Event Planning and Management

EventPlanning and Management

(University)

EventPlanning and Management.

Eventplanning is believed to be energizing art of choreographingindividuals and activities in order to create a show that createsgood memories. There are different forms of events that includes ameeting, corporate event, trade show, fundraiser etc. coordinatingevery detail from meeting to convections to speakers and the desiredlocation are some of the key factors that an event organizer shouldbe able to consider during the event planning process.

Overview

Agood event planning and management always begins with the plannerbeing able to determine the objective that the sponsoring committeewants to achieve. Some of the general things that event planners needto take into consideration are choosing the relevant speakers,selecting the type of entertainment, and lastly arrange the eventsprogram in a way that will present the main cause of the event in themost effective way.

Planningis the most important factor to consider when one needs to have asuccessful event, this will most probably help by starting the eventplanning earlier. The perfect way in which planning should beapproached is by developing a detailed management plan, this willinclude a precise timetable of what needs to be done and when.Elements such as fundraising, booking performances from variousartists and advertising need to be done well and in advance of theintended date of the event in order to avoid the last minute rush andensure that the timeline schedule is essential. For an event to besuccessful, developing its plan is a critical thing.

Checklist

Achecklist can be said to be detailed information that can be used byan event planner to take him or her through a step by step stages inorder to organize a successful event.

  1. EVENT DETAILS

    1. Event place and Time

Agood planner has to select the perfect time to hold an event bycarrying out researches of whether his or her event will clash withsome other events. An event planner should also try to avoid planningan event during times when the intended audience is known to be outof town or something. Planning events during the peak seasons is theultimate idea of achieving this goal while being able to provide setup details will help in scheduling of works in the area.

    1. Contact during event

Theevent manager should be responsible for the overall management of hisor her particular event. Their responsibility includes creativedirecting, public representation, financial management, organizing,liaison, negotiating and troubleshooting. With all these being theresponsibilities of the event organizer, it is important for theplanner to be contactable through out the process of event planning.

  1. ORGANIZING COMMITTEE

Thisare the groups that are normally formed with the desire of runningthe event. A good event planner should be able to match the skills ofthe people in his or her organizing committee to the jobs that arerequired to be done in the group. Leaving everyone to do as he or shepleases can only seem appropriate while working with volunteers butit is not a necessary way of ensuring that an event will be runningsmoothly. It is also important for the planner to ensure that thecommittee members are able to get something out of their role in thecommittee.

    1. Roles and Responsibilities

Clearroles and responsibilities should be assigned to every member of thecommittee for everyone to know exactly what they are needed to do.Committee members with excellent expertise, skills and experienceshould be considered while selecting the organization committee. Themost crucial roles for an organization committee are:

  • Event manager

  • Treasurer

  • Promotions and secretary

  • The general members with specific responsibilities.

  1. FINANCIAL PLANNING

Thisentails ensuring that the event is financially viable.

    1. Budget

Projectedincome and expenditure will need to be projected when the eventmanager is applying for funding in order to illustrate that thebudget will indeed balance.

Income

Sourcesof income should come from:

  1. Earned income which are the ticket sales, merchandising and catering.

  2. Unearned income which will arise from the donations and the public sector grants.

Expenditure

Theevent planner should be able to list the items of expenditure of hisor her project.

Examplesare administration costs, office rental, hire of land etc.

Itis important for the total of the income to be greater than or equalto the total of expenditure.

    1. Financial support

Findingfunding from other sources will be essential if the event will notgenerate the enough income to cover up for the total expenses thatwill be incurred during the event. The most common sources of fundingcould include the state government, lottery funders, individuals andbusinesses.

  1. INSURANCE

Ensuringthe safety of the organizers, staff, public and the event volunteersis a crucial component during the organizing of an event. It ismandatory for the event planner to seek the public liabilityinsurance and legal advice as part of their risk strategy management.The insurance cover should also be able to include property andequipment.

  1. THE VENUE

Anevent planner needs to formulate a comprehensive plan of the site bytaking into consideration the potential hazard, the ease of access ofthe available emergency services and many more other basic needs likethe pedestrians, traffic and shelter.

  1. PUBLIC HEALTH

Takingthe health of the public into consideration is also a good idea foran event planner to consider. Public health activities will include:

  • Setting up temporary food stores as it will reduce the effects of alcohol consumption. High quality and affordable foods should be made available to the public

  • The event liquor license should be obtained incase there will be alcohol selling in the event. Segregated areas should be well marked for alcohol selling if the event is an all age event.

  • A good amount of toilets should be provided to the public in relationship to the anticipated crowd numbers, sex of the crowd (women require more sanitation facilities than men), alcohol availability and the duration of the event.

  • Events should be able to provide free and available water to the people attending it. The source of water should also be taken into account in order to avoid health issues.

  • Shelters or shaded areas should also be available to the people attending the event to make it convenient in terms of weather conditions.

  • Waste and noise management should also be considered when planning for an event.

Theevent should be well marketed and promoted in order to ensure that alot of people will be able to attend it. The most effective way ofmarketing should be considered in order to keep the budget balanced.

Atthe conclusion of an event, it is important for the event planner toevaluate the event that is if indeed it has met its goals andobjectives. This will always help the event planner in to identifyand make the necessary changes where there is need to in order toensure successful event organizations in the future.

Conclusion

Festivalsan events are very important to a particular area as they tend toadvertise the unique aspects of their culture and promote a positivemessage to the visitors, they are also a way of providingopportunities for the economic growth and the fostering of theeconomic spirit.