What can an event do for you? It can get your campaign... * noticed. * Give momentum. * Give focus. 1. Know what it is you want your event to achieve. 2. Spend time on your idea, and think it through. Be prepared to modify or abandon all or parts of your original idea. 3. Start with modest ambitions. 4. Know how you will judge your success - have a target. 5. Give your event a clear and manageable focus that will work. 6. Don't reject traditional events just because they seem old-fashioned.- People still hold things like fetes and jumble sales for a good reason: they still work. Public meetings can be dull, but yours doesn't have to be. 7. Find something quirky to make your event stand out. 8. Write down what makes your event special. Don't lose this focus. 9. Make sure your event will work locally, with the people that live locally. 10. Go to similar events. Decide why these work, or why they don't. 11. Get a team together 12. To organise an event you will need people who can share the effort. Choose people you can work with - and enlist people who have the expertise you need.

1. Event
management
budget uncertainties
insurance against risks
H. Kaneez Fatima
15 September 2012
fatima@ingrope.com

2. Event management
What is an event?:
• conference, symposium
• hands-on training
• marketing exhibition
• sports competition
• many others ...
15 September 2012

3. Rudyard Kipling's poem:
I Keep Six Honest Serving Men:
"I keep six honest serving-men
(They taught me all I knew);
Their names are
What and Why and When
And How and Where and Who"
15 September 2012

4. Budget: conference venue
• Day rate per person all-in
• Hire venue at fixed costs, and either
 pay lower day-rate to cover refreshments
• perhaps with teas/coffees required
 leave delegates to find own refreshments
• Access arrangements
 disabled persons
 exhibition materials
15 September 2012

5. Budget: conference speakers
• speakers pay full registration fee
 include their accommodation?
 include travel and subsistence costs?
• generates goodwill and eases speakers load
• speakers pay (reduced) registration fee
• speakers attend free
 the latter two require higher registration
fees from non-speaking delegates
15 September 2012

6. Conference: delegates
• Poster papers
 often used to gain additional
delegates
• Access for disabled persons
• Special dietary requirements
 vegetarian, vegan, halal, etc
15 September 2012

7. Budget: marketing and media
• advertising
 TV, radio, journals, magazines
 specialised mailing lists
 e-discussion lists
 SMS/MMS telecommunications
• media
 flyers, brochures etc
• design costs
• printing costs
• mailing costs
15 September 2012

8. Budget: other costs
• administration
• personnel on-the-day
• travel (to view venue in advance)
• audio-visual aids and technician
... and other income
• sponsorship
• “flyers” in the delegate pack
15 September 2012

9. Budgets
• “Annual income twenty pounds,
annual expenditure nineteen pounds nineteen
shillings and sixpence,
[£19.97½p] result happiness.
Annual income twenty pounds,
annual expenditure twenty pounds and sixpence,
[£20.2½p] result misery”.
15 September 2012

10. Continue or cancel?
• cancellation may incur:
 lost deposits on venues
 refunds of any prepayments
 speakers spending in anticipation of event
 “all that effort for nothing”
• continuation may result in:
 negative budget
 “loss leader” informing future events
 loss of reputation,
if delegate expectations not realised
15 September 2012

11. Other types of events
• Broadly the same considerations
• outdoors may also need
 formal permission to use public space
 fenced area accessible only to ticket holders
 security to ensure no freeloaders
 public address systems
 first-aid provision
 independent caterers
15 September 2012