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EVENT MANAGEMENT : LU 5

EVENT MANAGEMENT : LU 5. Know the Meeting & Conference Industry in RSA Meeting & Events Terminology PCO? Event Order/Function Sheet Event Budget Legal obligations & Events The Event Contract. LEARNING OUTCOMES. CSEP CMP PCO. Manual pg 82. Manual Case Study Pg 84.

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EVENT MANAGEMENT : LU 5

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  1. EVENT MANAGEMENT : LU 5

  2. Know the Meeting & Conference Industry in RSA • Meeting & Events Terminology • PCO? • Event Order/Function Sheet • Event Budget • Legal obligations & Events • The Event Contract LEARNING OUTCOMES

  3. CSEP CMP PCO Manual pg 82..

  4. Manual Case Study Pg 84 • Assembly of people for the purpose of exchanging information, debate or discussion, consensus or decisions, education & relationship building. • Conference / Conventions / Congress / Colloquium / Forum / Symposium / Seminar / Workshops MEETINGS & CONVENTION EVENTS

  5. What is a PCO SAACI offers 3 graduated levels which are.. What role does a PCO fill? When do you use a PCO? Responsibilities/Duties of a PCO? Benefits of using a PCO? PCO – Manual Pg 85

  6. Detailed summary Of the event details That the event manager, banqueting/facility manager at the venue, kitchen team/caterers, decor specialist, technical team ALL NEED To be INFORMED • Update & Replace Constantly • Can act as booking/confirmation form as well EVENT ORDER / FUNCTION SHEET Example Pg 92

  7. Finalise to ensure event is feasible Learn to prioritize activities & expenses Use budget to track performance/implementation Force you to be Creative! Under Promise & Over Deliver EVENT BUDGET

  8. Types of budgets include : • Profit-orientated events • Break-even events • Loss leaders/Hosted events EVENT BUDGET continue..

  9. Budget elements: Income • Fixed income (start up budget/donation/sponsorship) • Variable income ( ticket sales/on the spot fund raising) Expenses • Fixed expenses (pay before event start/dj/decor/venue) • Variable expenses ( catering/thank you gifts – depends on attendee number) Items budgeted for & Break Even Point 10% contingency (buffer for emergency/unforeseen expenses) 14% vat (quotes include or exclude tax? DOUBLE CHECK) Sub & Totals EVENT BUDGET continue.. Manual Pg 99 Principles of Budgeting

  10. Create your Own Budget : Page 110 EVENT BUDGET continue..

  11. LEGAL OBLIGATIONS AND REQUIREMENTS Occupational Health and Safety Act Safety at Sports and Recreation Bill Example: High-risk event = Helipad 20 000 people = mass casualty disaster vehicle 10 000 people = 1 ambulance 20 000 people = 1 doctor

  12. To the Manual.. Page 102 – SANS Page 103 – Legislations & Regulations Page 104 – Permits & Licences Page 104 – Insurance Policies

  13. The Event Contract! Definition : The understanding and agreement between two or more parties regarding their mutual interests as specified in the agreement. Consider : Employees; Exhibitors; Venue; Vendors; Staging; Decor; Entertainment; DJ; Printing; Catering etc.. CRUCIAL : ELEMENTS OF CONTRACT PG 106 - 109

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