This document provides guidance on planning and managing events and conferences. It discusses identifying the purpose and audience for an event, planning logistics like venue, agenda, marketing and technology well in advance. When working with VIPs, proper protocols for address, travel, and introductions are important. Delegating tasks and briefing helpers is recommended. Attention to detail and being prepared for issues are keys to success. It's also important for event planners to take care of themselves and remain calm under pressure.

1. Events Management David Phillips

2. Planning and Managing Events and Conferences Events and conferences. Event management. Working with VIPs. Hospitality and entertainment Reading - Baines et al chapters 16, 22 and Henslowe chapter 12

3. What are they An opportunity to build relationships Organisation and Publics Members of publics Public to Public An opportunity to communicate Select audience In charge of the agenda Planned!

4. First Rules Plan well in advance Why, Who, What, Where, When and how much? The day’s agenda Invitations, marketing and information Paper invite/brochure etc (design and print takes time) Web site (and can they book online?) Social Media (who is doing what, teasers and story line) Venue info: maps, currency, language, jabs etc Travel Meet & Greet Badges Packs before/on arrival Photographer A nice little take way Other entertainments/local sights and sounds The AV and other disastrous technology Test everything (even if the busses run to timetable) Attention to detail is King

5. What everyone needs to know Date Time & Place Who they will meet (meet & greet person, speakers, other guests etc) Running order/agenda – keep repeating it! When will they eat and drink (and what and special diet provisions) Rules about phones, photography and roving microphones Wifi and power points Loos Who can help them and where When will they leave Thank you letters

6. Maps come from Google or Bing or the Tourism office. Don’t do it all Look for helpers (must be briefed – preferably both in writing and face to face – must get personal and written thank you) Delegate Involve other organisations There are professional companies

7. The Best Way to Learn – Volunteer and get paid

8. Her Majesty Commands VIP’s Easy Hard Impossible Secretary is vital link Right forms of address (Debrettsis still the book/site to use), how will travel, detailed agenda/instructions, meet and greet agreement, who will meet, and when, who will introduce who to whom, special food, time and method of departure. Brief you own people in detail. Keep checking. The Private Secretary to the Sovereign (The Rt Hon Christopher Geidt CVO OBE), in charge of the Private Secretary's Office and the Press Office. Thank you letter - hand written PS.

9. Frazzle fixes You will get frazzled When others get the fraz on – calm, sweetness and light, glittering smile – the Axe and thumb screws come after the guests have left. Comfortable clothes No high heels, sensible nails and make-up that can cope with being very hot Don’t drink alcohol – pretend but do drink water Do eat – sitting down and looking relaxed Brief your helpers to do the same – and help them relax

10. References Henslowe, P (2nded 2003) Public Relations: A Practical Guide to the Basics, Kogan Page Baines, P., Egan, J. and Jefkins, F. (2004) Public Relations: Contemporary Issues and Techniques, Elsevier Butterworth-Heinemann Mathew Wall http://business.timesonline.co.uk/tol/business/article1019921.ece Check list http://www.conference-connections.co.uk/pdf/cbchecklist.pdf Running a Big Conference - it all scales up.