3. After completion of the course, learners should be
able to:
•Compile an event plan
•Execute an event planning schedule as well as a logistics
and operational plan
•Control an event budget
•Co-ordinate the registration, admission and seating
procedures
•Oversee resources
•Conduct mid-event evaluations
4. Why events management?
• Planning is important
• What makes an successful event?
• Where does the ideas come from?
5. Activity
• How would you define Events Management and
Planning?
• What are the critical success factors for planning an
event?
• How are we performing in terms of these factors?
• What are the obstacles to effective Event
Management and Planning in general?
6. The concept
• Event management is the application
of project management to the creation and
development of festivals, events and
conferences
7. The concept
• Event management involves
– studying the intricacies of the brand,
– identifying the target audience,
– devising the event concept,
– planning the logistics, and
– coordinating the technical aspects before actually
executing the modalities of the proposed event
9. The concept
• Event planning
• Event organising
• Event leading / implementation
• Event control
10. Event planning
• Steps:
1. Determine the purpose
2. Define the scope
3. Create a budget
4. Locate a venue and reserve
5. Create printed materials
6. Know event policies and procedures
7. Plan the event programme
11. 1. Determine the purpose
• Determine the client’s needs for the event
– What objective is the client trying to achieve?
– What kind of event numbers does he/she have in mind?
– How much time will it take to present the information?
– Who is the target audience and where are they located?
• Staffing an event
• Modifying products
• Transportation and lodging
• Venue setup
12. 2. Develop smart objectives
• Also referred to as the scope…
• Specific
• Measurable
• Achievable
• Realistic
• Timely
13. Activity
• Select a specific event and develop a number of
SMART objectives for the event.
14. Develop a planning
schedule
• Production schedule
– Event activities
– Tasks
– Staff assignments
– Program notes
– Key contacts
– Other information
• Timeline (see p18-23)
16. The venue
• Where will the event take place?
• How long will it last?
• Who will set-up?
• Who will clean up?
• General guidelines (p 26)
• Check list (p 28-31)
19. Legal requirements
• National Fire Protection Association
• SABS – Health & Safety
• Occupational Health & Safety
• Other
– Explosives
– Regulation of gatherings
– By-laws
– Firearms control act
– Copyright act
22. Financial principles
• Budgeting tips:
– Build in contingencies
– Be clear & specific
– Be realistic
– Integrate with the financial system
– Use activity based costing (ABC)
– Indicate whether budget is NET or GROSS
– Be aware of VAT
– Be conservative in terms of income
– Back-up
• Control
24. Co-ordinate Registration &
Admission
• Crown control
– Enough space
– Protect off-limit areas
– Guide crowds
– Lay out rules ahead of time
– Remove problem guests/delegates
25. Co-ordinate Registration &
Admission
• Oversee resources planning
– Role-players in the event
– Staff the event
– Service providers/contractors
• Funding
– ‘in-kind’ contribution
– Donations, contributions, grants
– Technical assistance
– Recognise donors
26. Conduct event evaluations
• Monitoring & Evaluation procedures
– Determine the extend to which objectives have been
achieved
– Get feedback from clients
• Quality & high standard performance
