Develop an Event Concept

Develop an Event ConceptPlan and Develop Event Proposal and Bid

Develop Event Program

October 23, 2012

Sir Benedicto Capule

Event

What is an EVENT? FACTORS TO BE CONSIDERED

1. Geography2. Size of Audience3. Age of Audience4. Number of Orgs.5. Affluence6. Ability of organizers7. Nature of the site8. available facilities and

equipment

Event Management

“involves studying the details of the brand, identifying the target audience, creating the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event. Post-event analysis and ensuring a return on investment have become significant drivers for the event industry.”

Event Management as Marketing Tool

“Event management is considered one of the strategic marketing and communication tools by companies of all sizes.”

^ Ramsborg, G.C.; B Miller, D Breiter, BJ Reed & A Rushing (eds), Professional meeting management: Comprehensive strategies for meetings, conventions and events, 2008, 5th ed, Kendall/Hunt Publishing, Dubuque, Iowa. ISBN 0-7575-5212-9

Bowdin, Glenn; Johnny Allen, William O'Toole, Rob Harris, Ian McDonnell. Events Management (Events Management S.) ISBN 0-7506-6533-5

Goldblatt, Joe. Twenty-First Century Global Event Management (The Wiley Event Management Series) ISBN 0-471-39687-7

Event Classification

Events can be classified into four broad categories based on their purpose and objective:Leisure events e.g. leisure sport, music, recreation.Cultural events e.g. ceremonial, religious, art, heritage, and folklore.Personal events e.g. weddings, birthdays, anniversaries.Organizational events e.g. commercial, political, charitable, sales, product launch, expo.

The Event Planning Process

Cruz, Zenaida. Convention and Event Management

The Event Proposal and Bid

The BID is the proposal of the Planner to host the Event1. PREPARATION – request for BIDFORM2. PRESENTATION3. PLAN THE EVENT: Goals and Objectives Audience Program Budget Site Selection Negotiations and Contracts Committees Marketing and Promotion Food and Beverage On Site Management Evaluation

Event Proposal

Opening Letter Company Profile Event Description Objectives and Action Plans Event Theme, Venue Event Timeframe Program Checklist Venue Layout Committee Planning / Staffing Marketing Financial Planning Event Contract / Payment Contract

EVENT PROGRAM

1. Program Type2. Program Content3. Scheduling4. Refreshments / Meals5. VIP for Events6. AVP and Equipments7. On Site Management8. Ancillary Activities9. Registration

PLANNING

Planning the eventHow would the company and its staff participate in planning meetings?How many staff members are assigned to manage this kind of event?

Arrange a meeting to establish what work needs to be undertaken, by whom and set timescales. Obtain handover notes if this event has been previously organised by other committees. At this initial planning meeting it is essential that we set our event objectives.

For example these can be along the lines of: •What is the event aiming to achieve? •What as an organization are we trying to achieve by hosting the event? •Who are you trying to impact? •Define the target audience in terms of delegates and sponsors. •Ask the group to define success.

In event planning, we decide who is going to be involved in organising the event. Set up a event planning committee.

Also, we decide on dates for regular planning meetings and produce notes from meeting together with action points. From the planning meeting, we draw up an activity schedule together with list of actions, status of actions and deadline dates. This will become our working schedule. At each planning meeting we produce an agenda based on the headings of the activity schedule. Produce meeting notes together with actions. These together with the activity schedule will be what we use to plan our event.

PRODUCING THE EVENT

To put the event product in place, we will need to action the following:

Event Budget: This needs to be drawn up and must contain a revenue and expenditure section together with an actuals column. Always include a contingency figure, say 10% of the estimated total.Programme: Clearly we identify our objectives so that both we and our speakers know what the conference is aiming to achieve and delegate expectations are metMarketing and PR plan: We need to identify how we are going to reach your target audience. Websites will need to be designed or updated.Event Schedule: This is used to plot all the various activities that are taking place throughout the event

PRODUCTS AND SUPPLIERS

Once we have produced our event budget we can confirm our suppliers and product requirements like:•PCO: Professional event organisers can help us plan the event as well as manage delegate registration.•Venue: Ensure it is big enough to hold all the various event activities. Confirm with the venue all costs to be incurred•Accommodation: This may need to be placed on provisional hold if the event venue cannot provide or has insufficient space•Audio Visual equipment and production: This is something either the venue can provide or we can source in-house. Alternatively obtain up to three quotes from conference / AV companies•Catering, entertainment, transport, delegate bags etc: We make sure that we have thought of everything at this stage so that there are no surprises in the budget later on

IMPLEMENTATION

• We make sure that we have procedures in place for managing all the various event activities. These procedures and booking forms should cover processing registrations and finance, speaker, session, workshop requirements, sponsorship and exhibitor guidelines, venue and accommodation requirements.

• Remember to update our activity and events schedule and to attend regular planning meetings in order to report back on progress.

POST EVENT EVALUATION + REPORTS

• Produce and hand out evaluation forms for delegates, speakers, sponsors and exhibitors.

• Arrange a meeting straight after the event in order to obtain feedback from the organisers / committee members.

• Set a final meeting in order to review the budget, evaluation feedback, outstanding delegate payments etc.