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  1. 1. Managing Event
  2. 2. <ul><li>Good Management </li></ul><ul><li>Is the key successful event organization. The practical implementation of sound organizational and individual management principles and practices is vital to effectiveness. </li></ul><ul><li>Main Function of Management </li></ul><ul><ul><li>Organizing </li></ul></ul><ul><ul><li>Planning </li></ul></ul><ul><ul><li>Motivating </li></ul></ul><ul><ul><li>Communicating </li></ul></ul><ul><ul><li>Creating </li></ul></ul><ul><ul><li>Controlling </li></ul></ul><ul><ul><li>Problem Solving </li></ul></ul>
  3. 3. <ul><li>Organizing </li></ul><ul><li>is the process of determining the special activities to be accomplished towards the end of objectives, the gathering of these activities into relevant structures and the allocation of the achievement of objectives through these activities to the appropriate groups or individuals. </li></ul><ul><li>These are several steps to follow in choosing an organizational structure for an event these are: </li></ul><ul><ul><ul><li>Define the aims and objectives of the project </li></ul></ul></ul><ul><ul><ul><li>Analyze the background situation in which the event has to be achieved </li></ul></ul></ul><ul><ul><ul><li>List all task to be undertaken </li></ul></ul></ul><ul><ul><ul><li>Group together all related task </li></ul></ul></ul><ul><ul><ul><li>Establish links between those groups of task </li></ul></ul></ul><ul><ul><ul><li>Establish an understanding of respective roles for all those involved </li></ul></ul></ul><ul><ul><ul><li>Identify possible communication lines between various groups </li></ul></ul></ul>
  4. 4. <ul><li>Main Committee </li></ul><ul><li>Transport Technical </li></ul><ul><li>Finance </li></ul><ul><li>Publicity Accommodation </li></ul>
  5. 5. A more Complex Organizational Structure <ul><li>Main Committee </li></ul><ul><li>Finance Committee Executive Committee </li></ul><ul><li>Transport Publicity Accommodation Technical </li></ul><ul><li>Guest Media Venue Venue </li></ul><ul><li>Sponsors Promotions Guest Rules </li></ul><ul><li>Participants Advertising Participants Emergencies </li></ul>
  6. 6. <ul><li>Planning </li></ul><ul><li>is the process of setting goals and deciding on the best approach to achieve them. Careful planning is essential to successful events. </li></ul><ul><li>There are three types of plans which should be approached for an event. These are: </li></ul><ul><ul><ul><li>Strategic plans direct an organization towards its overall objectives and consider the major influences – political, economic, environmental, etc. </li></ul></ul></ul><ul><ul><ul><li>Specific plans are designed to achieved specific objectives such as budget estimate, resource production and promotion plans. </li></ul></ul></ul><ul><ul><ul><li>Administrative, organizational and structural plans explain how the objectives will be achieved. </li></ul></ul></ul>
  7. 7. <ul><li>Motivating </li></ul><ul><li>it is important for an event leader to know what motives his staff and do his very best to satisfy their individual and group needs. Public recognition may be good motivation in a local events. Small rewards such as the use of a courtesy car, free meals, free t-shirt may help to motive people and increase their dedication. </li></ul><ul><li>Communicating </li></ul><ul><li>is “the giving, receiving or exchange of information so that material communicated is completely understood by everyone and that appropriate action follows”. </li></ul><ul><li>Communication has the ff objectives: </li></ul><ul><ul><ul><li>To send a message </li></ul></ul></ul><ul><ul><ul><li>To have a message received </li></ul></ul></ul><ul><ul><ul><li>To ensure understanding </li></ul></ul></ul><ul><ul><ul><li>To achieved correct action </li></ul></ul></ul><ul><ul><ul><li>To exchange information </li></ul></ul></ul>
  8. 8. <ul><li>Methods of Communication: </li></ul><ul><ul><li>Verbal Communication </li></ul></ul><ul><ul><li>Non-verbal Communication </li></ul></ul><ul><ul><li>Written Communication </li></ul></ul><ul><ul><li>Visual Communication </li></ul></ul><ul><ul><li>Electronic Communication </li></ul></ul>
  9. 9. <ul><li>Creating </li></ul><ul><li>is the ability to produce an original idea or though through the use of the imagination. </li></ul><ul><li>Controlling </li></ul><ul><li>- is monitoring the performance of system and resources. </li></ul><ul><li>- control is a management function which cheeks whether what is supposed to happen is happening or is going to happen. </li></ul><ul><li>The following are the four stages of effective control: </li></ul><ul><ul><ul><li>Plan what you intend to do </li></ul></ul></ul><ul><ul><ul><li>Measure what has been done </li></ul></ul></ul><ul><ul><ul><li>Compare achievement with the blueprint </li></ul></ul></ul><ul><ul><ul><li>Take action to correct anything that is not as if should be. </li></ul></ul></ul>
  10. 10. <ul><li>Problem Solving </li></ul><ul><li>- is an important skill for people who are working on events problem will always exist. A positive, innovative thinker is needed to solve them. </li></ul><ul><li>Problem Solving has different stages namely: </li></ul><ul><ul><ul><li>Obtain the facts </li></ul></ul></ul><ul><ul><ul><li>Specify the problem </li></ul></ul></ul><ul><ul><ul><li>Identify the problem </li></ul></ul></ul><ul><ul><ul><li>Formulate alternative solutions </li></ul></ul></ul><ul><ul><ul><li>Select the best solution </li></ul></ul></ul><ul><ul><ul><li>Put the selected solution into practice </li></ul></ul></ul><ul><ul><ul><li>Continue making observation to make sure that the chosen solution works </li></ul></ul></ul><ul><ul><ul><li>Select a new solution or adjust any corrective action or go back to step 1 </li></ul></ul></ul>
  11. 11. <ul><li>Other Management Concept </li></ul><ul><li>Decision Making </li></ul><ul><li>- involves the assessment and implementation of possible strategies. </li></ul><ul><li>Team Building </li></ul><ul><li>- is the ability of an organized group of people to work together. </li></ul><ul><li>Delegation </li></ul><ul><li>- means giving people something to do which they are capable of achieving. </li></ul>
  12. 12. <ul><li>Leadership </li></ul><ul><li>- is an interpersonal influence exercised in situation and directed through the communication process towards the attainment of a specific goal or goals. </li></ul><ul><li>- an effective, characteristics leader is needed for a successful event. </li></ul><ul><li>The following are the qualities of a good leader for event management: </li></ul><ul><ul><li>Approachable </li></ul></ul><ul><ul><li>Decisive </li></ul></ul><ul><ul><li>Hardworking </li></ul></ul><ul><ul><li>Flexible </li></ul></ul><ul><ul><li>Knowledgeable </li></ul></ul><ul><ul><li>Innovative </li></ul></ul><ul><ul><li>Firm but fair </li></ul></ul><ul><ul><li>Diplomatic </li></ul></ul><ul><ul><li>Charismatic </li></ul></ul><ul><ul><li>Imaginative </li></ul></ul><ul><ul><li>Understanding </li></ul></ul><ul><ul><li>Democratic Style </li></ul></ul>
  13. 13. <ul><li>Resourceful </li></ul><ul><li>Motivating </li></ul><ul><li>Enthusiastic </li></ul><ul><li>Perceptive </li></ul><ul><li>Analytical </li></ul><ul><li>Well Organized </li></ul><ul><li>Has sense of Humor </li></ul><ul><li>Financially Aware </li></ul><ul><li>Good Listener </li></ul><ul><li>Communicative </li></ul><ul><li>Questioning </li></ul><ul><li>Inspirational </li></ul><ul><li>Staff Appraisal and Training </li></ul><ul><li>is an assessment of the performance, strengths and weaknesses of the personnel in order to improve their work and provide constructive guidance. </li></ul>
  14. 14. <ul><li>There are two types of training for event staff: </li></ul><ul><ul><ul><li>Desirable training improves personnel skills such as decision making and creativity. </li></ul></ul></ul><ul><ul><ul><li>Essential training makes sure that personnel are aware of legal requirements such as health and safety legislation and can perform word processing and computing task. </li></ul></ul></ul><ul><li>Authority, Responsibility and Power </li></ul><ul><li>The management if the event must take it clear where the authority, responsibility and power lie. </li></ul><ul><li>Crisis Management </li></ul><ul><ul><li>The ability to handle crisis is an important skills for senior staff members in event management. </li></ul></ul>
  15. 15. <ul><li>The following are the steps to follow in handling crises: </li></ul><ul><ul><li>Analyze the situation in a cool manner </li></ul></ul><ul><ul><li>Re-examine the objectives </li></ul></ul><ul><ul><li>Examine the possibilities </li></ul></ul><ul><ul><li>Consider the consequences of several of several solution </li></ul></ul><ul><ul><li>Select the best alternative </li></ul></ul><ul><ul><li>Implement the appropriate action </li></ul></ul><ul><ul><li>Continue monitoring to avoid repetition </li></ul></ul>
  16. 16. <ul><li>Thank you </li></ul><ul><li>for listening… </li></ul>