How to arrange Events in Corporate world
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This document outlines the process for planning, preparing, and producing a corporate event. It discusses requirements like an agenda, program manager, marketing team, vendors, speakers, funds, and staff. It also covers the steps of deciding the event details based on questions of what, why, when, how, where, and who. The response management, event logistics, onsite management, and integrated approach sections then provide more details on outreach, venue setup, registration, and post-event follow up.
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its afull guide to manage effective event that stands out
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Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
These stakeholder may include:
Event principal (key person in host organisation or client)
Organising committee
Sponsors, donors
Local community
Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
Suppliers
Performers, entertainers, participants
Spectators, audience
media
Numerous factors need to be considered in developing the event concept
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Although the purpose is also strongly linked to both the theme and the venue
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Event profs often get asked this question, that is, what is actually the difference between planning and managing an event?
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Event planning is a pre-event planning process within overall event management activities that includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans.
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The document discusses planning and managing events. It describes different types of events like corporate, educational, and social events. It explains that event management involves analyzing, planning, marketing, producing and evaluating an event. It also discusses event planning using the 5 Ws framework of why, what, when, where, and who. Additionally, it outlines some of the functionalities and technologies that could be used in event management software.
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Stakeholder
From a broad idea that a stakeholder is a person who can affect or will be affected by the event.
The more specific idea that a stakeholder is a person of influence but not directly involved in the work. Clearly, this definition could also include an organisation such as a government.
Getz( 1997) states that stakeholders are those people and groups with a stake in the event and its outcomes, including all groups patrcipating in the event production, sponsors and grant-givers, community representatives and anyone impacted by the event
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Event principal (key person in host organisation or client)
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Sponsors, donors
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Local authorities (e.g. Council, emergency services, environmental authority)
Service contractors ( e.g. Staging, cleaning, catering, security)
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Performers, entertainers, participants
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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.
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Event management
The document discusses various aspects of event planning and management. It begins by defining what an event is and different types of events. It then discusses event management and the key aspects involved, including market research, SWOT analysis, event planning using the 5 Ws framework, venue selection, marketing, evaluation and feedback. Key elements of event planning covered include determining objectives, activities, schedule, budget, target audience and addressing logistical considerations like location, date and time. The document provides an overview of best practices for comprehensive event planning.
Event Management
The document discusses various aspects of event management including types of events, the role of an event manager, event planning process, budgeting, venue selection, supplier and speaker checklists, risk management, marketing strategy, and event evaluation. It provides information on corporate events, conferences, trade shows, product launches, and private events. It outlines the main responsibilities of an event manager including project management, client services, budgeting, logistics, and production.
Events management process
The document outlines the key planning steps for organizing an event, including establishing objectives and goals, deciding event details like date/time/location, estimating audience size, researching requirements, and planning logistics like staffing, equipment, health and safety, permissions, advertising, and budget. Thorough planning is important to ensure the event runs smoothly and safely meets its objectives.
Five Steps To A Successful Event
The five steps to a successful event are:
1. Research - Conduct quantitative and qualitative research to understand the audience and determine event goals and objectives. This includes determining demographics, focus groups, and SWOT analysis.
2. Design - Brainstorm creative event ideas that align with research findings and objectives. Consider input from caterers, marketers, writers and other roles.
3. Planning - Develop the event timing, space requirements, and tempo to coordinate minute-by-minute activities.
4. Coordination - Make decisions for the event by collecting all information and considering pros, cons, financial implications, and ethics.
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How to arrange Events in Corporate world
- 1. Corporate Event arrangement By: Mithun Banerejee Director/Founder Eclipse Technoconsulting Global (P) Ltd
- 2. Requirements • Agenda • Program Manager • Marketing Executive • IT team for marketing tools and support • Trusted vendors for collaterals • Expert Speakers • Funds • Event Registration/ Desk Manpower • Arranging Sponsors
- 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“ Decide upon What service is to be promoted analysing the need Why this particular service and When would be the right time to hit the market . To reach out to the target audience How should be known considering Where would you find them by adopting the right strategy and Who will be the right person or the influencer or the decision maker who can help you achieve your target.
- 4. Overview Response Management Arrangement of Event logistics Onsite Event management Integrated Approach
- 5. Response Management Final Database to drive attendance Send Emails Follow up- Phone calls Reminders Final confirmation by phone Final list of delegates
- 7. Event Logistics • Venue • Food and Beverage Arrangement • Stage- Design, fabrication and set up • Branding o Stage Backdrop o Plasma displays o Banners o Podium o Registration Desk • Audio and Visual arrangements • Preparation of Delegate Kits and Badges Sample Venue Setup
- 10. Onsite Management • Registration desk management • Distribution of delegate kits & badges • Coordination with Hotel and Vendors • Event Photography • Interaction with delegates/ exchange business cards
- 11. Event Management is the process by which an event is Planned Prepared Produced Process Followed: Plan • Research and analyze the need and scope of the service and business growth opportunity in the region. • Independent: Organized by ETS wholly. • Joint: Organized by ETS jointly with any organization. • Type of event: Seminar, Conference and Delegate meet. • Decide which type of organizations are to be invited
- 12. Follow ups for confirmation:
- 13. Prepare • Data from different sources for inviting participants: o External database- Directories, CD’s oData of clients from SFDC oData of any event conducted in past oData from ETS executives of existing or new clients, future prospects oData provided by the organization conducting the event jointly • Sending e-invite: On final list of filtered data • In case of joint event invites can be sent by both ETS and the joint organization on individually owned database. • Spreading Awareness: • Web presence • Information on social networking accounts of ETS (Facebook,Twitter) • Google add words • Brochures/Leaflets with the invite
- 14. Follow ups for confirmations: • Tele-calling, event queries and receiving payments for paid event. • Meet target number of participants with confirmations. • Making final list of registrations and tentative participants and guests. • Get copy of speakers presentation
- 15. Produce • Post Event Activity • Send note of thanks for participation through mail, hard copies • Share presentations of speakers on demand, add details of a point of contact for any query • Compile data of Questionnaires • Add the attendee list of the event on SFDC • Put them on circulation of E-mailers of the products of their interest • Sales team to follow up with leads
- 16. THANK YOU