A complete Event manual for research conference seminar. A project for course "PR & Event Management"

1. Event Management
Seminar - Research Conference
Arranged by: AUM-E-HANI

2. AT GLANCE
Introduction Event Arrangements
Objectives Publicity
Stage Management Financial
Event Theme Risk Assessment Plan
Wow Factor Contingency Arrangements
WBS

3. INTRODUCTION
AUM-E-HANI foundation , a Civil Service Organization
arranging a "Business Research Seminar” to promote
research activities in area of Business Management.
This Event is a platform for business institutions to share
their views highlighting the need & importance of research
in institutions.
Event Name Explore New Dimensions
Event Date Thursday, 28th May 2009
Event Time 12:00 – 5:00 pm
Coronet Ball Room,
Venue
Regent Plaza, Karachi.

4. INTRODUCTION
Why To increase the research work activities
in business institutions
What Explore New Dimensions,
Business Research Seminar
Who Business Institutions
Where Coronet Ball Room, Regent Plaza
When Thursday, May 28, 2009

5. GOALS & OBJECTIVES
 To promote research activities in field of education
through Business schools.
 To make other educational institution to think about
promoting research in their field
To share practices conducting by each institute in order
to make their graduates engage in research with an aim to
enhance exploring skills in their students.
 To promote the name of “AUM-E-HANI foundation
(AHF)” as an emerging private foundation.

6. Event Description

7. EVENT PARTICULARS
 PROGRAM SCHEDULE
Program Detail Time
Program Starting 12:00 pm
Introduction 12:10 - 12:30 pm
Presentations 12:30 - 3:20 pm
Lunch Break 3:20 - 4:00 pm
Chief Guest Speech 4:00 - 4:30 pm
Program conclude 4:30 - 5:00 pm

8. EVENT PARTICULARS
PARTICIPANTS
Chief Guest :
 Education Minister (Mir Hazar Khan Bijarani)
Speakers:
 Representatives from Business institution
 Audience:
 Employees from participating institution
Organizers
 Organizers in distinctive White Attire

10. EVENT THEME

11. WOW FACTOR

12. Event
MANAGEMENT
STRUCTURE

13. Work Break Down Structure (WBS)
First
Level WBS
Venue Program Marketing Finance
 Seminar Hall  Letters & Marketing  Marketing
 Seating confirmation Material Budget
arrangement  Invitation  Thank you  Catering
 Audio Support  Briefing by Greeting item Budget
 Projector technical director  Main  Decoration
arrangement  Program Backdrop Budget
 Ambiance schedule  Participation
 Catering Fee

14. SITE ARRANGEMENTS
 SEMINAR HALL
 Coronet Ball Room, Regent Plaza Karachi
 Fully air-conditioned Hall
 Capacity to accommodate 75 persons in V-shape
 Facilities such as fixed screen, Generator, Lights &
sound system etc
Dimensions
oLength 97 Ft
oWidth 39 Ft
oTotal Area: 3,783 Sq. Ft.
AUDIO SUPPORT
• Sound system in Hall and Mike on stage will be arranged by
Regent Management.

15. SITE ARRANGEMENTS

16. SITE ARRANGEMENTS
 SEATING
 Special table for chief guest in front row.
 Seating arrangement for audience in V-shape.

17. SITE ARRANGEMENTS
 AMBIANCE
• Seating White & Golden
o 6 seats per table with flowers
o Mineral Water Bottle and glasses per seat
• Stage WOODEN ,Carpeted
• Stage Décor
o1 Main Backdrop
o Rostrum with Logos of participant institutes
o Mike and fresh flowers on rostrum
o Screen for projector
AUDIO AND VIDEO RECORDING
• Verbal presentation recording
• Photographer

18. CATERING
CATERING
 Regent Lunch package with starters and decoration
STARTER
 Tea / Coffee with Cookies
LUNCH
 Corporate Lunch Buffet from Regent

19. PUBLICITY via Media Coverage
 Appearance of Education Minister
 Media Coverage
 Through the business institutes participating in Seminar.
Organized by well known civil society organization

20. Marketing Material Arrangement
Backdrop
Rostrum (Logo making and pasting)
Banners
Thank you greeting material
Organization’s Note pad

21. Event CONTROL &
COMUNICATION

22. LETTERS & INVITATIONS
 INVITATION

23. PERSONNEL’s CONTACT
Contact person’s number from each institute.
Contact numbers of presenters from each institute.
Contact person’s number of Chief Guests.
Contact numbers of persons dealing with outsourced activities
Contact numbers of suppliers

24. Budget
S. No. Description Pak Rs.
1 Catering & Dinning
Meal & Catering 70 people @ Rs. 900 per person 63,000
Meal: Starter, 4 main Corse, Appetizers, tea/coffee with biscuits -
Seating Arrangements with V-Shape panel seating -
Cutlery -
Mineral Water's Bottle on 14 Tables with glasses -
Table Flowers -
Flowers for Chief Guests. 1 @ 4000 4,000
Soft Drinks 70 people @ 150 per person 10,500
Tax (16%) 11,760
89,260
2 Site Building
Venue is Complementary in the package.
Sound System (Mics, Speakers) -
UPS system
Generator
Security (Gate Scanning, CBR Scanning before/after event).
Valet Parking
Stage & Lighting 21,600
Floor Carpeting -
Sitting arrangement on Stage (1 Sofa and a table). -
21,600

25. Budget
3 Marketing Material
Main Back Drop Printing with structure. (24X10) @ Rs. 140 / Sq.ft. 33,600
Rostrum (Structure & Vinyl Printing) 8 @ Rs. 625 5,000
Standees with skin. 2 @ Rs. 1500 3,000
Banners. 2 @ Rs.21 Sq.ft. 1260
Brochures. 100 @ Rs. 5 500
Welcome note book printing. 100 @ Rs. 20 2,000
Give away. 50 @ Rs. 400 20,000
Give away Shoppers. 100 @ 11 1,100
66,460
4 Miscellaneous
Communication (Mailing, Faxes, email, Telephone Calls, etc.) -
Photography 7,000
Others 5,000
12,000
TOTAL PROJECTED EXPENSES 189,320
PROJECTED REVENUE
Registration fee (6 participants per institution @ Rs. 7,000 per
294,000
participant)
Free invitation to Speakers (1 speaker per institution) (49,000)
Total Revenue 245,000
Net Profit 55,680

26. MEDICAL & TRANSPORT PROVISION
 MEDICAL
 A first aid will be operational at Regent.
 TRANSPORT
 Audience will be arriving by their own vehicle.

27. Few More Details…

28. Emergency Management Procedures
CONTINGENCY ARRANGEMENT
 Provided by Regent Management
EMERGENCY SITUATION
 Security will take action in any case of terrorist activity.
Any deviation from the protocol will be investigated by the
event organizer.
Officials will act as per their issued instructions.

29. RISK ASSESSMENT PLAN
Risk factor Action taken by
Risk identified Measures to control Risk
L / M/ H (person)
Law & order situation Ambulance / vehicle Event Manager
M arrangement, movement of
guests to the secure place
Generator Failure Stand by Generators by Regent Regent Plaza
L
Plaza Management
Visual check and Check site is clear, rubbish etc Venue organizer
L
clearness of site
Fire CO2 extinguisher arranged by Regent Management
L
Regent
Audience Safety First aid to be provided by Venue Organizer
M
Regent
Weather Umbrella arrangement from Venue Organizer
L Parking to conference hall

30. AUM-E-HANI

31. Send your comments
aumehani_el@hotmail.com
AUM-E-HANI