© Jeannette Allison March 2009 Event Management It’s not rocket science!

© Jeannette Allison March 2009

Event Management

It’s not rocket science!


Taking the fear out of organising

Successful events every time

So where do we start?


The event

What is the purpose of the event

What do you want to achieve

Who is your target audience.


Event timetable

Make a checklist

Include dates for completion of task.

Event timetable/checklist NACO Annual Conference 2009

Organising Committee Mtg March 2008 Venue inspection visit March 2008 Accommodation inspection March 2008 Book Venue April Book Accommodation April Organising Committee Mtg May Invite speakers/guests May Prepare Budget May Budget approved Prepare Conference Programme & Registration Form

Book entertainment Book photographer Programme & Reg Form to Printers

August

Mailshot Conference Programme September Return date: Registration Forms (6 wks prior)

2nd wk January

Prepare joining instructions Prepare final Programme Final Programme to printers Mail joining instructions (3 wks prior) with attendance list

1st wk February

Printing of speakers name boards

Prepare table plans etc Press Release Attend event 5/6 March


The Venue

Where?

What type of venue?

When?

CARDINAL RULE – Never book a venue

without an inspection visit!


Venue checklist

Correct combination of rooms

Accompanying exhibition required

Obtain maximum capacity numbers

What style of seating is required


Venue checklist

Is a stage necessary – location

Does the main room have any obstructing pillars etc

Does the main room have aninduction loop system


Venue checklist

Is there natural light/will the room blackout

How noisy is the heating/air con

Does the venue have a dedicated

co-ordinator who can assist with

arrangements


Venue checklist

What audio visual equipment is

needed

Is there an adequate PA system

Is there good access for disabled

delegates.


Booking the venue

Meet with the conference co-ordinator

Obtain room hire rates – negotiable!

Conference venue – daily delegate rate

Check cancellation fees

Venue schedule.


Overnight accommodation

If accommodation needed, is it important

for all delegates to remain in one location

If using several hotels, is travel to main

venue required

Single or twin rooms


Overnight accommodation

INSPECT all accommodation

Checklist

Check latest release dates without

incurring cancellation fees.


The budget

Anticipated number of delegates

Is the event to break-even or profit desired

Is sponsorship to be sought

Always allow a ‘contingency’

Be REALISTIC.

Anticipated No. of delegates 100

Projected £

Actual £

General Event: Printing

Preliminary Programme & Reg Form

Conference Programme Menu cards Speakers name boards

£250.00 £500.00 £60.00 £45.00

Stationery Name badges Delegate Wallets

£80.00 £150.00

Entertainment After dinner Band Caricature Artist

£500.00 £100.00

Photographer £95.00 Flowers £150.00 Speakers’ expenses

Fees Travel Overnight accom

£1,200.00 £450.00 £720.00

Audio visual hire £780.00 Conference Office expenses (travel, accommodation & catering)

£550.00

Total General £5,630.00 Contingency 15% £844.50 TOTAL GENERAL £6,474.50

Projected £

Actual £

INDIVIDUAL DELEGATE COSTS: Daily delegate rate x 2 days @ £32.00

£6,400.00

Drinks reception & Gala dinner @ £45.00

£4,500.00

Overnight accommodation Single room @ £85.00

£8,500.00

TOTAL DELEGATE

£19,400.00

TOTAL GENERAL £6,474.50

TOTAL £25,874.50 Based on 100 delegates £258.74


Sponsorship

Who to approach

Sponsorship packages

Level of publicity at event.


Invitation to speakers/official guests

Seek commitment as soon as possible

Are speakers’ fees/expenses payable

Send ADV form.

SPEAKERS’ ADV FORM - Return by (date) Full Name ___________________________________________ Title Mr/Mrs/Ms _______ Company/organisation ______________________________________________________ Address _________________________________________________________________ Tel: Office ________________ Mobile _______________ E:mail_____________________ Title of your talk ___________________________________________________

Brief synopsis (please provide a brief synopsis of your talk for publication) ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ Biographical details (please provide a brief biography for publication) Audio Visual Equipment (please indicate your requirements) Interactive whiteboard Multimedia projector Standard whiteboard DVD player OHP Projector Flipchart Other equipment?

Signed _______________________________ Date ___________________


Conference Programme

Decide whether preliminary or final

programme

What to include

CARDINAL RULE –

proof read thoroughly!


Registration Form

Include to whom the form is to be returned to

with contact information

Include the closing date for receipt – 6 weeks

prior to event

Include request for special requirements –

dietary/disabled access/help in an emergency.


Joining Instructions

3 weeks prior to event

Include Registration Card

Final materials and attendance list.


Organising an Exhibition

As with Conferences, establish objectives of exhibition and identify exhibitors

If alongside conference, ensure tea/coffee/lunch and/or other events are integrated into the exhibition space

Follow up initial mailshot withtelesales call


Organising an Exhibition

Produce an Exhibitors manual for hire of shell extras, furniture, flowers etc

Always produce an Exhibitors showguide

Always tie-in exhibition arrangements within conference programme

Complete a Risk Assessment


At the event

Arrive at least the day before

Meet key organising personnel

Establish first aid contact

Complete final risk assessment

Ensure registration desk in prime location

If something goes wrong:

DON’T PANIC!


Assessing failure or success

Evaluation form

At the event or sent out separately.

EVALUATION FORM Your feedback is essential to monitor the effectiveness of our events.

Name: Company:

Conference: Workshop(s) attended:

WorkshopEvent:

How would you rate the content and relevance of today’s Conference? (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Comments:

Score

...

What could be done, if anything, to improve the quality of today’s workshop? (consider timing and duration, location and environment) How would you rate your Workshop Leader in the following key areas?

(Excellent = 4 Very Good =3 Good = 2 Poor = 1) Made you feel comfortable and at ease Communicated well and provided clear and concise instructions Encouraged questions and feedback Knowledgeable about subject matter

Score

...

...

...

...

How would you rate the Conference materials in terms of: (Excellent = 4 Very Good =3 Good = 2 Poor = 1)

Quality

Suitability as post-event support

...

...

Have your personal objectives for attending this event been met? (Yes = 3 Mostly = 2 No = 1) If not, why not?

Thank you for completing this form.


What organising nightmares have you experienced and in hindsight what would you have done differently?


Press Releases

Decide if you want to prepare one

Decide on target audience

How will it be distributed.


How to write a press release

Keep it short & sweet – max 2xA4 sides

Decide for immediate release or to be

embargoed

Must include the 5 ‘W’s – who, what,

when, where, why and then how.

PRESS RELEASE TEMPLATE (logo) PRESS RELEASE Issued: (date) For Immediate Release OR Embargoed Until: (date/time) TITLE (make it brief and attention grabbing) The first paragraph should be a summary of the story – including Who, What, When, Where. Expand on the details in the next paragraph using Why and How. Remember: the journalist will want to know what is unique or new about the story and why it will appeal to their readers. Then back up your claims with facts and statistics. Follow up your story with quotes in italics, if required. This will bring the story to life. Finish off with details such as dates, times, prices and how to contact you.

## Ends ##

Notes to editors

1. Tell the editor who to contact for more information – incl. mobile, landline and e:mail

2. Also include short background information on your organisation 3. Include company name, fax number, e:mail and website info 4. Include opening hours, prices, venues, dates as appropriate 5. You should also state whether you have photos available


Dealing with media interest

If the media are interested in your story, they will

contact you as organiser first

Always protect your guest/speaker

Check with him/her to see if they are happy to give

an interview

Schedule with journalist at a

convenient time.


Risk Assessments

The safety of your delegates/guests is paramount

– reason enough to prepare one!

It’s a careful examination of what could cause

harm to people, allowing you to assess if you have

taken enough precautions or should do more to

prevent harm.

Its being prepared!


Preparing a Risk Assessment

The 5 steps are:

Identify the hazard

Decide who might be harmed

Evaluate risks & decide on precaution

Record your findings

Review assessment & update if

necessary


What could go wrong at your event and how would you deal with it?


Health & Safety Issues

Knowing your delegates/guests

Having access to venue first aider or consider

your own training

Knowing the venue emergency evacuation

procedure & alarm

Consider making a ‘formal’ announcement at the

opening of your event.


What health & safety issues affect the events you organise?


Need more help / training

Event Management –

ACE – Association of Conference

Executives

AEME – Association for Event

Management Education


Need more help / training

Risk Assessments –Health & Safety Executive

Press & Media Relations –The Press Association


What have we learnt today?

In short –

Never underestimate the task ahead

Plan, plan, plan

Maintain good effective working

relationships – you can’t do it alone!


What have we learnt today?

Proof read everything

Never assume anything

Always be prepared!


Thank you and good luck with your event organising

Documents

© Jeannette Allison March 2009 Event Management It’s not rocket science!