PLANNING AND MANAGING(ADMINISTRATION AND FINANCE) OF AN EVENT

PLANNING AND MANAGING TRADE FAIR PARTICIPATIONKuldeep SharmaJune 19,2012Planning and Managing1Planning of an event:Building blocks for planning of any event:

Defining the ObjectiveBuilding an Organizing TeamCreating the AgendaMaking the event budgetCovering your costsRaising funds for your eventPromoting your eventCoordinating the mediaLogistics

Planning and Managing2Defining the ObjectiveThe first step to planning of an event is to define the objectiveAn objective is a goal and objectives should be SMART: Specific, Measurable, Attainable, Realistic and Time-boundSome 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 Managing3SMART GOALS

Planning and Managing4Building 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 Managing5Creating the Agenda:Deciding how to allocate time during the event forms the core of creating an agenda with proper attention to events objectives Some Important things to consider: (a)Activities within the event (b)Allocating time (c)Staffing the event (d)Setting the datePlanning and Managing6Making 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: ExpendituresRevenuesVenueEntrance FeesCatering SponsorshipsPromotionsContributionsMaterialsGrantsSubsidizing ParticipantsPresenters etcPlanning and Managing7Covering 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 Managing8Raising 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 Managing9Promoting the Event:Whats 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 etcPlanning and Managing10Coordinating the Media:Its 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 Managing11Logistics:Logistics are the details that make the event happenLogistics 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 eventPlanning and Managing12 HOW TO MANAGE FINANCING OF AN EVENT Planning and Managing13ExerciseIdentify relevant cost heads for organizing aAwareness WorkshopTrade Mission in a foreign countryCapacity building program

Planning and Managing14Budget and Cost Estimates for organizing IPR Awareness ProgrammeS.NO.PARTICULARSCOST AS % OF TOTAL AMOUNT1Honorarium for Two Guest Faculty including TA/DA27.22Rental Charges for Venue18.13Travel Expenses13.64Food and other Refreshments11.35Banner/Backdrop2.26Stationery2.27Course Material4.58Printing & Photography Charges2.79Photographer1.410Name Boards0.9Planning and Managing15(Contd..)S.NO.PARTICULARSCOST AS % OF TOTAL AMOUNT11Audio, Video and LCD Projector5.412Telephone/Fax1.813Postage and Courier1.814Publicity Charges4.515Local Transport Charges1.816TOTAL EXP. FOR THE PROGRAMME10017Contribution of MSMEs10%18Financial Assistance from Donors, Contributors and Grants90%Planning and Managing16Budget for Trade Mission on Innovation and TechnologyS.NOPARTICULARSCOSTCOST AS % OF TOTAL AMOUNT1TRAVEL COST-AIR FARE FOR 22 MEMBERS48.02ACCOMMODATION CHARGES FOR 22 MEMBERS32.03LOCAL TRANSPORT2.54BANQUET CHARGES (VENUE, LUNCH, BACKDROP ETC)9.35PUBLICITY/PRINTING FOR 20 COMPANIES 2.36FACILITATION CHARGES (SERVICE PROVIDER IN HOST COUNTRY)5.57ADMINISTRATIVE EXPENSES (FAX, COURIER ETC)0.6TOTAL100 %Planning and Managing Budget for Awareness workshop on QualityS.NOPARTICULARSCOST AS % OF TOTAL AMOUNT1FACULTY FEES25.02ACCOMMODATION COST3.33TRAVELLING COST9.94WORKSHOP EXPENSES(A) FOOD EXPENSES16.5(B) PHOTOGRAPHER0.8(C) POSTAGE AND COURIER1.6(D) BOUQUET0.8(E) AUDIO VISUAL2.0(F) BANNER0.8(G) TELEPHONE/FAX1.6Planning and Managing18(Contd..)S.NoPARTICULARSCOST AS % OF TOTAL AMOUNT(H) HALL DECORATION0.8(I) TRAINING MATERIAL7.4(J) STATIONERY0.8(K) HALL CHARGES4.1(L) LOCAL CONVEYANCE1.6(M) PRINTING & PHOTOCOPY2.4SUBTOTAL41.95ADMIN COST (STAFF& PROGRAMME MKTG.)20.0GRAND TOTAL100 CONTRIBUTION FROM MSMEs38.17FINANCIAL ASSIATANCE61.82Planning and Managing19Expenditure for capacity building workshop/symposium/seminarS.NOELIGIBLE ITEMSCOST AS % OF TOTAL AMOUNT 1VENUE CHARGES55.0(i) HIRING/RENT CHARGES(ii)AUDIO VISUAL EQUIPMENT CHARGES(iii) INTERIOR DECORATION(iv) FOOD & BEVERAGES (v) HOTEL CHARGES(vi) COMMUNICATION EXPENSES2TRANSPORTATION18.0(i) TRAVEL EXPENSES(ii) TRANSPORT EXPENSES & VEHICLE HIRE CHARGESPlanning and Managing20(Contd..)S.NOELIGIBLE ITEMSCOST AS % OF TOTAL AMOUNT3PUBLICITY/ADVERTISEMENT/CATALOGUES11.2(i) ADVERTISEMENT/PUBLICITY EXPENSES(ii) CATALOGUE PRINTING CHARGES4RESOURCE PERSONS9.0FEE(ii) TRAVEL & TRANSPORT EXPENSES(iii) BOARDING & LODGING CHARGES5INDEPENDENT EVALUATOR6.7TOTAL100Planning and Managing21APPENDIX 1:CHECKLIST FOR PLANNING FOR YOUR EVENTHave 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 Managing22(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 Managing23(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 Managing24APPENDIX 2: CHECKLIST FOR EXECUTING YOUR EVENTHave 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 Managing25(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 Managing26APPENDIX 3:CHECKLIST FOR AFTER THE EVENTAre 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 Managing27