© jeannette allison march 2009 event management it’s not rocket science!
TRANSCRIPT
© Jeannette Allison March 2009
Event Management
It’s not rocket science!
© Jeannette Allison March 2009
Taking the fear out of organising
Successful events every time
So where do we start?
© Jeannette Allison March 2009
The event
What is the purpose of the event
What do you want to achieve
Who is your target audience.
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
The Venue
Where?
What type of venue?
When?
CARDINAL RULE – Never book a venue
without an inspection visit!
© Jeannette Allison March 2009
Venue checklist
Correct combination of rooms
Accompanying exhibition required
Obtain maximum capacity numbers
What style of seating is required
© Jeannette Allison March 2009
Venue checklist
Is a stage necessary – location
Does the main room have any obstructing pillars etc
Does the main room have aninduction loop system
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
Venue checklist
What audio visual equipment is
needed
Is there an adequate PA system
Is there good access for disabled
delegates.
© Jeannette Allison March 2009
Booking the venue
Meet with the conference co-ordinator
Obtain room hire rates – negotiable!
Conference venue – daily delegate rate
Check cancellation fees
Venue schedule.
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
Overnight accommodation
INSPECT all accommodation
Checklist
Check latest release dates without
incurring cancellation fees.
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
Sponsorship
Who to approach
Sponsorship packages
Level of publicity at event.
© Jeannette Allison March 2009
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 ___________________
© Jeannette Allison March 2009
Conference Programme
Decide whether preliminary or final
programme
What to include
CARDINAL RULE –
proof read thoroughly!
© Jeannette Allison March 2009
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.
© Jeannette Allison March 2009
Joining Instructions
3 weeks prior to event
Include Registration Card
Final materials and attendance list.
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
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!
© Jeannette Allison March 2009
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.
© Jeannette Allison March 2009
What organising nightmares have you experienced and in hindsight what would you have done differently?
© Jeannette Allison March 2009
Press Releases
Decide if you want to prepare one
Decide on target audience
How will it be distributed.
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
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.
© Jeannette Allison March 2009
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!
© Jeannette Allison March 2009
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
© Jeannette Allison March 2009
What could go wrong at your event and how would you deal with it?
© Jeannette Allison March 2009
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.
© Jeannette Allison March 2009
What health & safety issues affect the events you organise?
© Jeannette Allison March 2009
Need more help / training
Event Management –
ACE – Association of Conference
Executives
AEME – Association for Event
Management Education
© Jeannette Allison March 2009
Need more help / training
Risk Assessments –Health & Safety Executive
Press & Media Relations –The Press Association
© Jeannette Allison March 2009
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!
© Jeannette Allison March 2009
What have we learnt today?
Proof read everything
Never assume anything
Always be prepared!
© Jeannette Allison March 2009
Thank you and good luck with your event organising