This document outlines the 5 C's of event management for a Youth Cultural Conference (YCC): 1. Concept - Defines the purpose, target audience, goals, budget, date, and venue for the YCC. 2. Coordination - Involves developing a theme, budgeting, scheduling events, securing a venue and catering, creating decorations and invitations, arranging entertainment/speakers/activities, equipment, transportation, and security. 3. Control - Entails running a test-run of the event to ensure everything is on track, there is enough space, and having contingencies for issues like cancellations or budget shortfalls. 4. Culmination - Refers to

1. AMITY UNIVERSITY ,RAJASTHAN
ASSIGNMENT II
Submitted to: Dr. Taranjeet Kaur Chawla
Submitted by : Parul Tomar
M.Des II-sem
A205131722002

2. 5 C’s of Event Management For YCC

3. 1. Concept
• The first step for planning a successful event is the event concept. Think about what
the event will be held for. One of the best ways is to think about the greatest event
ever held. There is bound to be an event that you have attended that has created
everlasting memories in your mind.
• Why is this YCC being held?
• Who is the target audience?
• What will be its result?
• How we’ll do it (budget)?
• When (date & time)?
• Where is the venue?

4. 2. Coordination
• We hope you know how to properly plan a schedule. The next step once you’ve
conceptualized your event is to coordinate it.
• This will include coming up with a theme or general idea for the even
• Budget
• Event planning & schedule
• Search venue
• Catering
• Decoration
• Invitation
• Entertainment/speaker/activities
• Equipment's
• Tours & travels
• Security & risks

5. 3. Control
• This is one of the most overlooked and often neglected stages of event
management. This is best managed if you do a run-through of the event.
• Make sure everything is on track.
• Show up to the venue and see if there is ample space for all of the confirmed attendees.
• See if there is ample space for the catering company to lay out the food.
• You also want to be on top of everything and plan for possible changes.
• For example, if a speaker were to cancel, do you have an alternate speaker? If the caterers
have an issue, have you prepared a list of other options?
• Have you considered what to do if the budget is running low?
• Make sure to always consider what the worst-case scenario will be so that you can always
be on top of your event.

6. 4. Culmination
• This is the ‘D-Day’ so to speak. This is when the event takes place. On this
day, you and your team need to be on top of everything.
• Keeping everything on track.
• Keeping careful eye on schedule.
• Monitor the meetings.
• Keep track of payments & paperwork.
• Monitoring security.

7. 5. Closeout
• Once the event successfully ends, there is still work to be done.
• Report your KPI’s (key performance indicators) of YCC.
• Make sure that all payments and termination of contracts with the vendors, caterers,
speakers, etc. are completed.
• Should give feedback to your team. If they did a great job.
• Make sure you also ask them for feedback on how you fared as an event manager.
• Make sure you reach out to the speakers/performers, vendors, and caterers. Ask
them if they enjoyed the event and what could be done better.
• Rreach out to your attendees and ask them for feedback on the event.
• Thankyou notes.
• Cleaning up.

8. Thank you!