Event Management - National Association of Civic Officers
Download
Report
Transcript Event Management - National Association of Civic Officers
Event Management
It’s not rocket science!
© Jeannette Allison March 2009
Taking the fear out of organising
Successful events every time
So where do we start?
© Jeannette Allison March 2009
The event
What is the purpose of the event
What do you want to achieve
Who is your target audience.
© Jeannette Allison March 2009
Event timetable
Make a checklist
Include dates for completion of task.
© Jeannette Allison March 2009
Event timetable/checklist
NACO Annual Conference 2009
Organising Committee Mtg
Venue inspection visit
Accommodation inspection
Book Venue
Book Accommodation
Organising Committee Mtg
Invite speakers/guests
Prepare Budget
Budget approved
Prepare Conference Programme
& Registration Form
Book entertainment
Book photographer
Programme & Reg Form to
Printers
Mailshot Conference Programme
Return date: Registration Forms
(6 wks prior)
Prepare joining instructions
Prepare final Programme
Final Programme to printers
Mail joining instructions (3 wks
prior) with attendance list
Printing of speakers name
boards
Prepare table plans etc
Press Release
Attend event
March 2008
March 2008
March 2008
April
April
May
May
May
August
September
2nd wk
January
1st wk
February
5/6 March
The Venue
Where?
What type of venue?
When?
CARDINAL RULE – Never book a venue
without an inspection visit!
© Jeannette Allison March 2009
Venue checklist
Correct combination of rooms
Accompanying exhibition required
Obtain maximum capacity numbers
What style of seating is required
© Jeannette Allison March 2009
Venue checklist
Is a stage necessary – location
Does the main room have any obstructing
pillars etc
Does the main room have an
induction loop system
© Jeannette Allison March 2009
Venue checklist
Is there natural light/will the room blackout
How noisy is the heating/air con
Does the venue have a dedicated
co-ordinator who can assist with
arrangements
© Jeannette Allison March 2009
Venue checklist
What audio visual equipment is
needed
Is there an adequate PA system
Is there good access for disabled
delegates.
© Jeannette Allison March 2009
Booking the venue
Meet with the conference co-ordinator
Obtain room hire rates – negotiable!
Conference venue – daily delegate rate
Check cancellation fees
Venue schedule.
© Jeannette Allison March 2009
Overnight accommodation
If accommodation needed, is it important
for all delegates to remain in one location
If using several hotels, is travel to main
venue required
Single or twin rooms
© Jeannette Allison March 2009
Overnight accommodation
INSPECT all accommodation
Checklist
Check latest release dates without
incurring cancellation fees.
© Jeannette Allison March 2009
The budget
Anticipated number of delegates
Is the event to break-even or profit desired
Is sponsorship to be sought
Always allow a ‘contingency’
Be REALISTIC.
© Jeannette Allison March 2009
Anticipated No. of delegates 100
Projected
£
General Event:
Printing
Preliminary Programme &
Reg Form
Conference Programme
Menu cards
Speakers name boards
Stationery
Name badges
Delegate Wallets
Entertainment
After dinner Band
Caricature Artist
Photographer
Flowers
Speakers’ expenses
Fees
Travel
Overnight accom
Audio visual hire
Conference Office expenses
(travel, accommodation &
catering)
Total General
Contingency 15%
TOTAL GENERAL
£250.00
£500.00
£60.00
£45.00
£80.00
£150.00
£500.00
£100.00
£95.00
£150.00
£1,200.00
£450.00
£720.00
£780.00
£550.00
£5,630.00
£844.50
£6,474.50
Actual
£
Projected
£
INDIVIDUAL DELEGATE
COSTS:
Daily delegate rate x 2 days
@ £32.00
Drinks reception & Gala
dinner @ £45.00
Overnight accommodation
Single room @ £85.00
£6,400.00
£4,500.00
£8,500.00
TOTAL DELEGATE
TOTAL GENERAL
£19,400.00
£6,474.50
TOTAL
£25,874.50
Based on 100 delegates
£258.74
Actual
£
Sponsorship
Who to approach
Sponsorship packages
Level of publicity at event.
© Jeannette Allison March 2009
Invitation to speakers/official guests
Seek commitment as soon as possible
Are speakers’ fees/expenses payable
Send ADV form.
© Jeannette Allison March 2009
SPEAKERS’ ADV FORM - Return by (date)
Full Name ___________________________________________ Title Mr/Mrs/Ms _______
Company/organisation ______________________________________________________
Address _________________________________________________________________
Tel: Office ________________ Mobile _______________ E:mail_____________________
Title of your talk ___________________________________________________
Brief synopsis (please provide a brief synopsis of your talk for publication)
___________________________________________________________
___________________________________________________________
___________________________________________________________
___________________________________________________________
Biographical details (please provide a brief biography for publication)
Audio Visual Equipment (please indicate your requirements)
Interactive whiteboard
Standard whiteboard
OHP Projector
Other equipment?
Multimedia projector
DVD player
Flipchart
Signed _______________________________ Date ___________________
Conference Programme
Decide whether preliminary or final
programme
What to include
CARDINAL RULE –
proof read thoroughly!
© Jeannette Allison March 2009
Registration Form
Include to whom the form is to be returned
to with contact information
Include the closing date for receipt – 6
weeks prior to event
Include request for special requirements –
dietary/disabled access/help in an
emergency.
© Jeannette Allison March 2009
Joining Instructions
3 weeks prior to event
Include Registration Card
Final materials and attendance list.
© Jeannette Allison March 2009
Organising an Exhibition
As with Conferences, establish objectives
of exhibition and identify exhibitors
If alongside conference, ensure
tea/coffee/lunch and/or other events are
integrated into the exhibition space
Follow up initial mailshot with
telesales call
© Jeannette Allison March 2009
Organising an Exhibition
Produce an Exhibitors manual for hire of
shell extras, furniture, flowers etc
Always produce an Exhibitors showguide
Always tie-in exhibition arrangements
within conference programme
Complete a Risk Assessment
© Jeannette Allison March 2009
At the event
Arrive at least the day before
Meet key organising personnel
Establish first aid contact
Complete final risk assessment
Ensure registration desk in prime location
If something goes wrong:
DON’T PANIC!
© Jeannette Allison March 2009
Assessing failure or success
Evaluation form
At the event or sent out separately.
© Jeannette Allison March 2009
EVALUATION FORM
Your feedback is essential to monitor the effectiveness of our events.
Name:
Company:
Conference:
Workshop(s)
WorkshopEvent:
attended:
Score
How would you rate the content and relevance of today’s
Conference?
(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
...
Comments:
What could be done, if anything, to improve the quality of today’s workshop?
(consider timing and duration, location and environment)
Score
How would you rate your Workshop Leader in the following key
areas?
(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
Made you feel comfortable and at ease
Communicated well and provided clear and concise instructions
...
...
...
Encouraged questions and feedback
Knowledgeable about subject matter
...
How would you rate the Conference materials in terms of:
(Excellent = 4
Very Good =3
Good = 2
Poor = 1)
Quality
...
Suitability as post-event support
...
Have your personal objectives for attending this event been met?
(Yes = 3 Mostly = 2 No = 1) If not, why not?
Thank you for completing this form.
What organising nightmares
have you experienced and in
hindsight what would you
have done differently?
© Jeannette Allison March 2009
Press Releases
Decide if you want to prepare one
Decide on target audience
How will it be distributed.
© Jeannette Allison March 2009
How to write a press release
Keep it short & sweet – max 2xA4 sides
Decide for immediate release or to be
embargoed
Must include the 5 ‘W’s – who, what,
when, where, why and then how.
© Jeannette Allison March 2009
PRESS RELEASE TEMPLATE
(logo)
PRESS RELEASE
Issued: (date)
For Immediate Release OR Embargoed Until: (date/time)
TITLE (make it brief and attention grabbing)
The first paragraph should be a summary of the story – including Who,
What, When, Where.
Expand on the details in the next paragraph using Why and How.
Remember: the journalist will want to know what is unique or new about
the story and why it will appeal to their readers.
Then back up your claims with facts and statistics.
Follow up your story with quotes in italics, if required. This will bring the
story to life.
Finish off with details such as dates, times, prices and how to contact
you.
## Ends ##
Notes to editors
1.
2.
3.
4.
5.
Tell the editor who to contact for more information – incl.
mobile, landline and e:mail
Also include short background information on your organisation
Include company name, fax number, e:mail and website info
Include opening hours, prices, venues, dates as appropriate
You should also state whether you have photos available
Dealing with media interest
If the media are interested in your story,
they will contact you as organiser first
Always protect your guest/speaker
Check with him/her to see if they are
happy to give an interview
Schedule with journalist at a
convenient time.
© Jeannette Allison March 2009
Risk Assessments
The safety of your delegates/guests is
paramount – reason enough to prepare one!
It’s a careful examination of what could
cause harm to people, allowing you to
assess if you have taken enough precautions
or should do more to prevent harm.
Its being prepared!
© Jeannette Allison March 2009
Preparing a Risk Assessment
The 5 steps are:
Identify the hazard
Decide who might be harmed
Evaluate risks & decide on precaution
Record your findings
Review assessment & update if
necessary
© Jeannette Allison March 2009
What could go wrong at your
event and how would you
deal with it?
© Jeannette Allison March 2009
Health & Safety Issues
Knowing your delegates/guests
Having access to venue first aider or
consider your own training
Knowing the venue emergency evacuation
procedure & alarm
Consider making a ‘formal’ announcement
at the opening of your event.
© Jeannette Allison March 2009
What health & safety issues
affect the events you
organise?
© Jeannette Allison March 2009
Need more help / training
Event Management –
ACE – Association of Conference
Executives
AEME – Association for Event
Management Education
© Jeannette Allison March 2009
Need more help / training
Risk Assessments –
Health
& Safety Executive
Press & Media Relations –
The
Press Association
© Jeannette Allison March 2009
What have we learnt today?
In short –
Never underestimate the task ahead
Plan, plan, plan
Maintain good effective working
relationships – you can’t do it alone!
© Jeannette Allison March 2009
What have we learnt today?
Proof read everything
Never assume anything
Always be prepared!
© Jeannette Allison March 2009
Thank you and good luck with
your event organising
© Jeannette Allison March 2009