Corporate Event Planning Services in Australia

1. Presented by: Adam King Eventpod Pvt.Ltd Sydney Office: Level 1, 100 Clarence Street, Sydney, NSW 2000, Australia Contact no. :+61 (0)2 8296 5890 Email: info@eventpod.com.au http://eventpod.com.au/

2. Concerts Trade Shows/ Fairs Executive Retreat Product Launches Team Building Golf Events Meetings Seminars Press Conferences Business Dinners Annual Dinner Theme Parties Incentive Travel Opening Ceremonies Board Meetings Shareholder Meetings/ AGM Conferences Networking Events

3. Application of the management practice of project management to the creation and development of festivals and events.

4. To bring all factors together to produce a workable event

5. Advisor Chairman Event Planner

7. A person who plans and executes the event Event managers and their teams are often behind-the-scenes running the event.

8. Devising the Event Concept Identifying the target audience Marketing and Communication Negotiation Client Service Budgeting Scriptwriting Booking Venue Logistics Audio-visual production

10. Feasibility study – select an event • Objective • Concept development - timing, skills • Contextual factors – budget, legal/ regulatory, economic, social, political, technological and environmental factors

11. Work breakdown structure (Gantt Chart) • Determine tasks in detail • List in correct sequence • Establish the timetable • Development of operational and contingency plans • Assessment of resource needs • Budgeting

12. What types of Planning? Venue (Room Layout, registration area, catering, signs, stores, transportation) Audio Visual Program Marketing

13. Schedules • Checklists • People Management

14. Setting benchmarks/ standards • Tools

15. Key Task • Integration of shutdown into key event tasks

16. WHY – defining the purpose of the event • WHO – key markets, stakeholders • WHERE – location/ venue • WHEN – timing/ duration • WHAT – type/ form of the event, scale, key program and creative elements and theme

17. Proposal Budget Venue/Site selection and design Production Schedule Speaker & Supplier Checklist Sponsorship F & B Menu Guest List Risk Management Marketing Promotion

18. Evaluation • Shutdown and Reporting

19. A plan or suggestion put forward for consideration or discussion by others.

20. Executive Summary • Contents Sheet • - Major section headings + details of any attachments • 3. Introduction • - Your approach • The Concept • - Description including broad outline timings for the actual show • - Include floor/ site plan to assist understanding (detailed plans are • in the Planning section or as attachments) • - Include artist’s impressions if they add to understanding

21. Indentify Expenditure • Food & Beverage • Administration • Wages & salaries • Venue • Lighting, sound & visual • Staging • Graphic design • Printing • Decoration • Entertainment • Marketing & Promotion Indentify Income Ticket sales Sponsorship Merchandising Advertising In-kind

22. Guidelines for Selection Availability Size of the event Layout and suitability Stage, field of play or performance area Transport and parking Proximity to accommodation Services available e.g. F&B Technical support e.g. PA system, projector Cost

23. What is to happen When will it happen Where will it happen Who is responsible Gantt Charts/ Production Schedule

24. Speaker Checklist Send invitation Get writing confirmation Biodata and photograph Slide presentation Accommodation & Transportation Arrangement

25. Supplier Checklist List of suppliers List of requirements from every supplier List of their roles and date to set up i.e. audio and visual – projector, notebook, PA system, microphone, cable i.e. photography – how many photographer you need, location of the photographer

26. Why should companies sponsor? Gain access to target markets for promotional messages Generate consumer awareness – used to introduce or build a brand Positioning/repositioning of the existing service/ product Exclusivity – to lock out their competitors Demonstrate product attributes

27. Your stakeholders (members, participants) are likely to approve of commercial sponsorship Your event has rights/ benefits of value to a potential sponsor, e.g. access to target markets You have the human resources to sell and service sponsors, e.g. a good sales person There are businesses/ organizations that you would be advised not to seek sponsorship from

28. Overview of the event including mission/ goals, history, location, current and past sponsors, program duration, staff, past or anticipated level and predicted attendee profile Sponsorship package on offer and its cost. This might range from naming rights or sole sponsorship to designated sponsorship categories Strategic fit between the event and the needs of the organization Duration of agreement, e.g. agreement for one year, optional for 3 years renewal Contact details

29. Who has sponsored the event recently? Research the sponsors of similar competitor events – who is in the market? Examine what particular companies or products have a fit with your event

30. Identify the decision maker in the company that you are approaching Try to obtain a personal interview to discuss the sponsorship Sell opportunities (access to target market, capacity to meet with specific VIP’s) Provide a benefit package (competitively priced) that will meet some of their marketing needs Be creative in the form that your sponsorship proposal takes Interact with potential sponsors in a professional way

31. Make sure that you keep in regular contact with your sponsor – manage the relationship Discuss and agree with your sponsor on clear objectives and agreement Reports achievements as part of negotiating for renewal of the sponsorship

32. Check and compare the menu Food Tasting Confirm the menu

33. Prepare the Guest List Send Invitation Confirm the attendance

34. Is a way of helping you to identify and resolve the risks that could result in accidents, injury or damage.

35. Risk Management Process Identify Risks Analyse & Evaluate the Risks Identify Options What can happen? How can it happen? Create an action plan Treat the Risks

36. Event Marketing is a matching process in which the event producer seeks to understand and meet the needs of their audience

37. Is a planning for a promotion Positioning Identify target market How attendees regard a specific event or other events of a similar nature

38. Marketing Strategy Identify Target Market Set Objective Segmenting Event Markets Exhibitors Participants No. of Participants Gross & Net Profit Geographic: Local Regional international • Demographic: • Age • Sex • income • Socio-economic: • Education • occupation Other: Topic Price

39. Promotion • Direct/ electronic marketing e.g. direct mail, electronic newsletters, web advertising, mobile phone – sms blast • Advertising e.g. media releases, media kits, live media crosses (media sponsor) • Sales Promotion e.g. cross promotions with sponsors • Others e.g. partnerships with media/ other events

40. Place (Distribution) • Direct e.g. through phone, internet • Indirect e.g. distribution through associations, banks, telecommunications service centers, flyer distributors etc

41. Create or increase awareness of the event • Create or enhance a positive image of the event • Position the event relative to its competitors • Inform target market(s) of the event • Generate demand for the event • Remind target markets of the event details

42. Promotion Advertising Publicity Sales Promotion Direct Marketing Personal Selling

43. Running Sheet must state the following: • What is to happen • When will it happen • Where will it happen • Who is responsible

44. Logistic Checklist - Transportation, Stock, Layout, Furniture Contacts Checklist – Guests, VIPs, Vendors, Liaison Officers, Speakers, Participants, Public Authorities

45. Why Evaluate Events? • To determine the success of the event in relation to its objectives • To enable feedback and improvement • To report to stakeholders • To ensure the future and reputation of the event • To contribute to overall data on events

47. Profile of attendees – age, organization, occupation, whether they came individually or in groups • Transport or parking statistic • Their expectations and satisfaction levels • Their suggestions for improvement • How they heard about the event – this is important for your future marketing strategy planning

48. Shutdown should be planned as carefully as other stages of an events • The majority of accidents and thefts occur in the shutdown phase of an event • Checklists should be prepared for each shutdown area • Shutdown activities normally take place in reverse order to bump-in and set up

49. Arrange storage or disposal of all event signage, props and equipments • Settle all the payments and prepare an actual account • Prepare a full report on the event outcomes and report to all key stakeholders and media on the outcomes and achievements of the event • Make recommendations for future refinements and improvements to the event

50. Provides high quality services. • Give proper attention to every client. • Taking care of every necessities of attendees. • Excellent facilities like luxurious rooms with perfect dining. • Corporate event planners organize the event as per the budget of the client.