EVENTS MANAGEMENT planning procedures by xiaoyounan

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									KRISS THOMPSON                                 01/12/2011




             UNIT 37: EVENTS
              MANAGEMENT




            PLANNING
           PROCEDURES




                  KRISS THOMPSON
                 NATIONAL DIPLOMA MUSIC YR.1




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KRISS THOMPSON                                                               01/12/2011


Also see assigments; Administration impacts, run and evaluate an event, define an
event

Introduction
In this assignment I will be covering planning procedures, resources, autorities,
venues and equipment concerned for an event, this will include SWOT analysis and
SMART objectives. This assignment will help to reinforce and build on my
knowledge towards the requirements of planning an event.

Procedures
Feasibility study:
A feasibility study is simply looking at the big picture of any event. If you’re going to
spend £500 on organising and running an event and you’re looking to make only £300
return then its not really feasible to hold it. Likewise if you plan an event in a pub in
the countryside, are you going to get any kind of crowd other than the regulars….
Probably not so again it might not be feasible. There are some useful tools to help in
this and other aspects of planning an event.

SWOT
Taken from assignment ‘run and evaluate an event’:

A SWOT analysis can be used before an event to help decide if it’s worth running or
after an event to help evaluate. SWOT stands for strengths, weaknesses, opportunities,
threats. Here is an example of one way in which a SWOT analysis can be used:
In this example, the event to take place is a small gig in my local town hall on a
Friday evening. This chart is pre-event and I am using it to help me figure if it is
practical for me to hold the event.

Strengths             Weaknesses             Opportunities          Threats
Good team that’s      Small town with        Fan-base building      Very real chance of
used to working       quite a low            in front of home       low turnout
together on events    population             crowd
                                                                    Other activities at
Easily accessible     No in house PA         Chance for local       local pubs
venue within the                             papers to be
middle of town        Limited facilities     involved
                      within the building
Car parking a                                Building on local
minutes walk away                            contacts

Big venue with a
big stage and house
lighting

Venue discount

In a real situation the SWOT would be more in depth. Even from the small chart I
have used here you can see the benefits of the SWOT process.



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KRISS THOMPSON                                                               01/12/2011


SMART
Taken from assignment ‘run and evaluate an event’:

SMART stands for; Specific, Measurable, Achievable, Realistic, Time
The SMART method should ideally come into play along with the timeline. Each of
the deadlines and targets set on the timeline should fit in with the SMART method.
Don’t forget SMART after the event is over though as you can compare plans with
how it actually went and maybe one of the targets set was not realistic or achievable.
This is not a method I would use much as an evaluation but it can be helpful for a
before and after comparison to help build on the event for next time.

Creating a team, set targets, time-scales:
Taken from assignment ‘run and evaluate an event’:

Prior to the event, some kind of chain of management is needed from the team
running it. In the November two week tour that took place me and Evo split the roles
between us. This was effective because we already had a good amount of experience
of running events together. Although we were managing the project, each individual
part was managed by others. Phil was drum tech and Luke was his backup. Finch
sorted out the backline and Legg handled the keys. This chain of command made the
whole event easier on the nights they were available. On some nights the team was
depleted but others were ready to step into the role. In the build up to the event roles
were used to prepare things such as ringing in advance to find out exactly what we
would find when we got to the venue. All this is part of the project management. For
most of this prior to the actual event the timeline is used. Depending on the detail of
the timeline, it can be used for both small and major milestones.
The event should be thought out well in advance and steps should be made to make it
all work. The best way to handle the time management and make sure that bands are
booked by a deadline and that posters are out by another deadline and so on, is to
create a timeline. By following this timeline and using it to set your deadlines you
have already gone a long way to planning your event and managing your teams time
effectively.

Working relations
Taken from assignment ‘run and evaluate an event’:

As I mentioned in the section before. Me and Evo already had experience working
together on events. We were also mates with the other members of the team. As we
already knew how the rest of the team worked it made for a good working
relationship between us all with everybody respecting each others job. As long as
people are comfortable working together and understand who is doing what then that
minimises problems within the team. I have worked on arranging and setting up single
day festivals where the working relations must continue with various organisations
and people you do not know. This is all achieved in the same way. Communication is
the single greatest thing to keep working relations in good order. Any team should be
built based on the skills each person has from polite telephone manner for customer
care to a logical thinker for problem solving.




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KRISS THOMPSON                                                               01/12/2011


Contingency action and finance
This bullet point section is taken from assignment: Define an event

It is the organisers job to make sure all payments are complete. Many different
payments could take place:
      Band needing transport
      Equipment hire
      Venue paying the band
      Publicity costs
      Technician costs
      Bar costs/takings
Some payments are incoming while others are outgoing. Money may also be needed
to start off with. Sources of money include:
      Self funding
      Merchandise sales
      Wage
      Sponsor
      Financial bids (depending on situation)

Authorities
Venue
Taken from assignment ‘define an event’:

The venue could be a village hall or a recognised venue such as Rock City in
Nottingham. The same basic rules apply for each. The venue must hold a PEL,
without this, all public performances are illegal. It is the organisers job to find a
venue and check what equipment will be needed. Some venues will have an in house
PA and their own sound technician, others will have an empty stage and nothing else.
The organiser must know the equipment within the venue to know what will be
needed for a performance.
Anybody planning an event would have to be in contact with the venue management
and hold a working relationship as with any member of the team.

Local authorities
For some events it is a good idea to talk with local authorities in advance such as
police and St johns ambulance. This will be a chance to make them aware that an
event is happening. In a previous event I was involved in, we did just this and had st.
Johns ambulance on site. Likewise with notifying police you can make them aware
that an event is getting put on and although you sure there won’t be trouble they can
be on standby just incase something does go wrong.




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KRISS THOMPSON                                                              01/12/2011


Publicity
Taken from assignment ‘define an event’:

All gigs no matter what size need publicising to pull in a crowd. Ways of advertising
include posters, flyers, news papers, radio. Bigger gigs held at main venues may use
TV adverts or if they have their own website, they may use that. A good example of
website advertising is Rock City www.rock-city.co.uk/gigguide/ .
It may be the same person for all aspects of the gig or different people for each
section depending on size. But I always find it helpful to put somebody else
specifically in charge of publicity, they will then organise all the above and consider
which options are best depending on the popularity of the act, the target audience, the
venue and other variables.

Equipment
Equipment required for an event will vary depending on the event but gerally will
include:
     Staging
     PA
     Lights
     Amps
     Double all the required leads and extra that you don’t think will be used at all
     Instruments
     Mic’s
     Transport
Some equipment may need to be hired, this will often be the PA and transport hire so
these will need to be considered in the overall budget plan for the event. Other costs
that can be included here maybe PL, PEL. Again the PEL depends on the event.




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KRISS THOMPSON                                                          01/12/2011


Here is a basic budget chart to show how these costs may be included:
Taken from assignment ‘run and evaluate an event’:


                                 AMOUNT
INCOME SOURCE                    ££

Sponsorship                           £100
Grant                                 £100
Fundraising                            £50
Personal Investment                    £50
                        TOTAL         £300

BUDGETED
OUTGOING

Performers                             £50
Venue                                  £75
Equipment hire                         £50
Publicity                              £20
Travel                                 £20
Contingency Fund                       £75
                        TOTAL         £290
Remaining                              £10

Adding the costs of PL and PEL makes this an event you might want to not put on
because of the feasibility.

Conclusion
This assignment has given me a chance to review previous assignments but has not
really been helpful towards an end.




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