4.02 Discuss aspects of event management

Explain components of an event No two events are exactly alike. Planning can be expensive and should be detailed. Careful preparation is crucial. Actual event occurs in a short period of time.

Explain components of an event (Continued) Financial risks include: Unpredicted expenses Lower than expected revenue Downturn in the economy Decrease in disposable income Cash flow problems Safety risks include: Accidents Riots Terrorist acts Sabotage

Explain components of an event (Continued) Provides intangible services such as: Amusement Entertainment Information Experience varies with each attendee Unique services Perception and reaction Product and provider are inseparable Unsold tickets cannot be sold later

Necessary skills for an event manager Teamwork Motivate Communication Clear Well-informed Organization Develop a timeline Delegate tasks Problem-solving Flexible Creative Handle unexpected dilemmas

Steps for creating an event management plan 1. Schedule the event. Find an appropriate facility. Determine if the facility wants or needs to book the event. Secure a facility.

Steps for creating an event management plan (continued) 2. Negotiate the contract. Define the terms Boilerplate contract – fill-in-the blank format Analyze expenses and revenues Percentages for dispensing revenue

Steps for creating an event management plan (continued) 3. Coordinate the event. Meet venue and equipment needs Secure a location for equipment Recruit, train and supervise personnel Design a work order for tasks with time restrictions Anticipate problems Guarantee the right people have access to necessary locations and act appropriately in case of an accident Follow occupation safety and health legislation

Steps for creating an event management plan (continued) 4. Stage the event. Information must flow Be visible Schedule breaks Coordinate media Ensure satisfaction Organize traffic flow Law enforcement Parking and weather Post signs directing spectators Alter signal lights Notify local residents and businesses Establish emergency routes

Steps for creating an event management plan (continued) Determine seating plan Train ushers Line up in advance for general admission seating Festival seating arrangements

Steps for creating an event management plan (continued) Determine alcohol policies Potential liability TIPS (Training for Intervention Procedures by Servers of alcohol) TEAM (Techniques for Effective Alcohol Management) Check ID’s and use wristbands Two beer limit per purchase 12oz. Services Eliminate sales at a set time Promote a DD program

Steps for creating an event management plan (continued) Develop crowd management plan Train staff Centralized communication network Emergency plan – disabled, intoxicated patrons, lost child, natural disasters

Steps for creating an event management plan (continued) 5. Reconcile expenses and revenues according to arranged contract. 6. Evaluate the event using the SWOT analysis. Strengths Weaknesses Opportunities Threats