The document outlines the key areas to consider when planning an event. It discusses developing an event proposal and idea, creating a detailed plan and timeline, and addressing important areas like budget, venue, catering, guests and publicity. It also provides guidance on delivering the event, including setting up, day-of coordination, and managing any issues. Finally, it stresses the importance of evaluating the event to improve future planning. The document provides a comprehensive overview of best practices for successful event planning from start to finish.
EVENTS CONCEPT
Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
Purpose of the event
Although the purpose is also strongly linked to both the theme and the venue
In some instances defining the purpose is difficult.
EVENTS CONCEPT
Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
Purpose of the event
Although the purpose is also strongly linked to both the theme and the venue
In some instances defining the purpose is difficult.
THB60-321 PPT Design Concept for Event @ 3/2563Pavit Tansakul
Design a concept for a major event or function
This unit deals with the skills and knowledge required to Design a concept for a major event or function in a range of settings within the hotel and travel industries workplace context.
Unit Code:
D1.HCA.CL3.02
Nominal Hours:
35 hours
Element 1: Identify key objectives of event
Performance Criteria
1.1 Clarify key objectives of event in consultation with customer/s and/or key stakeholders
1.2 Identify and analyse key information in consultation with customer/s and/or key stakeholders and other relevant parties
1.3 Identify and analyse factors which might impact on the event
Element 2: Establish concept, theme and format of event
Performance Criteria
2.1 Meet both customer needs and expectations in accordance with organisation standards, policies and procedures and within acceptable time frames
2.2 Develop an overall event concept, theme and format which reflects key objectives agreed upon with customer/s and/or key stakeholders
2.3 Verify practicality and viability of concept, theme and format through a sound process of consultation and analysis
2.4 Identify logistical requirements of overall concept, theme and format
2.5 Obtain relevant approval from customer/s and/or stakeholders prior to implementation
Element 3: Prepare a concept plan
Performance Criteria
3.1 Document theme and operational context of the event or function
3.2 Document elements of the total concept agreed to by customer/s and/or stakeholders
3.3 Gain written agreement from customer/s and/or stakeholders
THB60-321 PPT Design Concept for Event @ 3/2563Pavit Tansakul
Design a concept for a major event or function
This unit deals with the skills and knowledge required to Design a concept for a major event or function in a range of settings within the hotel and travel industries workplace context.
Unit Code:
D1.HCA.CL3.02
Nominal Hours:
35 hours
Element 1: Identify key objectives of event
Performance Criteria
1.1 Clarify key objectives of event in consultation with customer/s and/or key stakeholders
1.2 Identify and analyse key information in consultation with customer/s and/or key stakeholders and other relevant parties
1.3 Identify and analyse factors which might impact on the event
Element 2: Establish concept, theme and format of event
Performance Criteria
2.1 Meet both customer needs and expectations in accordance with organisation standards, policies and procedures and within acceptable time frames
2.2 Develop an overall event concept, theme and format which reflects key objectives agreed upon with customer/s and/or key stakeholders
2.3 Verify practicality and viability of concept, theme and format through a sound process of consultation and analysis
2.4 Identify logistical requirements of overall concept, theme and format
2.5 Obtain relevant approval from customer/s and/or stakeholders prior to implementation
Element 3: Prepare a concept plan
Performance Criteria
3.1 Document theme and operational context of the event or function
3.2 Document elements of the total concept agreed to by customer/s and/or stakeholders
3.3 Gain written agreement from customer/s and/or stakeholders
Your guide to using Analytics on SlideShare.
Analytics provides you with helpful insights that allow you to get to know who’s checking out your presentations, learn which sites are giving you the added boost, and measure and analyze engagement. You can find out who’s viewing your SlideShares, how they found your content — even where they’re located in the world.
Here you can find 21 ways to boost your event or conference. Cyriel has a lot of experience as Master of Interaction and loves to share his knowledge and experience in some very practical ways to inspire, engage and wake up your audience. Enjoy!
This presentation contains
1. What are things Event Manger must know
2. How to design Events
3. Things to keep in mind during Organizing or managing events.
Oprah Winfrey: A Leader in Media, Philanthropy, and Empowerment | CIO Women M...CIOWomenMagazine
This person is none other than Oprah Winfrey, a highly influential figure whose impact extends beyond television. This article will delve into the remarkable life and lasting legacy of Oprah. Her story serves as a reminder of the importance of perseverance, compassion, and firm determination.
The Team Member and Guest Experience - Lead and Take Care of your restaurant team. They are the people closest to and delivering Hospitality to your paying Guests!
Make the call, and we can assist you.
408-784-7371
Foodservice Consulting + Design
Artificial intelligence (AI) offers new opportunities to radically reinvent the way we do business. This study explores how CEOs and top decision makers around the world are responding to the transformative potential of AI.
The case study discusses the potential of drone delivery and the challenges that need to be addressed before it becomes widespread.
Key takeaways:
Drone delivery is in its early stages: Amazon's trial in the UK demonstrates the potential for faster deliveries, but it's still limited by regulations and technology.
Regulations are a major hurdle: Safety concerns around drone collisions with airplanes and people have led to restrictions on flight height and location.
Other challenges exist: Who will use drone delivery the most? Is it cost-effective compared to traditional delivery trucks?
Discussion questions:
Managerial challenges: Integrating drones requires planning for new infrastructure, training staff, and navigating regulations. There are also marketing and recruitment considerations specific to this technology.
External forces vary by country: Regulations, consumer acceptance, and infrastructure all differ between countries.
Demographics matter: Younger generations might be more receptive to drone delivery, while older populations might have concerns.
Stakeholders for Amazon: Customers, regulators, aviation authorities, and competitors are all stakeholders. Regulators likely hold the greatest influence as they determine the feasibility of drone delivery.
Senior Project and Engineering Leader Jim Smith.pdfJim Smith
I am a Project and Engineering Leader with extensive experience as a Business Operations Leader, Technical Project Manager, Engineering Manager and Operations Experience for Domestic and International companies such as Electrolux, Carrier, and Deutz. I have developed new products using Stage Gate development/MS Project/JIRA, for the pro-duction of Medical Equipment, Large Commercial Refrigeration Systems, Appliances, HVAC, and Diesel engines.
My experience includes:
Managed customized engineered refrigeration system projects with high voltage power panels from quote to ship, coordinating actions between electrical engineering, mechanical design and application engineering, purchasing, production, test, quality assurance and field installation. Managed projects $25k to $1M per project; 4-8 per month. (Hussmann refrigeration)
Successfully developed the $15-20M yearly corporate capital strategy for manufacturing, with the Executive Team and key stakeholders. Created project scope and specifications, business case, ROI, managed project plans with key personnel for nine consumer product manufacturing and distribution sites; to support the company’s strategic sales plan.
Over 15 years of experience managing and developing cost improvement projects with key Stakeholders, site Manufacturing Engineers, Mechanical Engineers, Maintenance, and facility support personnel to optimize pro-duction operations, safety, EHS, and new product development. (BioLab, Deutz, Caire)
Experience working as a Technical Manager developing new products with chemical engineers and packaging engineers to enhance and reduce the cost of retail products. I have led the activities of multiple engineering groups with diverse backgrounds.
Great experience managing the product development of products which utilize complex electrical controls, high voltage power panels, product testing, and commissioning.
Created project scope, business case, ROI for multiple capital projects to support electrotechnical assembly and CPG goods. Identified project cost, risk, success criteria, and performed equipment qualifications. (Carrier, Electrolux, Biolab, Price, Hussmann)
Created detailed projects plans using MS Project, Gant charts in excel, and updated new product development in Jira for stakeholders and project team members including critical path.
Great knowledge of ISO9001, NFPA, OSHA regulations.
User level knowledge of MRP/SAP, MS Project, Powerpoint, Visio, Mastercontrol, JIRA, Power BI and Tableau.
I appreciate your consideration, and look forward to discussing this role with you, and how I can lead your company’s growth and profitability. I can be contacted via LinkedIn via phone or E Mail.
Jim Smith
678-993-7195
jimsmith30024@gmail.com
Senior Project and Engineering Leader Jim Smith.pdf
best practices in event planning
1. N O R H A S I M A H H A M I M
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N U R U L F A R A H I Z Z A H Z A I L A N I
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A L F I A N T H O M A S
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N U R A I N M O H D J A I S
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N O R F A D I L A H A M I M
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S H A R I F A H A M I R A H S Y E D
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HTT 751:
Event Planning and
Analysis
2. Contents
1. Getting started
1.1 Your event proposal
1.2 Developing your event idea
2. Planning Your Event
2.1 Developing an event plan and timeline
2.2 Key areas in your event plan
3. Event Planning Checklist
4. Delivering Your Event
4.1 The run-up to the event
4.2 Setting up for the event
4.3 Managing the event of the day
5. Evaluating Your Event
5.1 Why evaluate?
5.2 How to evaluate your event
5.3 Using your evaluation information
3. Getting Started
Definition:
A document which outlines the reason for the event and what you are
planning to do, which in turn will provide a focus for everyone involved
and a guide for planning and delivery decisions.
Some of the key questions:
What is the event?
Why are you having an event?
What will happen at the event?
Who is the event for?
Who will plan and run the event?
Your Event Proposal
4. Getting Started
Discussion and consultation:
Key elements in the proposal to be discussed in more detail and
developed with others involved in the planning and delivery
Agreeing the aim, objectives and format of the event early on
Research:
To give some inspiration for developing your event in terms of style,
duration or activities that might work well
Agreeing your event idea:
Should discuss with the appropriate people/department
Developing Your Event Idea
5. Planning Your Event
Give Yourself
TIME
Get ORGANIZED
Remember to
COMMUNICATE
Developing an Event Plan and Timeline
Agreed and approved proposal:
Put together a detailed event plan in which you breakdown all the tasks
Create a timeline, linked to your event plan but less detailed
Check against your event proposal to ensure all the key elements of the
event have been touched
6. Planning Your Event
1. Agreeing the budget
2. Setting the date
3. Timings for the event
4. Working with VIPs
5. Choosing a venue
6. Compiling and managing the guest list
7. Organizing the invitations
8. Catering
9. Audio/visual
10. Event staff
11. Transport
12. Publicity
13. Insurance
14. Table plans, place cards, badges
Key Areas in Your Event Plan
7. Budget can be a very simple outline of projected costs – monitoring your
expenditure
Some costs may immediately spring to mind when planning an event:
Key Areas in Your Event Plan
Agreeing the Budget
8. Deciding on the date
Avoiding competition with other events
Getting into a VIP‟s busy diary
Key Areas in Your Event Plan
Setting the Date
9. Key Areas in Your Event Plan
Timings for the Event
Successful Event Planning
Checklist
Gantt
Chart
Flow of
an event• Matrix of horizontal and
vertical axes.
• Keep on track-avoid
delay
• Monitor completion
dates
• Design from the
beginning of an event
• Sequence of activities for
the day
• Design to plan (itinerary
in detail)
• Organize all the details for
each tasks
• Moving steadily by written
down into checklist
10. Key Areas in Your Event Plan
Working with VIPs
Make sure they get
attention and
information
Thanking the VIP
Check with VIP on their
availability to attend
Introducing VIP
11. Key Areas in Your Event Plan
Choosing a Venue
Starting Venue Search
Capacity, location and special facilities
Finding the right venue
Location, facilities, capacity and cost
Visiting potential venues – effective (accessibility)
Considering special requirements
Depend on the type of event
Audio/visual tech, changing room, additional furniture
Getting the space you need
Booking all space required
Planning the Layout
Depend on size, format and activities
12. Key Areas in Your Event Plan
Compiling and Managing the Guest List
Compiling the
guest list (guest
information )
A number of different
people - one person
holding master guest
list
To record and
monitor guest list
information
Invitation to the
event
13. • Send in advance, to give guest much notice as possible
• Priority - Guest may have busy diaries/limited seats for the eventSending a „hold the date‟
• Ideally – 8 weeks in advance of the event
• Designing, proofing, printing, addressing invitation & approval
• Standardize – logo, text, colors
Sending the invitation
• Date, time, location (with map), dress code
• Organizer, nature of the event, RSVP date
• Details of PIC for any queries
• Limit of seats per invitation
What to include on or with
the invitation
• Logging RSVP information
• Following up with guests who have not reply
• Larger/Public event – sign-up process/online registration
Managing Replies
Key Areas in Your Event Plan
Organizing the Invitations
14. Key Areas in Your Event Plan
Dress Code
•Very formal - commemorative
•Men: black tail coat, black trouser &
white dress shirt
•Women: full length evening gowns
•Formal - dinner/evening gathering
•Men: black dinner jacket, black
trouser, white dress shirt, & black
bowtie
•Women: conservative cocktail dress -
full length evening gowns
•Lounge Suite – drink parties
•Men: black dinner jacket, black
trouser, any colour dress shirt, &
black bowtie
•Women: any cocktail dress - full
length evening gowns
•Smart Casual
•More informal event – garden party
•Tie optional
•No jeans, shorts, t-shirt
•Business function – networking
events
•Men: Suit with shirt and tie
•Women: smart office wear,
preferably a suit
•National Dress
•For International Events
15. Caterers
• Provide a list of caterer
• Canapes to buffet
• Select according to
event concept &
budget
• Ideally – select the
best 3 caterers with
sample menus
• Able to produce
extra portion
Venue Requirement
• Discuss with venue
manager
• Ensure the venue has
appropriate license to
serve food and drinks
Agreeing Menus
• Review sample menu
• Consider common
dietary requirements
• Vegetarianism
• Religious dietary
requirements
• Ensure the dishes are
label clearly
Key Areas in Your Event Plan
Catering
16. Key Areas in Your Event Plan
Audio/visual
Audio/Visual
• Identify requirement
• Discuss with venue
manager
Photographer
• Advise guest in advance
• Brief photographer on
particular shots
• Provide “Media Badge”
for official/invite
photographer
17. Key Areas in Your Event Plan
Event Staff
Event
Staff
Who will you need to help plan
the event?
Agree on roles & responsibilities as
early on in the planning stages.
Who will you need on the day?
Usually depends on the number of
guests & complexity of the event.
Security / Stewarding
Security Risk Management
18. Key Areas in Your Event Plan
Transport
Transportation
Transport Requirement (s)
When the event requires guests to travel
from one venue to another.
Transport Provider (s)
Select the good or appropriate
companies for that particular event and
budget.
19. Key Areas in Your Event Plan
Publicity & Insurance
Publicity
How best to advertise to
your target audience.
To include some
information about a speaker
or host in publicity
material.
Insurance
In-house insurance by the
venue providers & group
insurance for traveler.
20. Key Areas in Your Event Plan
Table Plans, Place Cards, Badges
Table Plans,
Place Cards
& Badges /
Tags
Table Plans
Draft copy of the table plan to be sent to the guests speaker,
especially for VVIP‟s at-least one week in advance.
Display the actual seating during the event .
Badges / Tags
Depending on size of event, not
usually done for smaller events
Place Cards
To provide place cards with name
on the table or respective area (s)
22. Delivering Your Event
Re-confirm the date, location and timings ,VIP, offices, technicians and
people who involved in the event
Confirmed emergency exit procedures
Make sure any procedure or standard text for VIPs
Prepare table plans, place cards and badges where necessary.
The Run-up to the Event
23. Delivering Your Event
Important to considered :
Stewards/security/first aid
Signposting
Registration desk
Branding for the event – table
cloths, posters, displays
A cloakroom/ coat rail – rack
for your coat
Additional lighting
Presentation
plaques/awards/certificates
Reserved setting
Staging and stage furniture
On-stage refreshments for
speakers/panelists
Announcements
Setting up for the Event
24. Delivering Your Event
Day Plan
• Outlines the running order for the event and helps you co-ordinate
activities, guests and staff
• It clarifies the roles of everyone involved – who in charge on that time
Briefing Staff
• Make sure that event staff know what they are doing
• Run through the process together and highlight any potential difficulties
or factors that had not yet been considered in the planning
Be prepared
• Take spare copies of the guest list - who come and likely to come
• Take spare copies of the table plan, speeches and menus
• Give mobile phone number to everyone who is involved – fully charged
Managing the Event on the Day
25. Don‟t Panic!
• Your VIP/host/speaker is running late
Providing traffic information, clear maps and ample time for travel
Rearrange the order
• A dinner guest has a specific dietary requirement that was not taken
into account in planning the menu
Consult with the caterers to find out what they would be able to
provide
Delivering Your Event
Managing the Event on the Day (cont..)
26. • A VIP guest or dinner guest turns up who is not on the table plan or
the list of those who have accepted, but is on the original list
Make sure that you have a full copy of the guest list – easy to refer
to
Introduce them to the host
• A guest arrives who is not on the original guest list
Accompanied someone who is invited
If not appropriate to join –Limited seating or security protocols - “
Invitation Only”
Delivering Your Event
Managing the Event on the Day (cont..)
27. Evaluating Your Event
To learn how the event went and to be able to improve on it for future
event
To measure how successful your event was against your aims and
proposed outcomes
Sources:
Sponsors – views or feedback from public
Staff and volunteers – comments, views and logbooks
Visitor – questionnaires or interviews
Security team – crowds, traffic and incidents
Why and How to Evaluate Your Event?
28. Evaluating Your Event
What are you trying to find our through evaluation?
Did everything go as planned?
If not, why not? What could be done to change this?
Were your objectives achieved?
Were your team, participants and audience satisfied?
What could you have done differently or better?
What worked well?
What lessons did you learn for next time?
Using Your Evaluation Information
29. Evaluating Your Event
What should you do with the information from your evaluation?
Keep it for the next event
Feed back to your managers
Share it with the events office
Using Your Evaluation Information
30. Conclusion
Remember to look at all elements of planning and delivering the
event such as consultation processes and working relationships, in
addition to logistical successes and difficulties.