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PLANNING AND MANAGING TRADE FAIR PARTICIPATION

PLANNING AND MANAGING TRADE FAIR PARTICIPATION. Kuldeep Sharma June 19,2012. Planning of an event:. Building blocks for planning of any event: Defining the Objective Building an Organizing Team Creating the Agenda Making the event budget Covering your costs Raising funds for your event

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PLANNING AND MANAGING TRADE FAIR PARTICIPATION

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  1. PLANNING AND MANAGING TRADE FAIR PARTICIPATION Kuldeep Sharma June 19,2012 Planning and Managing

  2. Planning of an event: Building blocks for planning of any event: • Defining the Objective • Building an Organizing Team • Creating the Agenda • Making the event budget • Covering your costs • Raising funds for your event • Promoting your event • Coordinating the media • Logistics Planning and Managing

  3. Defining the Objective • The first step to planning of an event is to define the objective • An objective is a goal and objectives should be SMART: Specific, Measurable, Attainable, Realistic and Time-bound • Some possible goals include: -Raising awareness -Raising Money -Moving an idea or activity forward -Generating energy for further events -To reach a specific no. of participants -To achieve coverage in the media Planning and Managing

  4. SMART GOALS Planning and Managing

  5. Building an Organizing Team: • An Organizing team is a group of individuals that supports the goals of an event and assists with its planning and execution Two important things that should be done in building good organizing teams (a) Working as a team and defining the terms on how the team should cooperate (b) Task Allocation Planning and Managing

  6. Creating the Agenda: • Deciding how to allocate time during the event forms the core of creating an agenda with proper attention to event’s objectives Some Important things to consider: (a)Activities within the event (b)Allocating time (c)Staffing the event (d)Setting the date Planning and Managing

  7. Making the event Budget: • When we are making the budget we should always look at the money we spend (expenditure) and at the money we get (revenues) Sample: Planning and Managing

  8. Covering the costs: • Some of the methods used by organizers to cover the costs: (a) In-kind contributions (b)Donations, Contributions and Grants (c) Cut costs through technical assistance etc • Major contributors: Foundations, Embassies, Development Agencies, Businesses and Individuals Planning and Managing

  9. Raising funds for the event: You may not intend to make an income, but if you do , here are a few ideas: (a)Participation Fees: -How much will participants realistically pay to attend? - The price of attendance at similar events (b)Product Sales: - Another way is to sell goods at the event Planning and Managing

  10. Promoting the Event: • What’s one thing that you need absolutely for a successful event? Participants! • Here are some ways to draw participants for the event. They are: A. Invitations: face-to-face, over the telephone, e-mail, or in regular postal mail B. Handout public leaflets wherever you can C. Publicizing the event: in local newspapers or newsletters, with posters or flyers, on the radio, in community centers, schools, D. Announcing the event during other events: at meetings, concerts, lectures, and other public gatherings etc Planning and Managing

  11. Coordinating the Media: • It’s a great way to let people know about our organization and what you are doing • Ways to use the Media: -Issue a press release -Call into radio shows and talk about your event -Buy Advertisements on the radio, TV and in newspapers -Write an article on your event and publish it on the internet Planning and Managing

  12. Logistics: • Logistics are the details that make the event happen • Logistics are divided into these basic categories: -Agenda - Venue -Inviting Speakers and Facilitators -Props -materials - Meals and Refreshments -Responding to Queries and confirming attendance -Registration -Lodging -Transportation -Documenting your event Planning and Managing

  13. HOW TO MANAGE FINANCING OF AN EVENT Planning and Managing

  14. Exercise • Identify relevant cost heads for organizing a • Awareness Workshop • Trade Mission in a foreign country • Capacity building program Planning and Managing

  15. Budget and Cost Estimates for organizing IPR Awareness Programme Planning and Managing

  16. (Contd..) Planning and Managing

  17. Budget for Trade Mission on Innovation and Technology Planning and Managing

  18. Budget for Awareness workshop on Quality Planning and Managing

  19. (Contd..) Planning and Managing

  20. Expenditure for capacity building workshop/symposium/seminar Planning and Managing

  21. (Contd..) Planning and Managing

  22. APPENDIX 1:CHECKLIST FOR PLANNING FOR YOUR EVENT • Have You -Decided on the objectives of your event? -Decided what kind of event you want to have? -Decide if you will organize the event on your own or with your team? • If You decide on organizing as part of the team, have you -Found other people who will organize the event with you? -Divided up the tasks that need to be accomplished? Planning and Managing

  23. (Contd..) • In Your list of tasks to be completed, have you included -Setting a date for your event? -Picking a venue? -Setting a time? • Have You -Made a budget? -Made a plan for obtaining friends? -Secured your venue? -Created a plan for promoting your event? -Created promotional materials? Planning and Managing

  24. (Contd..) - Set an Agenda? -Invited Speakers? -Invited Participants? -Make sure your venue caters to people with disabilities? -Organized transportation, if necessary? -Ordered the food and organized the meals? -Arranged for translation if necessary? -Arranged for childcare if necessary? - Created a map to your venue or given directions? Planning and Managing

  25. APPENDIX 2: CHECKLIST FOR EXECUTING YOUR EVENT • Have You -Made sure everything is ready -The welcome packs? -The food? -The props that the speakers will need? -Made a back up plan, just in case? • Is someone? -Welcoming the guests, speakers, participants, media? -Registering the participants and giving them their welcome packs? -Staffing the event, facilitating the meeting, introducing the speakers? -Making sure the venue stays clean and neat? Planning and Managing

  26. (Contd..) -Staying at the registration desk during the entire event to give assistance? -Coordinating the media and making sure the journalists have what they need? -Documenting the event? -Passing out the evaluation forms? -Collecting the evaluation forms? Planning and Managing

  27. APPENDIX 3:CHECKLIST FOR AFTER THE EVENT • Are you -Reflecting on and assessing your event? -Reading your evaluation forms? -Writing thank you letters to your speakers, the media, your funders etc? -Creating and delivering post-event materials? • Will You -Think ahead about how you pursue connections made and ideas generated during this event? -Think about how you can organize an even better event next time? Planning and Managing

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