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CHAPTER 3THE CORPORATE EVENT OFFICE ANDDOCUMENATATION
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INTRODUCTION
The event office is the organizing unit for the event
Size of the internal staff can range from a single
event coordinator on loan from other department to
full time team dedicated event
Event office may be a site operation office at an
outdoor exhibition or a room in a modern air-
conditioned office building It can be a virtual office, with the info residing on a
computer in another country
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FUNCTIONS OF EVENT OFFICE
PURPOSE provide centralized managerial and administrative support
to the event
Gives visibility to the planning (gives credibility to the event
as well) Sometimes called nerve center, command center, or central
processing unit of the event
Event office will concentrate on contracting, scheduling,and allocating tasks and resources more accurately
Event office becomes focused on dealing withoperational issues and responding to any suddenchanges
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DEDICATED EVENT OFFICE
The concept of dedicate event office is gainingacceptance
For a corporation:
Event office will support its internal seminars,conferences, exhibitions, award nights and sponsorshipevents.
Larger companies realize that to obtain maximum
return on investment(ROI) in sponsoring events, itwould be wise to be more than were observers ofthe events
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DEDICATED EVENT OFFICE Cont
Major corporation such as Coca Cola, IBM, Xerox
and Mars-have dedicated offices to manage their
events
A dedicated staff/ office can save costs if a
company holds up to five or six large event a year.
The event office consolidated all the expertise, skills
and knowledge that are often scattered throughouta company produce economy of scale
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DEDICATED EVENT OFFICE Cont
It is common for a company to have its event staff
work in partnership with an external event
management company
This method ensures the client company receive the
right promotion and opportunities will arise if it is
fully exploited
In an age of promotional clutter, having an activerole in the event offers a good ROI
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PHYSICALLAYOUT OF THE EVENT
OFFICE Event function uses graphs, diagrams and illustration to
communicated aspects of the event
It is the place to display all this information
The walls of the event office will be covered by anever-changing collage consisting combination of itemssuch as: Maps
Charts
L
ists and tables Reports and news
Communication strategy
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PHYSICALLAYOUT OF THE EVENT
OFFICE Cont
Event office walls may be used to assist
brainstorming and scenario building
Sticky notes with ideas, resources and timelines can
be moved around to create different scenario
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EVENT OFFICE FILING SYSTEMS
The filing systems should be:
Easily accessible and prioritized:
Divide into functions (such as finance, contract management,
operation, etc.)
Or by program elements (such as opening ceremony and
award night)
Salable:
the amount of work in both paper and digital format The filing system must be able to accommodate this increase
without being swamped by paper or data
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EVENT OFFICE FILING SYSTEMS
Cont
Consistency structured:
The paper and digital filing systems should be consistency
structured. The approach to filing information should have a similar
feel in both systems
In this way, the staff will be able to file and find
information in both systems
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MEETINGS,BRIEFINGS AND TRAINING
If there is enough space, the event office of its
associated conference is an ideal location for meetings
concerned with the event
It provides a facility in which the meeting participantscan make focused, well informed decisions
The standard rules of meeting procedures should be
followed if the meetings are to produce tangible results
It is essential to have an agenda, sent out several days
prior to the meeting, as well as desired outcomes or
goals for meeting
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CORPORATE EVENT OFFICE LIBRARY
The purpose of event office library is to store all the
info related to event
It should include the event manual, operation manuals
for the office and communication equipment, softwaremanuals, supplier catalogs, workplace safety rules and
regulations, meeting procedures, past event reports,
and industry association publications
The importance of data storage, easy retrieval andarchiving is apparent in the growth of the discipline of
knowledge management
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EVENT OFFICE REQUIREMENT
The equipment and services will require the following: Computers, peripherals and an integrated software system
Internet and intranet connections
Filing cabinets. Event the paperless office must store and have to
access to contacts Whiteboard. An erasable whiteboard is essential in the ever-
changing event environment
Video and or data projector for presentations to sponsors andtraining sessions
Communication systems. This could be made up of a variety ofcommunication devices, satellite mobile phones to handheldradios, all integrated with the computer system
Clean and light environment. The office must be a place wherepeople want to work
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DOCUMENTS
Accurate documentation is vital to managing aevent effectively and offers the followingadvantages:
The documentation communicates the plan of the eventto the staff and volunteers
The documents provide an ongoing record of theevents progress
They constitute a history of the event planning process,which may be useful in resolving any liabilities issues
They provide a written basis for improving the methodsof event management
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DOCUMENTS Cont
Standardization of documents enables different event
to be meaningfully compared
Producing the documents creates a discipline in the
planning process The documentation impersonalizes the plan- that is, it
takes the plan out of the hands of any one person and
ensures that it is separate from the individuals involved
The documents provide a link to other documents withina corporation such as finance, marketing, human
resources or some other event sponsor
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The Main Event Documents
The six (6) documents to plan and control the day-to-day aspects of the event:
Contact sheet, including telephone numbers and
addresses (both postal and e-mail) Responsibility chart, including key deliverables and
dates
Action sheet, including the dates required
Work package Checklists
Run sheet
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Contact Sheet
It may take many forms
From concise list printed on the back of
accreditation card worn around staff members
necks to multistage lists of staff or stakeholders
involved in the event
It should have a column for codes, since coding is
useful in sorting the list and will help staff membersquickly find the right contacts
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Responsibility Chart
Often as simple as a draft organization chart showingthe names of the various individuals involved and thejobs are assigned to them
The chart can be a matrix, with the names of the
persons, departments and teams. The level codes as follows: Rs: has sole responsibility
Rj: has joint responsibility
So: must sign off Cs:should be consulted for advice
Sv: supervises
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Task or Action Sheet
The basic element for getting things done by
assigning specific tasks responsibility
It is a highly targeted piece of information,
specifying the action to be done, by whom, when
and where
The action sheet is the finely detailed output of the
systems It can traced back to the overall work breakdown
structure
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Work Package
It is the consolidation of the various tasks assigned
to a supplier or staff member responsible for one
of the event outcomes
E.g.: an award dinner will need various pieces of
sound equipment
This responsibility would be assigned to a sound
specialist
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Checklists
Simple checklist represents the combined
experience and knowledge of the event
management team
It is the final document output of the WBS and could
be thought of as a list of mini-milestones
A checklist represents the detailed categorization
of all the work that has to be done
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Run Sheet or Production Schedule
Essentially describe who does what when, is known
by many names
The terms run sheet and production schedule
both refer to the event itself-the actual program
It describe what must be done or what will occur
during the event at certain times
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GENERIC EVENT SHEETS
The basics of this type document are: Heading
should have heading and show the event name
Legend or key Often easier to refer to people by their initials rather than their full names
If use this, should include legend or key showing to whom the initials refer
Code the need for coding depends on the complexity of the event
Help with cross referencing to other event areas such as budget
Version number
It facilitates correct communication by enabling all parties to be sure theyreusing the latest version of contact sheet, checklist or action sheet
Date An additional way to determine the version of a document and also helps to
establish the history of changes made to a documents
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OTHER EVENT DOCUMENTS
Memos, minutes and e-mails:
it should not be ignored in establishing a good internal
communication system
Includes commitment or to-do-lists
It should be concise and clearly written
Meeting and briefing minutes are another method of
making a public the decision and responsibilities
associated with the event
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OTHER EVENT DOCUMENTS Cont
Reports and newsletters
Formal method for monitoring the progress of the event
Snapshot of the various areas of event management
such as resources, schedule, cost.
For larger events, an event newsletter sent out on paper
or over the internet or intranet can be an effective and
useful method of communicating with the cilent,teams
members and volunteers and provide eventcohesiveness
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END OF CHAPTER 3
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