Event ManagementCreated by Narelle StollMay 2013
Purpose of this presentationTo provide general guidelines on how to organiseand run an event. Topics covered include Planning Timeframes Managing sponsors and guests Room Layout and preparation General Etiquette and Protocol Introducing and thanking a Guest Post Event Management
Different types of events Informal meeting-Monthly networkingmeeting Formal meeting- GuestSpeakers, VIP CommunityProject/Forum
Event PlanningQuestions to askStep 1: Scope the event. Ask the following questions to What is the purpose of the event? What is the duration of the event? What type of venue do we need for the event? What type of event are we holding? Who is our target audience? How many people do we want attending the event? Cost of tickets? Access? Refreshments/meals and their timing? Insurance? What type and number of speakers do we want at the event? What type of other events do we want at the event? E.g book launch, entertainment, photos,presentations? Equipment required? ResourcesRecommend use a Project to plan and assign activities relating to the event
Timeframes Timeframes can vary depending on the nature of the event. Here is a guideline of key event timeframes Invitation of guest speakers, venue and accommodation booking For a conference or large community project ( Committee size 6-10 people) -24 months in advance community project (Committee size 4-8 people)- 8-12 months in advance For a dinner, training session (Committee size 3-4 people)- 8 weeks in advance Sponsors arranged For a conference or large community project -18 months in advance For a small- medium sized community project -6-8 months in advance For a dinner- 8 weeks in advance Flyers or invitations sent out For a conference or large community project-3 months in advance For a small- medium sized community project-8 weeks in advance For a dinner-8 weeks in advance RSVP Deadline For a large conference -2 months For a medium sized conference-1 month *For papers and reports to be included in conference booklet -1 month For a ball-1 month For a community or state dinner-2 weeks For a monthly networking event-1 week
Pre Planning- Forms Project Proposal/ Plan- Identifying scoping the event Organisational chart- Identifying members of team roles andresponsibilities Contact list- Project Team contact details Guest List- Transfer the RSVP onto Financial worksheet- Track of payments Risk Assessment Template- identifying risks and controls Running sheet- Assigning activities to timeframes andpersons Project Report sheet- Reporting Progress of Event to the club
On the Day- Forms/Resources Name Tags Attendance/Guest List Running sheet- on the day Equipment List Volunteers Sign in sheet Volunteers Induction sheet Roster sheet- large events Protocol Guide Meeting procedure , club rules
Event Flyer Event name Brief information about the event Date Location Cost Dress code Requests for any special meal requirements Directions to the event Contact details Method of Payment If the event has a theme you need to check that there are nocopyright issues with using that theme
Selecting SponsorsPoints to consider Appropriate to the event theme and type Details of item to be sponsored and costs involved Duration of sponsorship How they will be promoted and what benefits they will derive from sponsoringthe event. If they are a primary sponsor how will they be fairly promoted Potential forambush marketing from other companies You should prepare a written contract that outlines any agreements you have withsponsorship Ensure you follow up with your sponsors after the event and honour anyoutstanding commitments you have with them
Inviting Guests Invite them well in advance – At least 3 months from event A verbal contact followed by written confirmation is appropriate. Also follow up one to two daysprior to ensure all arrangements are in order. Discuss with them the following Purpose of the visit Time allocated for the visit Format proposed i.e. speech, questions, seminar, training, dinner Who will cover expenses of transport, meals, parking and accommodation Who will be there. Are there any other speakers. Provision of a meal for their spouse Starting and finishing times and their place on the programme. Are the media to be invited? If so advise prior to the function. Any special needs? Food, equipment. Also indicate if he/she is invited in his/her official capacity. Indicate appropriate dress. Does the guest require transportation/ accommodation Arrangements for car parking How questions are to be managed
Selecting a LocationConsiderations Adequate room for guests/ parking Accessibility-central location Quiet – no competing noises Segregated from other venue visitors Attendees able to see and hear Guest Speaker Furniture, Fixtures, Equipment and Rest Rooms ingood condition Provision to provide light refreshments/meal
Room and Event PreparationArrive at the venue 1- 2 hours before the function is due to commence Check that all Audiovisual items work and cords taped down Whiteboards and flip charts are set up correctly and are complete with pens andmarkers Workbooks, brochures, notepaper and pens are set on the table Name cards and place cards are positioned Banner is positioned in correct place Know location of rest rooms Provide appropriate signage if the venue not easily accessible Check safety requirements, particularly exits Provide instructions for smoking, mobile phone use and designate areas for this Know how to operate lighting and temperature controls Set up networking desk with attendance lists. float and receipt book Check there are refreshments available and jug of water and glass for the speaker Brief your team so they are aware of their assigned tasks and any safety issues
On the day -Managing Guest Speakers Make sure that your guestspeakers are: Met and made welcome Introduced to key people Properly seated in a prominentposition Assisted with equipment set up Properly introduced Given a good hearing Properly thanked
Formal Event Protocol- Head table This section is a general guide and is recommended you consult yourorganisations protocol manual and the following links on the correctorder of seating and introductions The host and should be seated in the central position. The Guest of honour at a meeting is normally placed on the right of the host. Guests should be interspersed with senior office bearers or members present. Ensure the head table is not too large. A maximum of 14 Notify people to be seated at the head table well in advance and indicatedress. If meeting is formal, assemble the Head Table people in correct order outsidethe room and escort to seat as announced Check modesty panel. A table hostess should be appointed at large functions Assistance should be offered if ascending or descending steps. The head table should be introduced with the least important first
General Etiquette Prior to the event Always respond to an invitation on time before the date has expired. Always be punctual to all events Respect dress regulations Take business cards Mingling at the event Wear your name tag (worn on right hand side at chest level) Maintain eye contact, listen and show interest in the person Do not ask about a persons private affairs Do not discuss your personal problems, illnesses, or those of others Do not tell questionable, off colour, sexist or racist jokes Do not monopolise the conversation Move and mingle around the groups Enunciate and use good grammar Use language appropriate to the conversation (avoid slang) Accept complements graciously; do not protest or apologise If you feel that someone is giving you the wrong information, do not dispute it . You can say "But I thought......" Be mindful of other people own personal space. Some people find close body contact threatening Move to your seat promptly when the request is made to be seated Be silent when the chairman opens the event. Ensure your phone is switched to silent Need to take a mobile call, leave the room to do so After the event (within one week) Make a note on the business cards you receive with the date of the event and store them in a card holder Follow up to the person you met with either a thank you or any action you promised you would complet Update your social network contacts
Table SettingsFirst impressions count. This does not just apply as toyour appearance and how you network withpeople but also how you present yourself at thetable. Here is a general guide to table mannersand etiquetteTable Settings Bread and butter plates on the left handside The cutlery arranged with first course (entree)on the outside and main meal (on the insideclosest to the place mats) Wine glasses are placed in front on the righthand side Napkins are placed in front or on the bread andbutter plate. They go on your lap for when youare eating and are placed on the main meal platewhen you are finished eating. The knife and spoon are held in the right handand fork in the left. When you have finished eating the knife andspoon are placed together with the blade of theknife facing towards the fork. This tells thewaiter they can clear your meal.
Table Manners Sit at the table facing the placement with arms close to your side.Dont chicken wing while eating Cut the food into bite sized pieces and place onto fork .Do not placetoo much food on your fork When eating food. Chew the food with your mouth closed and nevertalk while eating. Don’t waive your cutlery around while you are eating If eating soup or any food that is liquid avoid slurping the food. If thefood is hot you can gently blow on it to cool it Be mindful of other guests. Avoid talking too loudly Do not smoke at the table Do not speak on the mobile phone while at the table For further information on table etiquette please refer to the followingvideos at the links provided
EtiquetteWatch the following videos on these topics Holding a wine Glass Shaking hands Mingling and networking Correct way of exchanging business cards Correct way of using a knife and fork Correct glassware to use Correct way to serve and eat bread Correct way to use a napkin General Etiquette
Introducing a Guest Speaker Introducing a guest speaker ( no more than3 minutes) Get background information on the personwho is speaking. Check how they like to beintroduced. Be enthusiastic, use key word notes and makeeye contact with the audience Avoid the cliche It is a pleasure" or " A manor woman that needs no introduction" Touch briefly on the subject and mention whythe subject is relevant to the audience. Mention the qualifications of the guest speaker Ensure you pronounce their name correctl Keep the introduction short Finally introduce the Guest speaker by name:e.g " Ladies and Gentleman would youwelcome __________"
Thanking a Guest Speaker Make notes during the speech so you can refer tosome of the main points to relate the importance ofthe speech to the audience Relate a point that you found significant to indicatehow effective the speaker was in delivering the topic Dont ever disagree with what the speaker has said-thats not your right! Present the gift with the words."Would you please accept this gift from us inappreciation and ladies and gentleman please joinme in thanking N ____for the time, preparationand enthusiasm they has shared with us thisevening.“Always shake hands with the right hand and present the giftwith the leftNote: Avoid using the words "Small token ofappreciation." as it creates the impression thatyou dont consider the presenter worthy enoughof a more expensive gift.
Delivering a report Prepare your report beforehand Keep presentation to one page –dot points No more than 1-2 minutes Structure the report in the following manner• Description of event and objectives• Activities taken place• Outcomes or success• Lessons Learnt future recommendations• Use numbers and figures to emphasise key measurements of success When called to speak move to the lectern and position the microphone Establish eye contact with the audience Address the Chairman/ President and audience with the name of your report and position( Madam Chairman, Members and Guests, I would like to present the report of… in my capacity of…. Use simple language Speak clearly concisely and slowly At the end of the report conclude with the following words“Madam Chairperson/ President in conclusion I now table this report”No action is required by the group other than acknowledgment.
Making a Presentation Indicate why the presentation is made Mention the nature and characteristics of the recipient Mention the ideals, purposes of the group he/sherepresents Identify the Donor and indicate the gift as a symbol Make the presentationAvoid using the words "Small token of appreciation." as it creates theimpression that you dont consider worthy enough of a moreexpensive gift.
After the EventHere are a few tasks that must be completed at the endof the event Venue cleaned up, rubbish removed Equipment returned Monies banked Outstanding invoices paid Sponsors agreements finalised Evaluation forms completed Guests followed up Final report delivered to the board
Other DocumentsEvent Management Guide and other templates
ExerciseYou are responsible for planning a monthlynetworking event with a Guest Speaker to beheld in 3 months timeComplete a pre-planning checklist for this event