Event Management

Syed Choudhury

1

Every event has a multitude of stakeholders

Some with conflicting agendas

All of whom need to be considered and consulted

stakeholder consultation is king

Otherwise the event might be a failure

Summary Of Last Lecture

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Key Stakeholders

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Goldblatts Five Ws

Why is the event being held?

Who will be the stakeholders of the event?

When will the event be held?

Where will the event be staged?

What is the event content or product?

Event Conceptualisation

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The Planning Functions

The Overview

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Todays Lecture

Creates pathways to achieve objectives Key to know internal and external factors

Planning also: Identifies & Resolves Problems Generates Alternative Pathways Improves Employee Understanding & Motivation Clarifies Roles & Responsibilities Reduces Uncertainty

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What is Strategic Planning?

Over-planning & Obsession With Details

Viewing Plans As One-Off Activity

Seeing Plans as Conclusive

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Planning Pitfalls

New Events Broad Concept Discussion Feasibility Study Plan for Creation & Delivery

Pre-Existing Events (bidding) Preliminary Investigation Detailed Feasibility Study Prepare & Make Formal Bid Detailed Event Planning

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Strategic Planning for Events

9

Concept/Intent to Bid Feasibility Study Bid Preparation Decision to Proceed/Cease Establishing Event Organisation Structure Developing Strategic Plan Developing Event Plan

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Elements of Strategic Planning

New Events Consultation with major stakeholder groups

Type/form of event Duration Location/venue Timing Key programme element

Bidding Identify which events to bid for 11

In Detail - Concept/Intent to Bid

Consider: Budget Requirements Managerial Skills Needed Venue Capacity Host Community / Destination Area Impacts Volunteers, Sponsors & Supporting Services Attendance Levels & Infrastructure Requirements ...

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In Detail... Feasibility Study

Steps Include: Identifying Resources That Can Be Employed Developing Critical Path for Bid Prep & Presentation Developing an Understanding of Event (Host)

Organisation & Nature of Event Key Elements of Successful Past Bids Present Bid Lobby

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In Detail...Bid Preparation

Feasibility Study

Event (Host) Organisations Decision

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In Detail...Decision to Cease/Proceed

Simple Structure

Functional Structure

Programme Based Matrix Structures

Multi-Organisation Structures

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In Detail...Organisation Structure

Event Manager

Centralised Decision Making

Multi-Skilled Workers

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In Detail...Simple Structures

Departments Based on Skills

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In Detail...Functional Structures

Purpose, Vision and mission Goals and objectives Situational Analysis Strategy Options

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Strategic Planning

Event ManagementSummary Of Last LectureKey StakeholdersEvent ConceptualisationTodays LectureWhat is Strategic Planning?Planning PitfallsStrategic Planning for EventsSlide Number 9Elements of Strategic PlanningIn Detail - Concept/Intent to BidIn Detail... Feasibility Study In Detail...Bid PreparationIn Detail...Decision to Cease/ProceedIn Detail...Organisation StructureIn Detail...Simple StructuresIn Detail...Functional StructuresStrategic Planning