1. 4.02 Discuss aspects of event management

2. 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.

3. 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

4. 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

5. Necessary skills for an event manager
Teamwork
Motivate
Communication
Clear
Well-informed
Organization
Timeline
Delegate
Problem-solving
Flexible
Creative
Handle unexpected dilemmas

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

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

8. Steps for creating an event management plan (continued)
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

9. Steps for creating an event management plan (continued)
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

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

11. 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

12. 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

13. Steps for creating an event management plan (continued)
Reconcile expenses and revenues according to arranged contract.
Evaluate the event using the SWOT analysis.
Strengths
Weaknesses
Opportunities
Threats
Improve strengths
Maximize opportunities
Acknowledge weaknesses
Minimize risks
* There is one opportunity!