Event PlanningAre you mad?

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Who’s this guy?

• UL Lifesaving Club• UL Clubs & Socs Executive• UL Ents Crew & Events

– a few years back. . .

• Events & Marketing Manager, DIT Students’ Union for 5+ years

– up to a couple of years ago

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Ya? What else?

• Irish Safety Institute– Witnness / Oxegen / EP / Slane / Phoenix Park– College events– Europa Cup Final 2011– London Olympics 2012– Team Ireland Homecoming / Eucharistic Congress / Fleet Expo

• Cuckoo Events– Event Management / Event Production / Event Safety /

PaintGlow / Foam Parties / Themed Events – Gathering 2013 / Charity Events– Upcoming events. . .

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Image credit www.rickwhitter.com

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Ideas / Concept Generation

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Image credit UNKNOWN

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Event Planning - where to start?

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

So what’s in an Event Plan?

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Safety Policy

General Event info

Structures & Facilities

Crowd Management

Venue Medical Plan

Fire Safety Traffic / Transport Plan

Emergency Procedures Cancellation Policy

Controls & Comms

Environmental

Tests & Inspections

Appendices

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Post Event

Evaluation Feedback

ImplementationRunning the event Production management

Organising the EventEvent preparation Stakeholder liaison Build

Detailed PlanningBudget Logistics Running Order Production schedule

Draft Outline PlanStakeholders Date & Venue Permissions Staff Costs

ObjectivesGoals Proposal Team

Planning Flowchart

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

What’s the one element that is

DEFINITELY involved in any event?

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Image credit vargiu.com.au

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Risk Assessments

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Why put ourselves through it?

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Smiley faces!

Happy people!

Fada, Gamesmaker,London Olympics 2012

Image credit aidan-kelly.com

Image credit guardian.co.uk

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Running the Event

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Review

• HONEST review is key• Involve ALL stakeholders• Take the bad with the good• Review as soon after event as possible• Actually USE the review to inform future

events

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Top Tips

• You can NOT start planning EARLY ENOUGH• Use a schedule • Add 20% miscellaneous to budget• Supplier relationships are KEY• Have done some work on the event BEFORE

talking to suppliers• Review

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

The Toppest Tip

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TEAMWORK

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Stuff

• Risk Assessment Matrix• Events Scheduling Doc• Sample Event Planning Guidelines Doc

contents• Simple Event Planning Flowchart• Sample Event Plan Contents x 2• Presentation

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Image credit justdwl.net

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Mark BreenP: 01 6401575M: 086 823 3377E: mark@cuckoo.ie

Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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