhibition
Darryl Downey

2. Taking the fear out of organising
Successful events every time
So where do we start?

3. The event
 What is the purpose of the event
 What do you want to achieve
 Who is your target audience.

4. Event timetable
 Make a checklist
 Include dates for completion of task.

5. The Venue
 Where?
 What type of venue?
 When?
 CARDINAL RULE – Never book a venue
without an inspection visit!

6. Venue checklist
 Correct combination of rooms
 Accompanying exhibition required
 Obtain maximum capacity numbers
 What style of seating is required

7. Venue checklist
 Is a stage necessary – location
 Does the main room have any obstructing
pillars etc
 Does the main room have an
induction loop system

8. Venue checklist
 Is there natural light/will the room blackout
 How noisy is the heating/air con
 Does the venue have a dedicated
co-ordinator who can assist with
arrangements

9. Venue checklist
 What audio visual equipment is
needed
 Is there an adequate PA system
 Is there good access for disabled
delegates.

10. Booking the venue
 Meet with the conference co-ordinator
 Obtain room hire rates – negotiable!
 Conference venue – daily delegate rate
 Check cancellation fees
 Venue schedule.

11. Overnight accommodation
 If accommodation needed, is it important
for all delegates to remain in one location
 If using several hotels, is travel to main
venue required
 Single or twin rooms

12. Overnight accommodation
 INSPECT all accommodation
 Checklist
 Check latest release dates without
incurring cancellation fees.

13. The budget
 Anticipated number of delegates
 Is the event to break-even or profit desired
 Is sponsorship to be sought
 Always allow a ‘contingency’
 Be REALISTIC.

14. Sponsorship
 Who to approach
 Sponsorship packages
 Level of publicity at event.

15. Invitation to speakers/official guests
 Seek commitment as soon as possible
 Are speakers’ fees/expenses payable
 Send ADV form.

16. © Jeannette Allison March 2009
Conference Programme
 Decide whether preliminary or final
programme
 What to include
 CARDINAL RULE –
proof read thoroughly!

17. Registration Form
 Include to whom the form is to be returned
to with contact information
 Include the closing date for receipt – 6
weeks prior to event
 Include request for special requirements –
dietary/disabled access/help in an
emergency.

18. Joining Instructions
 3 weeks prior to event
 Include Registration Card
 Final materials and attendance list.

19. Organising an Exhibition
 As with Conferences, establish objectives
of exhibition and identify exhibitors
 If alongside conference, ensure
tea/coffee/lunch and/or other events are
integrated into the exhibition space
 Follow up initial mailshot with
telesales call

20. Organising an Exhibition
 Produce an Exhibitors manual for hire of
shell extras, furniture, flowers etc
 Always produce an Exhibitors showguide
 Always tie-in exhibition arrangements
within conference programme
 Complete a Risk Assessment

21. At the event
 Arrive at least the day before
 Meet key organising personnel
 Establish first aid contact
 Complete final risk assessment
 Ensure registration desk in prime location

22. Assessing failure or success
 Evaluation form
 At the event or sent out separately.

23. What organising nightmares
have you experienced and in
hindsight what would you
have done differently?

24. Press Releases
 Decide if you want to prepare one
 Decide on target audience
 How will it be distributed.

25. How to write a press release
 Keep it short & sweet – max 2xA4 sides
 Decide for immediate release or to be
embargoed
 Must include the 5 ‘W’s – who, what,
when, where, why and then how.

26. Dealing with media interest
 If the media are interested in your story,
they will contact you as organiser first
 Always protect your guest/speaker
 Check with him/her to see if they are
happy to give an interview
 Schedule with journalist at a
convenient time.

27. Risk Assessments
 The safety of your delegates/guests is
paramount – reason enough to prepare one!
 It’s a careful examination of what could
cause harm to people, allowing you to
assess if you have taken enough precautions
or should do more to prevent harm.
Its being prepared!

28. Preparing a Risk Assessment
 The 5 steps are:
 Identify the hazard
 Decide who might be harmed
 Evaluate risks & decide on precaution
 Record your findings

29. What could go wrong at your
event and how would you
deal with it?

30. Health & Safety Issues
 Knowing your delegates/guests
 Having access to venue first aider or
consider your own training
 Knowing the venue emergency evacuation
procedure & alarm
 Consider making a ‘formal’ announcement
at the opening of your event.

31. What health & safety issues
affect the events you
organise?

32. Need more help / training
 Event Management –
 ACE – Association of Conference
Executives
 AEME – Association for Event
Management Education

33. Need more help / training
 Risk Assessments –
Health & Safety Executive
 Press & Media Relations –
The Press Association

34. What have we learnt today?
 In short –
 Never underestimate the task ahead
 Plan, plan, plan
 Maintain good effective working
relationships – you can’t do it alone!

35. What have we learnt today?
 Proof read everything
 Never assume anything
 Always be prepared!

36. Thank you and good luck with
your event organising