Chapter 2 Managing Events

Section 2 Operations (How to get Started?)

Prepared By: AY Clores, HRTM 195
Instructor
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There are no off the peg
organizational
structures that can be employed to
deliver
events. Each event is as individual
as the
objectives it aims to achieve and
the
people that deliver it.
Chapter Objectives:
Discuss the following concepts in management
and cite a situation where you apply them:
Organizing
Planning
Motivating
Communicating
Creating
Controlling
Problem solving
Identify recruitment needs
Administer recruitment
and selection
Research and determine,
define needs for volunteer
involvement
Ensure positive
experience for volunteers
Assess performance of
teams
Provide feedback
Manage follow-up

WINTER
Template
People
involved in
organizing
an event
The following people involved in supporting event:-
Organizers
Sponsors
Partners
Clients
Supporting agencies
These people can either be an individual or a company .they either finances
the whole event or some of its part or provide some service at subsidized rate or
for free.
Organizers
An organizers finances maximum amt. of money in event. Therefore he has
maximum control over the event.
Sponsors
similarly, depending on the type of service financed sponsor can be a venue
sponsor ,gift sponsor, crown & jewellery sponsor, catering sponsor, banner
sponsor etc.
Partners
they generally provide services either at subsidized rates or for free like
media partners(which provide ad space), promotional partners(which do
publicity),logistic partners (which moves goods from one destination to other in
the most efficient manner)

Event
Manager
Local
Council
Police
Medical
Assistance
Traffic
Authorities
Fire
Department
Liquor
Licensing
Developing Organizational Charts
Management: Define

Getting things done through
effective people and efficient
processes.

Manager one who has the task
of creating a true whole that is
larger than the sum of its parts;
a productive entity that turns out
more than the sum of the
resources put into it.

(Drucker, P.)
The Event Team
> Fundraising/Sponsorship Manager
> Programme Manager
> Production Designer
> Information Assistants
> Artist/Participant Liaison
> Stage Management
> Production Crew
Runners
> Event Director
> Event Producer/Manager
> Production Manager
> Event Administrator
> Event Assistant
> Finance Assistant
Marketing Manager
Media Manager
Site/Venue Manager

Advisor
Finance
Sponsorship &
Fundraising
Manager
Marketing , Media &
Promotion Manager
Logistic/Production
Manager
Crew
Food & Beverage
Event Director
Event
Manager/Producer
Client Service
Marketing and Communication
Devising the Event Concept
Audio-visual production
Scriptwriting
Logistics
Budgeting
Negotiation
Booking Venue
Identifying the target audience




Event managers
and their
teams are
often behind-
the-scenes
running the
event.
Event coordinator :-
responsible for coordinating
with all event professional &
ensure business operation are
efficient and effective .


Information manager :-
He has following responsibilities
:-
a) He manages the
information acquired through
different sources.
b) he is responsible for the
documentation of all business
operation carried out pre event
,at event & post event.
c) he maintain data base of
service providers, delegates,
guests, organizers, clients
,sponsors, target audience
,media people & various govt.
officials

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4) Logistic manager:-

He has following responsibility:

a) responsible for custom clearances and other clearance.
b) responsible for warehousing of cargo
c) cargo insurance
d) he is expected to move goods & merchandise from one
destination to the other in most efficient manager.
e) he is responsible for procurement management and
resources management
f) he formulates , prepares & implement the risk mgmt plan( risk
related to logistic management like cargo theft etc)


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5) Infrastructure manager :-
He has following responsibility :-

a) He does procurement management & resource mgmt.
b) He is responsible for setting up & dismantling the infrastructure for
the whole event like :-
Construction of boundary walls , entrance & exit gates, driveways,
walkways, & parking lots.
Construction of AC / NON AC hangers / halls , seating arrangement , stage
design / setup etc.
Construction of green rooms , staff rooms , storage rooms, power rooms
etc.
c) He is responsible for setting up electricity , water & phone
connection.
d) He is responsible for conservancy (i.e. cleanliness)
Prepare staff Policies:
1. Work in a safe manner
2. Do not endanger the health
and safety of others
3. Report all accidents and
incidents.
4. Protect the confidentiality of
the organization and
sponsors
5. Do not say anything
derogatory about any aspect
of, or person involved in, the
event.
6. Refer media questions to the correct person
7. Look after equipment, uniforms, and other assets.
8. Act politely and courteously to spectators and team
members.
9. Use and abuse of alcohol or drugs while on duty is strictly
prohibited.
10. Act in a financially responsible manner
11. Follow reasonable instructions of supervisors and senior
event staff.
Assignment:
You have been asked to run a tourism destination promotional
forums. The aims are to raise the profile of your region as a
tourist destination; provide a platform for the public and private
sectors of the local tourism industry to gather, discuss and
address regional tourism issues, and assist in the expansion of
marketing networks and opportunities to promote local tourism
destinations and events.
The buyers and the sellers business session will enable
delegates to network and conduct business with high-level
government officials and representatives of the national and local
tourism organizations, as well as business entrepreneurs,
hotelier and travel agents/operators, and the media.
Break-out sessions at which all delegates will be invited to voice
their opinions will aim to generate ideas and solutions. Also on
the discussion table will be the issues such as standards, product
ranges, joint promotional efforts, and marketing opportunities and
strategies.

Assignment cont..
You are to invite:
Tourism representatives and tourism information officers
Investors and financiers seeking new opportunities and business
partners
Hoteliers, tour operators, ground transport providers and tourism
facility operators
Transport operators serving the area
Buyers and tourism suppliers
Media representatives

You have 2 major tasks:
DEVELOP: ORGANIZATIONAL CHART
DEVELOP YOUR OWN JOB DESCRIPTION AS TOURISM
FORUM EVENTS MANAGER

Thank You but..
Dont forget your
assignment..
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Event planning & role of event
planner



Initiation
Planning
Implementation
Control &
Monitoring
Shut
down
Evaluatio
n
Objective

Concept development - timing, skills

Contextual factors budget, legal/
regulatory, economic, social, political,
technological and environmental factors

Feasibility study select an event


1. Organizing
The process of


determining the special activities to be accomplished

gathering of these activities into relevant structures and

allocation of the achievement of objectives through these
activities to the appropriate groups or individual.

Initiation
Planning
Implementation
Control &
Monitoring
Shut
down
Evaluatio
n

2. Planning
The process of setting goals and deciding the
best approach to achieve them.
Work breakdown structure (Gantt Chart)
1. Determine tasks in detail
2. List in correct sequence
3. Establish the timetable
Development of operational and contingency plans
Assessment of resource needs
Budgeting
An event planner
needs to be able to manage their time wisely for the event, and the length
of preparation needed for each event so it is a success.
Steps to Planning an Event


1) The first step to planning an event is determining its
purpose, whether it is for a wedding, company, birthday, festival,
graduation or any other event requiring extensive planning.
2) From this the event planner needs to choose entertainment,
location, guest list, speakers, and content. The location for
events is endless, but with event planning they would likely be
held at hotels, convention centers, reception halls, or outdoors
depending on the event.
3) Once the location is set the coordinator/planner needs to prepare
the event with staff, set up the entertainment, and keep
contact with the client.
4) 4) After all this is set the event planner has all the smaller details
to address like set up of the event such as food, drinks, music,
guest list, budget, advertising and marketing, decorations, all this
preparation is what is needed for an event to run smoothly.

Initiation
Planning
Implementation
Control &
Monitoring
Shut
down
Evaluatio
n
Checklists

People Management

Schedules

Initiation
Planning
Implementation
Control &
Monitoring
Shut
down
Evaluatio
n
Tools

Setting benchmarks/ standards

Initiation
Planning
Implementation
Control &
Monitoring
Shut
down
Evaluatio
n
Integration of shutdown into key event tasks

Key Task

3. Motivating
In any demanding work situation, it is
important to keep the staff motivated and
interested.

Events demand an extraordinary commitment from
every individual concerned.




Public recognition
Small rewards
free meals,
snacks,
t-shirts
4. Communicating
Giving, receiving or exchange of
information so that the material
communicated is completely
understood.






5. Creating


The ability to produce an original idea or
thought through the use of imagination.

A good event manager should be equipped with
innovative thinking skills that will help create an
interesting event.




6. Controlling


Is monitoring the performance of systems and
resources.

Checks whether what is supposed to happen is
happening or is going to happen.




Four stages of effective
control:


1

Plan what you need to do
2
Measure what has been done
3
Compare achievements with the
blueprint
4
Take action to correct anything that is
not as it should be
Is important skill for people who
are working on events.

A positive, innovative thinker is
needed to solve them.

Problem Solving









Other Management
Concepts
Involves the assessment and
implementation of possible strategies.

In an event it is better to use
democratic decision making and
involve as many people as possible.

It is advisable to use the collective
knowledge of the group in order to
arrive at the correct decision.









Decision Making
Is the ability of an organized group of
people to work together.

Unity of purpose and cooperation are
necessary to attain success in event
management.









Team Building
Means giving people something to do
which they are capable of achieving.

Delegation is an important
management activity and is essential
to the success of any event.









Delegation

Is an interpersonal influence exercised
in situations and

directed through the communication
process towards the attainment of a
specific goal or goals.










Leadership

Is an assessment of the
performance,
strengths, and
weaknesses of the
personnel

in order to improve their work
and provide constructive
guidance.









Staff Appraisal and Training

1. Desirable training improves personal
skills such as decision making and
creativity.

2. Essential training make sure that
personnel are aware of legal
requirements such as health and
safety legislation and can perform
word processing and computing tasks.









There are types of training for
event staff:

Make it clear where the authority,
responsibility and power lie.

Every individual knows where he/she
stands so that he/she will not be
tempted to underplay or overplay the
role.

For every decision, someone must
take the responsibility.










Authority, Responsibility
and Power