event mnagement

15 September 2012

Event manageme

ntbudget

uncertaintiesinsurance

against risksH. Kaneez Fatima

fatima@ingrope.com

15 September 2012

Event managementWhat is an event?:• conference, symposium• hands-on training• marketing exhibition• sports competition• many others ...

Rudyard Kipling's poem:I Keep Six Honest Serving Men:

"I keep six honest serving-men(They taught me all I knew);Their names are

What and Why and When And How and Where and Who"

15 September 2012

Budget: conference venue• Day rate per person all-in

• Hire venue at fixed costs, and either pay lower day-rate to cover refreshments

• perhaps with teas/coffees required leave delegates to find own

refreshments

• Access arrangements disabled persons exhibition materials

15 September 2012

Budget: conference speakers• speakers pay full registration fee

include their accommodation? include travel and subsistence costs?

• generates goodwill and eases speakers load

• speakers pay (reduced) registration fee• speakers attend free

the latter two require higher registration fees from non-speaking delegates

15 September 2012

Conference: delegates•Poster papers

often used to gain additional delegates

•Access for disabled persons•Special dietary requirements

vegetarian, vegan, halal, etc

15 September 2012

Budget: marketing and media• advertising

TV, radio, journals, magazines specialised mailing lists e-discussion lists SMS/MMS telecommunications

• media flyers, brochures etc

• design costs• printing costs• mailing costs

15 September 2012

Budget: other costs• administration• personnel on-the-day• travel (to view venue in advance)• audio-visual aids and technician

... and other income• sponsorship• “flyers” in the delegate pack15 September 2012

Budgets• “Annual income twenty pounds,

annual expenditure nineteen pounds nineteen shillings and sixpence,[£19.97½p] result happiness.

Annual income twenty pounds,annual expenditure twenty pounds and sixpence, [£20.2½p] result misery”.

15 September 2012

Continue or cancel?

• cancellation may incur: lost deposits on venues refunds of any prepayments speakers spending in anticipation of

event “all that effort for nothing”

• continuation may result in: negative budget “loss leader” informing future events loss of reputation,

if delegate expectations not realised15 September 2012

Other types of events• Broadly the same considerations• outdoors may also need

formal permission to use public space fenced area accessible only to ticket

holders security to ensure no freeloaders public address systems first-aid provision independent caterers

15 September 2012