Events Planning 1 by 5c1RlpR


									Events Planning and Organisation

                     Anton Shone
                   Visiting Lecturer
        Swiss Hotel Management School, Leysin
The effective planning and
management of events
 Today’s lecture will consider:
 The planning process for events
 Mechanisms for the effective
  management of events
The planning process
  Considerations of
  Key issues in
     – Operations and the
     – Finance and financial
     – Marketing and


 Shone, A. 2001. Successful Event Management: London,
 Thompson Publishing, pages 81-117.
 Get organised: New event or repeat?
 Find and test some ideas
 Screen your ideas
    – The marketing screen
    – The operations screen
    – The financial screen

  Environmental Search
Information about local events can be found by looking at the
local newspaper as well as via the local tourist office, also
internet listings in the subject area (e.g. athletic competitions)
Key issues in planning
 Set the objectives clearly
 Prepare the draft outline plan
 Undertake systematic detailed
 Organise and prepare the event
 Implement the event
 Closedown and divest the event
Some issues in outline planning

                     Gather information and
                     Carry out an
                      environmental search
                      – Competition / problems /
                      – Stakeholders
                     Carry out basic
                      information gathering
                      – Dates / Costs and
                        revenue / venues /
Details of planning
   The Operational Plan
    – Locations / resources
      (staff/equipment/limitations) / date(s) / logistics
      / production schedule / health & safety
   The Financial plan
    – Budget and costs / price of tickets / capital
      investment, equipment, facilities
   The Marketing plan
    – Research / schedule / promotion / public
 Operational Timing
    How long will your event take?
     – Planning – Operation - Closedown
                  Phase 1
                                          Phase 2
                                                                 Phase 3

      Jan   Feb    Mar      Apr   May   Jun   July   Sep   Oct     Nov     Dec

 Project Management textbooks often give useful techniques
 for looking at how long things will take, especially for major
 international type events.
Managing the Event
   Legalities check
    – Insurance / licenses / risk analysis
   Set up
    – Load in / security / the media / rehearsal /
      briefings and safety talk
   Communications
    – Organisation structure / contacts /
      Management By Walking Around
   Closedown
    – Load out / administrative completions / event
      history / legacies
Final thoughts and summary
                    Not all events will be a
                    Not everyone does
                     what you want
                    If you have to do a job
                     yourself – you may
                     have failed as a
                    If someone says they
                     can do it better – let
                    Always remember to
                     rest, eat and drink
                    The unexpected may
                     be your greatest
Case Study
   Teddy Bears Day
    A small local event run at a tourist
    railway: Organised by volunteers.
    The feasibility in this case is about
    what the volunteers can organise
    with modest resources of money,
    time and their own expertise.
 The objectives
 1. To make money
  for the tourist
 2. To provide an
  enjoyable event
  for families and
Draft Plan
 Activities:
 Trains for children
 Treasure hunt
 Name the bear competition
 Storytelling
 Drawing and painting
 Stalls, stands, gingerbread bears
Issues in draft planning
 Date – must coincide with School
 Resources – must use items and
  equipment which the railway already
  has to keep costs down
 Special concerns: First aid cover and
  how to deal with lost children
Detailed Plans
 Organisation Structure
 Staff Rosters
 Publicity
 Arrangements, times
 Prices
 Safety Issues
 Train Timetable
 Is specified in a document called the
  “Operational Order”, which includes all
  the details of what is happening, who is
  involved, and is a bit like a Production
 One person is in charge of the event on
  the day.
 The Order is issued 10 days in advance to
  give enough time for small changes and
  the ordering of food, equipment etc.
On the day
 Staff are briefed 1 hour before doors open
 Last minute checks are carried out – e.g.
  to ensure signs are in place, the site and
  toilets are clean, that everyone on the
  roster is present
 The event opens – children have fun and
  we hope everyone goes home happy.

   Doors close.
   Equipment is removed, facilities locked up, signs taken
   The till is cashed up and money sent to the bank or put in the
   The staff have dinner
   Tidying up takes place, but full cleaning is done the day after
   There are no legacies

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