Event management:

Defined as the planning and management of an event, a project or activity Why Who When, Where How

Key Steps for Event Management 1. 2. 3. 4. 5. Develop the event concept. Determine the feasibility of the event. Event planning and preparation. Develop budget and monitor finances. Identify tasks and responsibilities.

Key Steps for Event Management 6. 7. 8. Prepare a Chart. Event marketing plan. Monitor event progress. 9. Event Delivery 10. Post Event 1. Development of Event Concept What is the event for? Who for which group of people? How will the event benefit participants? When and where will it be held? What could be barriers?

2. Determining the Feasibility of the Event What physical resources are available (facilities and equipment)? What are the costs (time, personnel, money)? How can any of the potential barriers be overcome? Is there sufficient time for planning?

3. Event Planning and Preparation Establish an Event Committee. Outline the responsibilities of each member their tasks, deadlines, reliance on other members for support. Set realistic dates, times and deadlines. Consult with stakeholders for inputs.

4. Develop budget and monitor finances. List all essential costs for the event. List all income that may be generated. Draw up a cash flow budget.

5. Identify Tasks and Responsibilities Event tasks must be identified, individuals in the committee appointed to each task. 6. Prepare a Chart The chart should outline the projects timelines and the people responsible for tasks (to track progress). 7. Event Marketing Plan Publicity Promotion and advertising Sponsorship 8. Monitor event progress. Monitor the teams progress against milestones.

Regularly meet for progress report 9. Event Delivery Clear understanding of each members responsibilities.

Script sheet for the day distributed to all involved. Keep records of all activities 10. Post Event Feedback from participants. Thank and recognize all involved.

Debriefing session Event report Record keeping Possible Troublespots

Not appointing a Coordinator. Not maintaining accurate written records. Not monitoring progress closely.

Allowing insufficient planning time. Failing to communicate and coordinate fully with committee members. Insufficient Staff