PRINCIPLES OF EVENT MANAGEMENT

UNIT –II EVENT PROCEDURE

Event management Procedure is the planning and coordinating the event which includes budgeting,
Scheduling, site selection, acquiring necessary permits, co-ordinating transportation and parking, arranging
for speakers or entertainers, arranging décor, event security, catering and emergency plans.

Principles for holding an event:

1.Principle of clear objectives:
Principle of clarity of purpose states that the company should clearly mention their objectives. These
objectives may be financial or Operational. Different events require different objective and specific goals.
Based on various events company should modify the objectives.
2 Principle of focus: (Target audience)
Any event conducted by the company should keep customers at the center. Company can plan events and
then invite the audience to match the event or they can design an event to suit a particular audience group.
3. Principle of Communication: (Media contacts)
Maintaining the good relation is an essential requirement for an event management company. Event
management companies can make use of social media to make their existence felt in the market.
4. Principle of Connectivity:( (Logistics)
If events are conducted outdoors ,it is really essential for the company to ensure proper logistic facilities for
the audience.
5. Principle of facilitation : ( Engaging the audience)
It is the prime duty and concern of the company to engage the audience to offer them joyful experience. This
is possible only if the company has arranged high profile speaker good organizing team.
6 . Principle of Promotion ( Giveaways)
The Principle of promotion says company strive to promote their company in every activity they do . It is good
practice that the company gives some gifts to participants.
7. Principle of Confidence : (Ready to take challenging questions)
The company should prepared in advance for the possible questions form the audience or any other
participants. The person should not only give convincing answer , he should give correct answers also.
8. Principle of people management: ( Providing Proper Staffs)
It is necessary for the company to provide right people for right activity. The event management team should
delegate different activities to a responsible team head. Team members must be flexible enough to handle the
event.
9. Principle of documentation: (Recording the event)
Company should design and develop a proper documentation mechanism in the organization. The system
should be capable of capturing all the activities in detail. The company must be in a position to maintain all the
records very systematically.

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10. Principle of Evaluation : (Review)

It is necessary for an event manager to evaluate every event after completion. It is responsibility of event
management team to set the evaluation goal for every activity.
11. Principle of Customer convenience: ( Easy Registration and access to event place)
The company should make all possible efforts to keep their customer happy and delighted. This should
happens. This should happen right from the registration stage itself. Customers should be provided with easy access to
registration, follow up and payments.
12. Principle of Acknowledgement : (Culture of saying thanks)
It is important for the company to acknowledge and thank the participants for their time and valuable
presence. Thanking notes should be sent to all the participants including the speakers and others who were
the part of the event.
13. Principle of Commitment: ( Owning the event)
The principle of commitment demands full involvement of all the individuals involved in the process of event
completion. Everybody should own his activity and internalize the process.
14. Principle of technology integration ( use of technology)
The principle of technology integration emphasizes the use of technology in integrating all the related event
management activities. Integrating all the activities will reduce duplication of work and reduces the work load.
15. Principle of continuous learning: ( Continuous Improvement)
Constantly learning new things is a basic requirement in this dynamic business world. In todays work
environment only the learners who are constantly improving their abilities will be employable.
16. Principle of Optimum Utilization of resources:
The success of an organization is dependent on how effectively these resources are put to use. Elimination of
wastages brings more profit to the organization.
17. Principle of maximum care:
Customer care is closely associated with customers satisfaction. Superior ideas and wonderful products will
bring image to the organization only if customers are satisfied.

Permissions Required for holding an Event

Permissions have to be taken for certain events from the government. Some of the permissions are:
1.Approvals : Approvals for the following has to be maintained:
a) If event requires construction of temporary structures, all necessary building permits would be
required. The permission for use of land should also obtained.
b)Approvals for using Loud Speakers or amplifiers in public places should be obtained.
c) Installing amusement devices in the premises should be approved.
d) The timing for the event has to be decided in advance and approval to stretch beyond the
permissible time limits should be obtained.
2. Performance License: If event is of the nature of a musical, dancing, dramatic, mimetic, theatrical or
other performance for public amusement or any public exhibition one need to obtain a Performance License.

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3. International Events: Certain events are planned and hosted outside the national boundaries.
Permissions have to be obtained from the government of the countries to host an event in their respective
country.
4. Alcohol: A Request for permission to serve alcoholic beverages form must be submitted whenever
event organizers plan to serve alcoholic beverages. If it is intended that liquor is to be sold and supplied at an
event, then a liquor license, must be obtained from the authorities.
5. Noise: If noise emissions from an event are likely to exceed assigned noise levels, then noise may
create a nuisance to the surrounding areas and public. Therefore, it is essential that permissions are taken and
the noise levels are monitored to avoid any trouble at the event venue.
6. Waste Management: The event manager should ensure that waste management is planned well
and the approval for the waste disposal has been obtained.
7. Pollution Control Board: No objection certificate from the Pollution Control board for safe conduct
of the event may be required in certain circumstances.
8. Traffic management: To prevent disasters, the event manager should draw out a plan for crowd
management and work in coordination with the security personnel.
9. Parking and security arrangements: A plan should be designed specifically for parking and place
should be allocated for parking of vehicles systematically. This may require permission to be obtained for
usage of space and locality, etc.
10. Signboards: Free standing temporary signs, including A-frames, wire signs and banners, require
sign permits, which are restricted to authorized locations, type, method of attachment and quantities.
11.Police: Often the venue or site officials will demand a certain number of officials or police
personnel. It would be advisable to contact the city police officers to be employed at the venue for making
security arrangements.
12.Medical Facilities: An arrangement for emergency and alternative plans in the event of an
emergency should also be considered while planning for the events. The event orgnaisers should be prepared
to face any unforeseen accidents at the venue.

Utilities for Event Management

1. Fire brigade

2.Ambulance

3.Catering

4.Electricity

5.Water.

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1.FIRE BRIGADE:
Fire Brigade is a Combine process of Man and machine to protect the fire.
Benefits of Firefighting Services at events:
1.Fire safety should be provided for in event management right from the planning stage which can reduce the
destruction caused by fire and save lives in prompt manner.
2.Fire brigades can be on stand by at large events. Circus events or dare devil shows require organizers to
assess the nature of events and possibilities of mishaps and how they can be avoided.
3.Maintaining proper fire exists and proper exit signage. Exit signs pointing to them that can function in power
failure.
4.Compliance with electrical codes to prevent overheating, overloading wiring, conductors or other fixtures
with more electric current than they are rated for.
5.Placing and maintaining the correct type of fire extinguishers in easily accessible places ensuring fire safety
crew is well equipped and trained to perform under hazardous condition.
6.Setting up of fire alarm systems for detection and warning of fire.

AMBULANCE SERVICES:
1.Ambulance services provide reliable and professional paramedical health care services for activities and
events, including music festivals, Sporting events, Motor racing and concerts.
2.Events like marathons, sporting events may require more than one ambulance on stands by unlike other
events like movie Screenings, Collage or School festivals.
3.Ambulance service provide first aid as well as ensure that those patients that are seriously ill or injured
received rapid paramedic level care and transport to hospital were required.
4.All event organizers are responsible for the well being and safety of all participants and spectators and hence
must take all necessary precautions by having ambulance services.
5.When accidents are illness occur at events it helps to have emergency services upfront that help prevent
further harm and save lives.
6.They should have a crew of paramedics / Doctors that are well qualified and skilled to handle emergency
situations.
7.The ambulance must also be well equipped with latest equipment including oxygen therby kit ,defibrillators,
Carry chairs and stretchers.
8. The ambulance and crew should be also be connected with close by hospitals or emergency centers with
radio communications.

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CATERING SERVICES
Catering service refers to the activity of providing food, refreshments and food service at events, hotels, pubs
or any other location.
1.Cateering for weddings: Caters play a very important role at weddings. From the special guests to bride and
groom, one needs to make sure everyone eats well. Decorations, dinner and desert drinks just part of the
planning. Catering requirements depend on the nature of weddings. For example South Indian wedding need
south cuisine .
2.Catering for corporate: from the small meeting and training to large regional events, the ability to have
great food delivered on site saves time and Money. Continental breakfast, box lunches and buffets are all
popular for corporate catering.
3.Catereing for social Events: from the birth day and retirement parties to social events cover a wide range of
vents. Social events range from weddings, birthday parties and wedding anniversaries to gatherings such as
New year bash. The Menu for all such events will depend on client.
4.Mobile catering: Mobile catering is gaining popularity these days such as caterers move from one place to
place in van or truck designed to carry food and equipments.
5.Seasonal Catering: seasonal sporting and major public events all fall in to this category. One should make
the right menu choices for your audience. Audience and participants look forward to the hospitality at events
especially the food and beverages arena.
4.ELECTRICITY
Event organizers ,contractors and others using electrical equipment must do all that is reasonably practicable
to ensure to ensure that electrical installations and equipment at an event are properly selected, installed and
maintained.
The following elements should be considered by event organizers.
1. On the site, Layout (performance area, trader, public areas, access routes etc)
2.Power requirements, Details of power supply
3.Power requirements, location of overhead power lines and buried cable lines.
4.Emergencypower requirements, Environmental conditions, Event time table for power requirements.
5.Use of power generators, special power supplies for some equipments ex hoists, portable tools.
6.Electrical requirement for emergency lighting and exit signs.
7.Power supplies for catering equipment, first aid points, incident control room, CCTV cameras etc.
8.power supplies for heating and air conditioning.
5.WATER
Events must have sufficient supply of freely available or at nominal charge,potable water and clear directional
signage to water.
1. drinking fountains and dispensers. 2.Water bottles 3.Disposal of Waste water 4.Water management
5.Water testing.

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Other licenses
1.IPRS License;
Indian performance rights society .this a is the license for non-recorded music that means live music.
Ex: live singing from celebrities ,orchestra.
2.PPL license:
Phonographic performance license (ppl) is a UK based music licensing company any business that plays
recorded music with in PPL’s limit. such as a shop ,office ,restaurants or dance class will need to have a ppl
license . A ppl license give the license holder a permission to play recorded music.

Top ten Event Management Companies in India

1.Cineyug Entertainment
2.COX and Kings
3.DNA Network pvt ltd
4.E-Factor
5.Fountain head
6.Percept D mark
7.Sercon
8.Sita conferences
9.Tafcon group
10.TCI consultancy services and E-Events
11.360 degrees
12. Top notch media and production houses.

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