Event management planning of event how to select venue marketing of event publicity of event promotion

2.  Event management is a special application of project
management that involves activities from scratch idea to
the to the competition of the job.
 Event management involves the details of:
 the event brand
 identification of the target audience
 formulation of the event concept
 planning of the event logistics
 coordinating the technical aspects before actually
launching the event.
 Post event analysis and ensuring a return on investment
have become significant drivers for the event industry.
 Examples - Asian games, Common wealth Games, IPL
etc.

3.  The first step is to determine why you are putting on the
event. Some questions that may help you clarify what you
are doing and why include:
 What do you want to achieve by having this program?
 What are your organizational goals and how will this event
help you meet them?
 What do you, as the planners, want to get out of this
experience?
 Is there a current need or an interest in this program area?
 Are other similar programs being offered?
 Has a similar event been held in the past?
 What was the response?
 Are your members enthusiastic about organizing this
event?
 Is organizing this program worth your member's time?
 Is there enough time to thoroughly organize, publicize and
promote the program so that it will be successful?

4.  Once the answer of the above question
are received
 Planning the program is really quite easy
if you follow these five simple steps:
 Identify Needs
 Develop Goals and Objectives
 Organize Plans
 Implement Plans
› Be very clear, realistic
 Evaluate the Event

5.  Identify Needs
› Audience
 Who & what they want to see or experience with this kind of program &
their needs
› What method of assessment will you use to determine this (e.g., word-of
mouth, surveys, or a suggestion box)?
› How big do you want this program to be?
› Does the type of event you're planning limit the audience size?
› If so, how will you determine who can attend?
 Develop Goals and Objectives
› what you want the participants to learn or experience from the program
 Organize Your Plans
› Scheduling Facilities
› Establish a Budget
› Methods and Resources
› Publicity
› Program Details, Follow-Up and Clean-Up
 Implement Plans
 Evaluate the Event
› The evaluation process is three fold
 1) the audience's feedback,
 2) the presenter's experience and recommendations
 3) the planner's thoughts and recommendations.

6. Location
Size
Amenities
Price
Atmosphere
Visit Catering

7.  Event management is considered one of
the strategic marketing and communication
tools by companies of all sizes.
 From product launches to press conferences,
companies create promotional events to help
them communicate with clients and potential
clients.
 They might target their audience by using the
news media, hoping to generate media
coverage which will reach thousands or
millions of people.
 They can also invite their audience to their
events and reach them at the actual event.

8.  Initial Thoughts
› Budget
› Audience
› Language
› Information
› Resources
› Location
› Time
› Schedule

9.  Word of Mouth
 Newspaper
 Radio
 Press Releases
› Identification
› Disposition (tells the editor when the release
should be published)
› Headline (A brief, one line summary of the
release that appears just above the body of the
release)
› Copy (Who, what, when, where, and why)

10.  Traditional Promotion
› Table Tents, Banners ,Posters
 Unconventional Publicity Ideas
› Paper hats, Body painting, Buttons, Balloons
Displays, T-shirts (worn in advance of event),
Pass out free tickets on campus
 Additional
› Try not to put too much info on a flyer or
visual advertisement. While creativity is
good, don't be too overwhelming

11. Some STRENGTHS of event planning are that you have the
opportunity to control almost all of the event flow. As long
as you plan as ahead of time as possible and practice
good communication and spend budget monies wisely,
your event should go as planned.
A WEAKNESS in event planning is that some things are just
out of our control. For instance, the last event I was
involved in was scheduled very far in advance for a
southern art/music festival on Saturday in April. However,
it was not until the event date was already secure that
we discovered that there were three other very major
events taking place in the area that day as well.
There will always be ups and downs in event planning.
Just do the very best you can with what you have.

12.  “Get it in writing!” (Have formal contracts
for catering, photographer, venue, permits,
etc. if you have an event that requires
them)
 “Communication is key!” (Keep
communication up with event staff, guests,
and affiliates)
 “Never assume anything!” (Beware of
assuming that something will happen or
that someone has been informed of
something. ALWAYS make sure!)