The document discusses event management and planning. It outlines the experiential learning cycle for events and lists the key skills learners should develop, including compiling event plans, executing schedules and budgets, and coordinating registrations. The concepts of event management, planning, organizing, implementation and control are introduced. The document provides guidance on determining an event's purpose and scope, developing objectives and timelines, selecting venues, managing risks and legal requirements, creating budgets, and coordinating registrations, resources and evaluations.

1. EEventvent MManagementanagement
June 2012

2. 2
Experiential Learning Cycle
Experience
Generalising
Applying
Interpreting
Sharing

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

8. Basic management
functions
ManagersManagers
PlanningPlanning OrganisingOrganising Leading /
implementing
Leading /
implementing
Control /
evaluate
Control /
evaluate

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)

15. Activity
• Select a specific event and design a time line for the
event.

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)

17. Activity
• Evaluate your current training venue using the
checklist.

18. Managing event risks
• Risk management process:
– Identification
– Assessment & evaluation
– Control
– (Financing)

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

20. Event budget
• Key aspects:
– Venue
– Catering
– Promotion
– Materials
– Presenters
– Documenting
– Subsidising participants

21. Activity
• Develop a budget for the selected event.

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

23. Co-ordinate Registration &
Admission
• Respond to inquiries & confirm attendance
• Delegates/Speakers/Media
– Welcome
– Registration
– Information/Registration desk
– Venue maintenance
– Staff
– Co-ordinate media
– Transportation
– Evaluation
– Record event

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

27. André Knipe
knipeandre@gmail.com