The Dos Of Planning & Managing An Event


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The Dos Of Planning & Managing An Event

  1. 1. <ul><li>THE DO’S OF </li></ul><ul><li>PLANNING & MANAGING </li></ul><ul><li>AN EVENT </li></ul><ul><li>BY BIPIN R. PANDIT </li></ul>
  2. 2. <ul><li>Objectives & Target Audience. </li></ul><ul><li>Prepare a complete Budget of the event. </li></ul><ul><li>Date & Venue. </li></ul><ul><ul><li>BRP 2 </li></ul></ul>PRE-EVENT :
  3. 3. <ul><ul><li>If the event planned will be a sponsored one. </li></ul></ul><ul><ul><li>Who is the likely sponsor. </li></ul></ul><ul><ul><li>Prepare a suitable letter. </li></ul></ul><ul><ul><li>Mention the Entitlements / Mileage in clear terms. </li></ul></ul><ul><ul><li>Sponsors should be very clearly told about branding opportunities at the venue. </li></ul></ul><ul><ul><li>It helps to pay a trip to the venue with the sponsor. </li></ul></ul><ul><ul><li>BRP 3 </li></ul></ul>SPONSORSHIPS :
  4. 4. <ul><ul><li>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. </li></ul></ul><ul><ul><li>BRP 4 </li></ul></ul>WRITTEN CONFIRMATION :
  5. 5. <ul><ul><li>Appointment of Event Managers – Call for pitch, Presentations and Choose the best. </li></ul></ul><ul><ul><li>Decide upon Entertainment Acts. </li></ul></ul><ul><ul><li>Tell them to co-ordinate with the Artist & book them. </li></ul></ul><ul><ul><li>Give them logos of all sponsors for branding. </li></ul></ul><ul><ul><li>Issue Crew passes to them. </li></ul></ul><ul><ul><li>BRP 5 </li></ul></ul>EVENT MANAGEMENT :
  6. 6. <ul><ul><li>The Event Manager must handle it. Permissions are a must, least your show is stopped without them. </li></ul></ul><ul><ul><li>BRP 6 </li></ul></ul>ALL THE EVENT RELATED PERMISSIONS :
  7. 7. <ul><ul><li>Get your event insured. </li></ul></ul><ul><ul><li>BRP 7 </li></ul></ul>INSURANCE IS A MUST :
  8. 8. <ul><ul><li>Tie-up / appointment of agency for creatives. </li></ul></ul><ul><ul><li>Creatives must have logo of sponsors and should be eye catching. </li></ul></ul><ul><ul><li>Must reach the right people and that to way before the event. </li></ul></ul><ul><ul><li>Prepare mailers, teasers and posters. </li></ul></ul><ul><ul><li>BRP 8 </li></ul></ul>AWARDS RELATED CREATIVES :
  9. 9. <ul><ul><li>If it is an award ceremony, chose judges. </li></ul></ul><ul><ul><li>Better to invite judges for an informal meet and take their advise on judging procedure. </li></ul></ul><ul><ul><li>Define rule & regulations of judging. </li></ul></ul><ul><ul><li>Fix up judging venue. </li></ul></ul><ul><ul><li>Letters to judges [along with rules & regulations]. </li></ul></ul><ul><ul><li>Obtain confirmations. </li></ul></ul><ul><ul><li>BRP 9 </li></ul></ul>JUDGING :
  10. 10. <ul><ul><li>Appoint auditors to tabulate results. </li></ul></ul><ul><ul><li>BRP 10 </li></ul></ul>AUDITORS :
  11. 11. <ul><ul><li>Decide if entry will be by invitation or sale of passes. </li></ul></ul><ul><ul><li>Print according to various categories. </li></ul></ul><ul><ul><li>BRP 11 </li></ul></ul>DONOR PASSES :
  12. 12. <ul><ul><li>Show Flow. </li></ul></ul><ul><ul><li>V.O. / A. V. making – Find the right person to handle the job and make him work with your own person. </li></ul></ul><ul><ul><li>Appoint trophy maker and issue a Purchase Order in his favour. </li></ul></ul><ul><ul><li>Letter to Winners – should be worded diplomatically giving a subtle hint. </li></ul></ul><ul><ul><li>Letter to Presenters – get their mobile numbers. </li></ul></ul><ul><ul><li>Letter to Chief Guest – get his / her mobile number. </li></ul></ul><ul><ul><li>Obtain their confirmations. </li></ul></ul><ul><ul><li>BRP 12 </li></ul></ul>POST JUDGING :
  13. 13. <ul><ul><li>Media tie-ups. </li></ul></ul><ul><ul><li>Letters to Press Invitees. </li></ul></ul><ul><ul><li>Press Releases to different Publications. </li></ul></ul><ul><ul><li>Announcement of the event. </li></ul></ul><ul><ul><li>Appointment of P. R. Agency. </li></ul></ul><ul><ul><li>BRP 13 </li></ul></ul>MEDIA :
  14. 14. <ul><ul><li>Send Mass SMS to the right people. </li></ul></ul><ul><ul><li>Tie ups with a Dot com partner </li></ul></ul><ul><ul><li>Have a Media Space Partner in Print. </li></ul></ul><ul><ul><li>Try for a Channel Partner. </li></ul></ul><ul><ul><li>Send mailers to critical database. </li></ul></ul><ul><ul><li>BRP 14 </li></ul></ul>OTHER MEASURES TO HYPE THE EVENT OR PRE-EVENT PUBLICITY :
  15. 15. <ul><ul><li>Prepare a VIP list. </li></ul></ul><ul><ul><li>Ensure that donor passes reach to them at least a week ahead of the event. Stamp it as VIP on the Pass. </li></ul></ul><ul><ul><li>Sponsors / Presenters / Business Associates / Press / Judges / Committee Members / Celebrities / Glamour / Agency Heads / Clients. </li></ul></ul><ul><ul><li>BRP 15 </li></ul></ul>VIP LIST :
  16. 16. <ul><ul><li>Caterers & tie-ups for hard & soft drinks besides water. </li></ul></ul><ul><ul><li>Issue Crew passes to their workers. </li></ul></ul><ul><ul><li>BRP 16 </li></ul></ul>FOOD & BEVERAGES :
  17. 17. <ul><ul><li>Appoint photographers / cameraman. </li></ul></ul><ul><ul><li>Always shoot your event – Beta or a DVD is a good format. </li></ul></ul><ul><ul><li>Issue Volunteer passes to them. </li></ul></ul><ul><ul><li>BRP 17 </li></ul></ul><ul><li>` </li></ul>PHOTOGRAPHER & BETA / DVD SHOOT :
  18. 18. <ul><ul><li>Security at the venue. </li></ul></ul><ul><ul><li>Appoint professional security guards. </li></ul></ul><ul><ul><li>Visit the venue with them and cover all delicate points </li></ul></ul><ul><ul><li>Have one person as point of contact. </li></ul></ul><ul><ul><li>BRP 18 </li></ul></ul>SECURITY :
  19. 19. <ul><ul><li>Appoint volunteers & support staff. </li></ul></ul><ul><ul><li>Give specific responsibility to each of them. </li></ul></ul><ul><ul><li>They should take care of Promotional Items & Goody Bags. </li></ul></ul><ul><ul><li>Issue Volunteer / Crew passes to them. </li></ul></ul><ul><ul><li>BRP 19 </li></ul></ul>SUPPORT STAFF :
  20. 20. <ul><ul><li>Sitting arrangements at the venue. </li></ul></ul><ul><ul><li>Press Registration at the venue. </li></ul></ul><ul><ul><li>Registration for Presenters & guests. </li></ul></ul><ul><ul><li>Which seats the VIPs and Recipients of Awards, Press and Judges will occupy. </li></ul></ul><ul><ul><li>BRP 20 </li></ul></ul>VENUE ARRANGEMENTS :
  21. 21. <ul><ul><li>Appoint your own person to manage backstage. </li></ul></ul><ul><ul><li>He / She who is aware of the results and show flow. </li></ul></ul><ul><ul><li>He / She should manage the trophies in accordance with the show flow. </li></ul></ul><ul><ul><li>BRP 21 </li></ul></ul>BACKSTAGE MANAGEMENT :
  22. 22. <ul><ul><li>Give the Press a kit after the event, if possible photographs and press release of the event. </li></ul></ul><ul><ul><li>Give the Press the Result Brochure. </li></ul></ul><ul><ul><li>Check out if the Press has covered the event in a day or two after the event. </li></ul></ul><ul><ul><li>BRP 22 </li></ul></ul>POST EVENT PUBLICITY :
  23. 23. <ul><ul><li>Do not forget them but acknowledge by giving Certificates. </li></ul></ul><ul><ul><li>BRP 23 </li></ul></ul>CERTIFICATE TO VOLUNTEERS & SUPPORT STAFF :
  24. 24. <ul><ul><li>Make it a practice to prepare a book of each and every event as a reference guide for future. </li></ul></ul><ul><ul><li>BRP 24 </li></ul></ul>PREPARE A BOOK OF ALL PROCEEDINGS :