1. Taking our events to the next level …………
Event Management
Social Media & Interactive Marketing Management
Presenting by - Ravindra Nikam
Personnel & Admin. Manager
St Laurn Meditation & Spa, Shirdi
Tal – Rahata Dist – A. Nagar

2. “The word event means an occasion, a gathering of people at a certain place at a
certain time for a specific reason.”
An event can be described as a public assembly for the purpose of celebration,
education, marketing or reunion. Events can be classified on the basis of their size,
type and context.
What is an Event?

3. Types of events
• Social / life-cycle events (birthday party, wedding, anniversary…)
• Education & career events (job fair, workshop, seminar…)
• Sport events
• Entertainment events (concerts, fairs, festivals, fashion shows, flash mobs
• Political events
• Corporate events (MICE for meetings, incentives, conferences, exhibitions),
product launches, road shows
• Religious events
• Fund raising / cause related events (auctions…)
• webinars and other virtual happenings

4. Why organizing an event?
 Event Management is a different way of promoting a
product, service or idea.
• Promote, launch or market a new product or service
• enhance a company's brand image
• increase company's sales,
• promote a social cause
• Good for corporate culture
• Tax reasons
• For digital companies, create a physical link with
customers.

5. Event Management is the process of analyzing, planning, marketing,
producing and evaluating an event. It is a different way of promoting a
product, service or idea. If an event is managed efficiently and effectively, it
can be used as a very powerful promotional tool to launch or market a
product or service. Events Management requires certain core values to be
deployed to every element, process and decision to justify professional
approach and achieve effective and efficient results
What is Event Management?

6. Strengths of Event Planning
When planning an event, whether it is a small party or a large event, such as a
wedding- organization is key.
If you follow your schedule and update your budget each week, it will allow you to
stay on track and to stay organized.
Always keep the target audience in mind, a successful event is an event that is
enjoyed by all in attendance.

7. As mentioned earlier, knowing
your target audience will allow
you to create an event that will
be enjoyed by everyone.
The decorations, music, food,
venue, entertainment, and
even the invitations should
always be made to suit the
target audience.
• At an awards banquet, we
chose to use pom-poms in the
centerpieces, because the
theme of the event was
“Celebrating the fields of
communication” and pom-
poms relate to sports fields. &
many of the attendees were
college students.

8. WHY so important?
• Communication
• Delegation
• Time Management

9. Communication
• Keeps morale
• Keeps supervisor happy
• Maintains your reputation as an event
manager
• Some types of effective communication:
-Event project chart
-Strategic meetings (don’t overdo)

10. We follow 5 'W's (i.e. Why, What, When, Where, Who) principle
to create an event plan.
• Why
'Why' means, why you want to organize the event i.e. event
objective. What do you want to get from the event? For e.g.: do
you want to organize the event to enhance your company's
brand image, to increase company's sales, to promote your
client's products/services or to promote a social cause etc.
Defining event objectives at the very start of event planning is
very important as it gives you the direction in which you should
proceed to accomplish your objectives. Organizing an event
without clear objectives is a huge waste of both time and
resources.
Events planning – with 5 W’s Concept

11. • What
'What' means what you are going to do in the event i.e. what will be the:
Event Name - What will be the name of the event? For example: ‘BKK".
Food and Beverage Menu - It contains the list of food items and beverages you will serve
during the event to guests and target audience
Guests Profile - who will be your chief guest and other guests? Your guest list must include
organizers, sponsors, partners, clients and specially media people. Use your imagination to
create good titles to woo your guests. Like 'Guest of honor', star guest etc. Never give special
treatment to one particular guest or guests' group.
Type of Entry - Decide how will be the entry. Entry will be by ticket, pass or invitation only.
Entry fees - What will be the entry fees? If you are going to charge entry fees, then be
prepared to pay entertainment tax. Your entry fees should be according to your target
audience's status. If you overcharge you won’t get any audience.
Promotional Campaign - How you are going to promote your event, organizers, sponsors,
partners and clients: - pre-event, at-event and post-event.
Program Menu - It is the list of various activities that will occur as a part of the event.
Event Budget - To determine your event budget finds out what will be the cost for producing
and marketing the event.

12. • When
When you are going to organize the event (i.e. date and time)? Keep
following things in mind while selecting date and time for the event:
1) Select date and time according to target audience convenience and
availability. For e.g.: don't organize events during work days, examination
days or festival times. The best time to organize events is during
weekends like Saturday or Sunday.
2) Make sure that your event's date and time, don't clash with other
event's date and time specially bigger event's date and time. For e.g.: it
is not a good idea to organize your music concert on a day when there is
Bon Jovi concert.
3) Keep climatic conditions into mind while selecting date and time for
your event. It can be disastrous to organize event outdoor on a day when
the weather is stormy or heavy rain is expected. Here you can take help
of your own experience if you are familiar with the climatic conditions of
the region where you intend to organize the event or you can take the
help of the meteorological department for the weather forecast. Find out
how the weather will be on the day of your event.

13. • Where
Where you are going to organize the event (i.e.
venue)? Check out the venue selection tips.
• Who
Who will be your organizers, sponsors, partners,
clients and target audience? How many target
audience you are expecting to visit the event and
why? You must have very good reason to this 'Why'
as you will have to convince your prospective
organizers and sponsors that why particular number
of people will attend the event.

14. Keep following things in mind while selecting a venue for your event:
1) Target Audience/Guest Size
This means the number of people you are expecting to attend your
event. Make sure that your venue can easily accommodate your
expected target audience. Your venue should not be too small or too
large for your guests. If too small, then your guests will feel discomfort.
If it is too large then you will unnecessarily end up paying more for the
venue. Get firm indications whether guests plan to attend your event
by sending R.S.V.P clearly printed on the invitation. The term R.S.V.P
is a French acronym. Its meaning in English is 'Please Respond'. If
R.S.V.P is printed on the invitation then the invited guest is expected to
tell the host whether or not he/she is attending the event. Since many
people don't understand the meaning of this term or don't bother to
reply back, it is advisable to individually call and ask your guests about
there plan to attend the event. In this way you can get quite accurate
idea of the guest size which will help you in deciding food and
beverage quantities also.
P.S: Here guest indicates to school and NGO responsible for kids who
are participating
Event Venue Selection

15. 2) Target Audience Convenience
Select venue according to target audience convenience. Your venue
should not be very far from the place where majority of your target
audience live. Your venue should have proper lighting and ventilation. It
should not be in a noisy or polluted area. It should be absolutely neat
and clean and free from any type of infestation.
3) Venue History
Before hiring a venue check out the history of the venue. Find out how
many events have been organized in the venue so far. In this way you
can find out whether or not venue and the staff there is event friendly.
This will help you immensely when you later organize event there as you
will have to do less amount of work in making the venue suitable for the
event. If venue has noise ordinance problems in the past like neighbors
calling the cops to shut down the event, then it is not a good idea to
organize event there especially outdoor event.

16. 4. Venue Services
Before hiring a venue check out the number of services provided by the
venue like:
5. Parking facility
Make sure venue has its own parking space. It should be big enough to
accommodate your target audience's vehicles conveniently. If parking space
is not adequate then look for other venue. Never compromise on parking
space especially if you are organizing event on a large scale.
6. Security Arrangements
Security of guests, service providers and target audience is a very
important issue which should never be neglected or compromised at any
cost. Make sure that your venue has adequate number of fire extinguishers,
fire alarms, emergency escape routes, sprinkler system (a system consist of
overhead pipes designed to control or extinguish fires), security personals,
handicap ramps, security cameras, first aid kits and power backup (like
generator, inverter, UPS). Your venue must have separate entrance and exit
gates and it should not be more than 30 minutes away from the nearest
hospital. If your venue is at a remote location then presence of doctor and
ambulance is a must. Also make sure your mobile phone properly works
there. If your mobile phone network area is weak there or doesn't exist then
you must have some other modes of communication like satellite phone.
For large scale events presence of fire fighters, fire engine, police,
paramedical team with ambulance is a must.

17. Steps involved in creating a promotional campaign for your
event
Step 1: Setup advertising objectives.
Why you want to advertise? What is your objective of advertising?
What do you want to get through advertising? For example:
- You want to advertise to create awareness about your event.
- You want to advertise to get sponsors and clients for your events
- You want to advertise to thank you your sponsors and clients.
Step 2: Decide your promotional Activities
How you are going to promote AIESEC, your organizers, your
sponsors, your clients and your partners, pre-event, at-event and
post-event. Before I go any further, let's get an idea of what is media
and what is media vehicle.
Event Marketing

18. Media refers to various means of communications.
Broadly speaking there are five categories of media: Print,
Electronic, outdoor, Transit and Miscellaneous media. Print media
includes: newspapers, magazines, press releases, tickets,
passes, invitations, banners, posters etc. Electronic media
includes TV, Radio, Internet, Telephone, electronic signage etc.
Outdoor Media includes Hoardings, Billboards, and Balloons etc.
Transit Media includes promotion through cars, cabs, buses,
trucks, trains, planes etc. Miscellaneous media includes
everything else like: events, word of mouth publicity etc.
Media vehicle is a specific medium.
For e.g. if 'Internet' is media, then MySpace, Facebook, Twitter,
Google, Yahoo etc. are media vehicles. If 'TV' is a media, then
specific TV program like 'Celebrity Apprentice' is a media vehicle.
Similarly if magazine is a media, then specific magazine say
'playboy' is a media vehicle.

19. How Print Media can be used for Promotion
1. Promote your event, sponsors and clients through newspapers ads,
magazines ads, trade journals, press releases, tickets, passes, invitations,
banners and posters.
2. Imprint you sponsor/client's company name and logo on your staff's shirts
and caps and on the pens, diary, gifts, and exhibitors‘ manual and other
promotional materials.
How Electronic Media can be used for Promotion
1. Promote your event, sponsors and clients throughTV and Radio
Commercials
2. Provide free ad space on your company's website where your sponsors and
clients can promote their products and services for particular period of time.
3. Develop an event website just to promote your upcoming event and
provide a facility for online registration. All the details regarding the event
must be available on the website. For e.g. if your event name is say
'spark2009', then come up with a website like www.spark2009.com
4. Use electronic signage like visual display signage, Plasma Screen, LCD
Screen, LED Screen, Projection Screen,Video Walls etc to promote your
sponsors and clients.

20. Steps Involved in Writing the Evaluation of an Event
Event evaluation is necessary to make you and your team more efficient and effective, the
next time you organize an event. It is all about finding your mistakes and learning from
them. Event evaluation should be done immediately after the event is over or the next day.
Conduct a meeting with your team members to evaluate your event.
Step 1: Determine the extent to which event and advertising objectives have been
achieved.
If you are not able to achieve your event and advertising objectives through your event,
then no matter how much people enjoyed the event or how much popularity your event
got, it is a complete failure on a commercial level.
Step 2: Get feedback from your clients and target audience.
One good way of getting feedback is through feedback form.To make sure that your
clients give you feedback, make the feedback form part of your Exit pass form. The exit
pass form is required to get exit pass for security clearance, to remove exhibits from the
facility. To get feedback from target audience/ guests, make feedback form part of your gift
voucher. A guest can redeem the gift voucher only when he/she fills the feedback form and
give it back to an attendant. These tactics are required to get feedback, as people are
generally reluctant to give any feedback in writing.
Event Evaluation

21. How to Evaluate an Event
Providing an evaluation form at your event is
a great way to gain feedback.
Evaluation forms allow the guests to tell you
what they liked and disliked about your
event.
A great way to give each guest an evaluation
sheet is to place a sheet inside of a program
and place the programs on each seat.

22. How to Handle Criticisms & Compliments
Always remember, you cannot please everyone.
There are always going to be unhappy guests, but as long as your client and most
of the guests are happy, you’ve done your job.
When reading the evaluation sheets, focus on the criticisms.They can help you
improve at your next event.
The compliments will let you know which areas of the event were successful and
should be repeated.

23. YOU ARE VERY SPECIAL……..