Event Management National Association of Civic Officers PowerPoint Presentation

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© Jeannette Allison March 2009 Event Management It’s not rocket science!

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© Jeannette Allison March 2009 Taking the fear out of organising Successful events every time So where do we start?

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© Jeannette Allison March 2009 The event What is the purpose of the event What do you want to achieve Who is your target audience.

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© Jeannette Allison March 2009 Event timetable Make a checklist Include dates for completion of task.

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© Jeannette Allison March 2009 The Venue Where? What type of venue? When? CARDINAL RULE – Never book a venue without an inspection visit!

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© Jeannette Allison March 2009 Venue checklist Correct combination of rooms Accompanying exhibition required Obtain maximum capacity numbers What style of seating is required

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© Jeannette Allison March 2009 Venue checklist Is a stage necessary – location Does the main room have any obstructing pillars etc Does the main room have an induction loop system

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© Jeannette Allison March 2009 Venue checklist Is there natural light/will the room blackout How noisy is the heating/air con Does the venue have a dedicated co-ordinator who can assist with arrangements

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© Jeannette Allison March 2009 Venue checklist What audio visual equipment is needed Is there an adequate PA system Is there good access for disabled delegates.

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© Jeannette Allison March 2009 Booking the venue Meet with the conference co-ordinator Obtain room hire rates – negotiable! Conference venue – daily delegate rate Check cancellation fees Venue schedule.

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© Jeannette Allison March 2009 Overnight accommodation If accommodation needed, is it important for all delegates to remain in one location If using several hotels, is travel to main venue required Single or twin rooms

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© Jeannette Allison March 2009 Overnight accommodation INSPECT all accommodation Checklist Check latest release dates without incurring cancellation fees.

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© Jeannette Allison March 2009 The budget Anticipated number of delegates Is the event to break-even or profit desired Is sponsorship to be sought Always allow a ‘contingency’ Be REALISTIC.

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© Jeannette Allison March 2009 Sponsorship Who to approach Sponsorship packages Level of publicity at event.

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© Jeannette Allison March 2009 Invitation to speakers/official guests Seek commitment as soon as possible Are speakers’ fees/expenses payable Send ADV form.

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© Jeannette Allison March 2009 Conference Programme Decide whether preliminary or final programme What to include CARDINAL RULE – proof read thoroughly!

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© Jeannette Allison March 2009 Registration Form Include to whom the form is to be returned to with contact information Include the closing date for receipt – 6 weeks prior to event Include request for special requirements – dietary/disabled access/help in an emergency.

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© Jeannette Allison March 2009 Joining Instructions 3 weeks prior to event Include Registration Card Final materials and attendance list.

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© Jeannette Allison March 2009 Organising an Exhibition As with Conferences, establish objectives of exhibition and identify exhibitors If alongside conference, ensure tea/coffee/lunch and/or other events are integrated into the exhibition space Follow up initial mailshot with telesales call

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© Jeannette Allison March 2009 Organising an Exhibition Produce an Exhibitors manual for hire of shell extras, furniture, flowers etc Always produce an Exhibitors showguide Always tie-in exhibition arrangements within conference programme Complete a Risk Assessment

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© Jeannette Allison March 2009 At the event Arrive at least the day before Meet key organising personnel Establish first aid contact Complete final risk assessment Ensure registration desk in prime location If something goes wrong: DON’T PANIC!

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© Jeannette Allison March 2009 Assessing failure or success Evaluation form At the event or sent out separately.

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© Jeannette Allison March 2009 What organising nightmares have you experienced and in hindsight what would you have done differently?

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© Jeannette Allison March 2009 Press Releases Decide if you want to prepare one Decide on target audience How will it be distributed.

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© Jeannette Allison March 2009 How to write a press release Keep it short & sweet – max 2xA4 sides Decide for immediate release or to be embargoed Must include the 5 ‘W’s – who, what, when, where, why and then how.

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© Jeannette Allison March 2009 Dealing with media interest If the media are interested in your story, they will contact you as organiser first Always protect your guest/speaker Check with him/her to see if they are happy to give an interview Schedule with journalist at a convenient time.

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© Jeannette Allison March 2009 Risk Assessments The safety of your delegates/guests is paramount – reason enough to prepare one! It’s a careful examination of what could cause harm to people, allowing you to assess if you have taken enough precautions or should do more to prevent harm. Its being prepared!

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© Jeannette Allison March 2009 Preparing a Risk Assessment The 5 steps are: Identify the hazard Decide who might be harmed Evaluate risks & decide on precaution Record your findings Review assessment & update if necessary

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© Jeannette Allison March 2009 What could go wrong at your event and how would you deal with it?

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© Jeannette Allison March 2009 Health & Safety Issues Knowing your delegates/guests Having access to venue first aider or consider your own training Knowing the venue emergency evacuation procedure & alarm Consider making a ‘formal’ announcement at the opening of your event.

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© Jeannette Allison March 2009 What health & safety issues affect the events you organise?

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© Jeannette Allison March 2009 Need more help / training Event Management – ACE – Association of Conference Executives AEME – Association for Event Management Education

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© Jeannette Allison March 2009 Need more help / training Risk Assessments – Health & Safety Executive Press & Media Relations – The Press Association

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© Jeannette Allison March 2009 What have we learnt today? In short – Never underestimate the task ahead Plan, plan, plan Maintain good effective working relationships – you can’t do it alone!

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© Jeannette Allison March 2009 What have we learnt today? Proof read everything Never assume anything Always be prepared!

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© Jeannette Allison March 2009 Thank you and good luck with your event organising