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4.02 Discuss aspects of event management

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. Financial risks include: Unpredicted expenses

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4.02 Discuss aspects of event management

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  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. 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)

  4. 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 Explain components of an event (Continued)

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

  6. 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. • Example: The Charlotte Coliseum needs to host a Jennifer Lopez concert to make money. • Example: The Erwin-Belk Track facility wants to host a Multiple-Sclerosis fund-raiser to improve community relations. • Secure a facility.

  7. 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 • The facility receives 30% of revenues, and the promoter/entertainer receives 70%.

  8. 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

  9. 4. Stage the event. Information must flow between all event workers Be visible! Schedule breaks for workers Coordinate media efforts Ensure satisfaction by sponsors 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)

  10. 4. (continued) Determine seating plan Trained ushers and an effective crowd control plan will minimize problems for reserved seating areas. Spectators may line up in advance for general admission seating due to the first come, first served seating. For festival seating arrangements, there are no actual seats and the spectators must stand shoulder to shoulder in open floor spaces. Steps for creating an event management plan(continued)

  11. 4. (continued) Determine alcohol policies Potential liability TIPS (Training for Intervention Procedures by Servers of alcohol) an alcohol education program for servers, sellers and consumers of alcohol offered by Health Communications, Inc. TEAM (Techniques for Effective Alcohol Management) The TEAM coalition mission is to “Provide effective alcohol service training in public assembly facilities and promote responsible alcohol consumption that enhances the entertainment experience while reducing alcohol-related instances both in facilities and on surrounding roadways.” Check ID’s and use wristbands Two beer limit per purchase 12oz. Servings Eliminate sales at a set time Promote a DD program Steps for creating an event management plan(continued)

  12. 4. (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)

  13. 5. Reconcile expenses and revenues according to arranged contract. 6. Evaluate the event using the SWOT analysis. Strengths (positives) No traffic accidents due to advanced planning Weaknesses (negatives) Food & beverage ran out of ice Opportunities (changes for unexpected, favorable outcomes) A columnist attends a play and writes a favorable review. Threats (external) Competition, poor publicity, natural disasters, economic downturns, poor crowd behavior Steps for creating an event management plan(continued)

  14. First Impression is EVERYTHING! • Event Managers get one opportunity prove they are capable of running a special event, and they must do everything possible to maximize the enjoyment for the audience, their staff, and themselves.

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