This document discusses event management and planning. It defines an event as a public assembly for purposes such as celebration, education, or marketing. It describes event types like corporate, educational, and social events. Event management is explained as the process of planning, marketing, producing, and evaluating an event to promote a product, service, or idea. The document outlines the 5 W's concept of event planning - defining why, what, when, where, and who for the event. It provides tips for event venue selection and describes the event planning process.

1. Event
Management
TAKING OUR EVENTS TO THE NEXT
LEVEL

2. Content
 Event and types
 Event management
 Event planning – with concept of 5 W’s
 Event Venue Selection
 Event marketing
 Feedback
 Quick overview


3. What is an Event?
 An event can bedescribed asapublic assembly for the
purposeof celebration, education, marketing or reunion.
Eventscan beclassified on thebasisof their size, typeand
context.
 Types:-
• Corporate Events – Events like Y2B, HRSummit and
etc.
• Education and careerevents – Eventslikeeducation
and career fair, workshop, seminar, debate, contest,
competition etc.
• Social Events – Events like balkalakaar, Impact week,
Discovering hope, Udaan and etc.

4. What is Event
Management?
 Event Management istheprocessof analyzing, planning, marketing,
producing and evaluating an event. It isadifferent way of promoting
aproduct, serviceor idea. If an event ismanaged efficiently and
effectively, it can beused asavery powerful promotional tool to
launch or market aproduct or service. EventsManagement requires
certain corevaluesto bedeployed to every element, processand
decision to justify professional approach and achieveeffectiveand
efficient results

5. Events planning – with 5
W’s Concept
 Wefollow 5 'W's(i.e. Why, What, When, Where, Who)
principleto createan event plan.
Why
 'Why' means, why you want to organizetheevent i.e. event
objective. What do you want to get from theevent? For e.g.: do
you want to organizetheevent to enhanceyour company's
brand image, to increasecompany'ssales, to promoteyour
client'sproducts/servicesor to promoteasocial causeetc.
Defining event objectivesat thevery start of event planning is
very important asit givesyou thedirection in which you should
proceed to accomplish your objectives. Organizing an event
without clear objectivesisahugewasteof both timeand
resources.

6. • What
 'What' meanswhat you aregoing to do in theevent i.e. what will bethe:
 Event Name What will bethenameof theevent?For example: ‘BKK".
 Food and Beverage Menu It containsthelist of food itemsand beveragesyou will
serveduring theevent to guestsand target audience
 Guests Profile who will beyour chief guest and other guests?Your guest list must
includeorganizers, sponsors, partners, clientsand specially mediapeople. Useyour
imagination to creategood titlesto woo your guests. Like'Guest of honor', star guest
etc. Never givespecial treatment to oneparticular guest or guests' group.
 Type of Entry Decidehow will betheentry. Entry will beby ticket, passor invitation
only.
 Entry fees What will betheentry fees?If you aregoing to chargeentry fees, then be
prepared to pay entertainment tax. Your entry feesshould beaccording to your target
audience'sstatus. If you overchargeyou won’t get any audience.
 Promotional Campaign How you aregoing to promoteyour event, organizers,
sponsors, partnersand clients: - pre-event, at-event and post-event.

7. • When
 When you aregoing to organizetheevent (i.e. dateand time)?Keep following
thingsin mind whileselecting dateand timefor theevent:
 1) Select dateand timeaccording to target audienceconvenienceand availability.
For e.g.: don't organizeeventsduring work days, examination daysor festival
times. Thebest timeto organizeeventsisduring weekendslikeSaturday or
Sunday.
 2) Makesurethat your event'sdateand time, don't clash with other event'sdate
and timespecially bigger event'sdateand time. For e.g.: it isnot agood ideato
organizeyour music concert on aday when thereisBon Jovi concert.
 3) Keep climatic conditionsinto mind whileselecting dateand timefor your event.
It can bedisastrousto organizeevent outdoor on aday when theweather isstormy
or heavy rain isexpected. Hereyou can takehelp of your own experienceif you
arefamiliar with theclimatic conditionsof theregion whereyou intend to organize
theevent or you can takethehelp of themeteorological department for theweather
forecast. Find out how theweather will beon theday of your event.

8. • Where
 Whereyou aregoing to organizetheevent (i.e. venue)? Check
out thevenueselection tips.
• Who
 Who will beyour organizers, sponsors, partners, clientsand
target audience? How many target audienceyou areexpecting
to visit theevent and why? You must havevery good reason to
this'Why' asyou will haveto convinceyour prospective
organizersand sponsorsthat why particular number of people
will attend theevent.

9. Event Venue Selection
 Keep following thingsin mind whileselecting avenuefor your event:
 1) Target Audience/Guest Size
 This means the number of people you are expecting to attend your event. Make sure
that your venue can easily accommodate your expected target audience. Your venue
should not be too small or too largefor your guests. If too small, then your guestswill
feel discomfort. If it is too large then you will unnecessarily end up paying more for
the venue. Get firm indications whether guests plan to attend your event by sending
R.S.V.P clearly printed on the invitation. The term R.S.V.P is a French acronym. Its
meaning in English is'PleaseRespond'. If R.S.V.Pisprinted on theinvitation then the
invited guest is expected to tell the host whether or not he/she is attending the event.
Since many people don't understand the meaning of this term or don't bother to reply
back, it is advisable to individually call and ask your guests about there plan to attend
the event. In thisway you can get quite accurate idea of theguest sizewhich will help
you in deciding food and beveragequantitiesalso.

10.  2) Target Audience Convenience
 Select venue according to target audience convenience. Your venue should
not be very far from the place where majority of your target audience live.
Your venue should have proper lighting and ventilation. It should not be in
a noisy or polluted area. It should be absolutely neat and clean and free
from any typeof infestation.
 3) Venue History
 Before hiring a venue check out the history of the venue. Find out how
many events have been organized in the venue so far. In this way you can
find out whether or not venue and the staff there is event friendly. This will
help you immensely when you later organize event there as you will have
to do less amount of work in making the venue suitable for the event. If
venue has noise ordinance problems in the past like neighbors calling the
cops to shut down the event, then it is not a good idea to organize event
thereespecially outdoor event.

11.  ) Venue Services
 Beforehiring avenuecheck out thenumber of servicesprovided by thevenuelike:
 Parking facility
 Makesurevenuehasitsown parking space. It should bebig enough to accommodateyour
target audience'svehiclesconveniently. If parking spaceisnot adequatethen look for other
venue. Never compromiseon parking spaceespecially if you areorganizing event on alarge
scale.
 Security Arrangements
 Security of guests, serviceprovidersand target audienceisavery important issuewhich
should never beneglected or compromised at any cost. Makesurethat your venuehas
adequatenumber of fireextinguishers, firealarms, emergency escaperoutes, sprinkler
system (asystem consist of overhead pipesdesigned to control or extinguish fires), security
personals, handicap ramps, security cameras, first aid kitsand power backup (likegenerator,
inverter, UPS). Your venuemust haveseparateentranceand exit gatesand it should not be
morethan 30 minutesaway from thenearest hospital.

12. Quick Overview
 Step 1: Do event analysis.
 Step 2: Preparean event plan.
 Step 3: Exhaustively test market your event plan
 Discussyour event plan with other peopleto know thereopinionsand
suggestions.
 Step 4: Get organizers, sponsors, partnersand clientsfor your event.
 Step 5: Preparean event calendar. An event calendar isan ordered list of
activitieswhich areneeded to beexecuted in order to produceand market the
event. Theseactivitiesareof threetypes: pre-event, at-event and post-event
activities.
 Steps involved in preparing an event calendar
 Step 1: Createalist of pre-event, at-event and post event activities.
 Step 2: Set deadlinesfor each event activity.
 Step 3: Assign event activitiesto individual team members.
 Note: For largescaleevents, you will haveto prepareaseparateevent
calendar for each field of event production.