2. 1 . Preparing
schedule/
timeline
2. Assigning
responsibilities
3. Budget of
event
4. organizing 5. Communication
of event 6. checklist
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
3. Timeline or schedule meaning
• Planning the schedule is a detailed list of
required tasks and steps required to be
complete with completion date and person or
committee responsible for each task.
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
5. Assigning responsibility
• Event director has the
authority to assign roles
and responsibilities to
different event team
members.
• Each of them play
significant different part
in carrying out event
strategies
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
8. Budget for event
• Establishing the economic environment of the
event
• Establish budget guidelines
• Identify and estimate cost areas and revenue
sources
• Prepare a draft for the committee and approval
• Evaluate the draft
• Prepare final budget and control
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
9. Tools to control the budget
• Break even analysis
• Cash flow analysis
• Profit and loss
statement
• Balance sheet
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
10. Common budgeting mistakes
Mistake #1 - Forgetting to Write Down Expenses
Mistake #2 - Intentionally Not Writing Down
Purchases
Mistake #3 - Buying On Impulse
Mistake #4 - Becoming the Victim of Budget Busters
Mistake #5 - Being so Frugal it Makes You Miserable
Mistake #6 - Ignoring the Time Value of Money
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
13. Seating arrangements
• Generally you should try to put families together
and work colleagues together. But if you know
people don't get on, try seating them separately. It
is worth breaking with tradition to have a stress
free event.
• Avoid mixing age groups too much. Young children
should be seated with their parents. Older
children can be seated with their parents, or on a
table together.
• Try to create balanced tables, with even numbers
of males and females. It is traditional to alternate
male-female-male-female guests in some cultures.
Some business dinners are seated male-male-
female-female for variety.
• If it is a group of people that know each other well
you could try splitting up married couples for extra
variety.
• Try to avoid putting guests on the same table as
ex-partners, unless you are sure this is OK.
Remember that every room has 4 corners!
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
23. Types of communication in an event
• Communication
between all parties
involved in the event.
• Communication with
public at the event
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
24. Methods of communication in an event
• Portable radio system
• Internal external
telephone links
• Public address systems
• Closed circuit television
systems(CCTV)
• Videos /information
boards
• Mobile phones
• walkie talkies
• Loud hailers
• Alarms
• Face to face( staff contact)
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
25. Checklist
• a list of items required,
things to be done, or
points to be considered,
used as a reminder
before the event.
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
26. Name of event – what
(building opening, sports day, art show, launch of new
program)
Date of event
Time of event
Location of event
Event coordinator/contact person
Target audience – who
Who is this promotion targeted at?
What does the audience need to know?
What will hold their interest?
Message – what
What do you want to say to the target audience?
What do you want them to know/do?
Objectives – why
Be clear about what you hope to achieve with this event.
Description of event – what
Risk assessment – what
Identify possible risks and develop strategies to minimise risks.
Evaluation criteria established
What were our aims/objectives?
Did we achieve what we set out to do?
Did it come in on budget?
What were the intended/unintended outcomes?
How do we measure effectiveness?
What tools do we use to measure our success?
Checklist
Who will be involved in the event
Date/s of event determined
Location/venue for event booked
Target audience determined
Message determined
Objectives set
Risk assessment completed
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
27. Early event planning Person responsible Action
Date to be
completed
Budget
Source identified
Sponsorship
Break even point established
Have you accounted for the GST?
Protocol
Request to invite Minister or CE in writing and timely (six to eight weeks
prior to event)
Protocol issues (relating to Commonwealth/State funding)
Anything that needs to be approved by DECS Strategic Communications
Anything that needs to be approved by the Manager
Minister’s office notified
DECS Strategic Communications notified
Education News notified
Invitations
Mailing list generated/updated
Invitation composed
Invitation checked
Printer
Calligrapher
RSVPs (responsible person briefed)
Invitation list compiled
Names on list and titles/addresses checked for accuracy
Special guests/speakers alerted to make time in diaries
Invitations sent
Catering
Cost per head or upfront
Upmarket or casual
Beverages – orange juice, mineral water, tea and coffee (instant or
percolated)
Food – fruit platters, bagels, danish, bagettes, sandwiches, biscuits and
cakes
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
28. Early event planning Person responsible Action
Date to be
completed
Advertising
Press, radio TV, school newsletter
Education News
Media release – DECS Strategic Communications
Talent
Book and brief
Rehearsals
Signage
Organise plaque if necessary
Check plaque wording with DECS Strategic Communications
Departmental signage booked with DECS Strategic Communications
Other signage produced
Program/running sheet/speeches
Program finalised
Running sheet written
Program/running sheet sent to speakers
Speakers fully briefed
Speeches written
Let caterers know program - when to serve drinks/food
Value added for guests
Copy of publication, CD-ROM
Gifts
Programs
Catalogues
Special offers/discounts
Competitions
Prizes
Security
Security alerted
Occupational health, welfare and safety concerns addressed
Provision of first aid
Audio/visual requirements
PA system
CD or tape player
Lapel or handheld microphone
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
29. Early event planning Person responsible Action Date to be comple
Guest comfort
Wheelchair access
Toilet facilities
Hospitality
Welcome signage at entrance
Ushers briefed
Cloak room
Red carpet
Housekeeping
Cleaning before and after
On standby during the event
On the day
Time for set up by whom
Time for dismantle by whom
Dais, stage
Tables, chairs layout
Chair covers
Floor plan
VIP seating
Book courier/transport
Name tags
Clear location directions
Registration desk
After the event
Person responsible
Debrief
Comments on all aspects (negative and positive)
Guest feedback
Guidelines for improvement next time
Evaluation against criteria
Celebration
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
30. Role of computer systems in event
management
• Support for
communication
• Recording events
• Create powerful
brand connections
• Breaking language
barriers
• Virtual events
• Use of social media
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
31. Create powerful brand connections
• Social media
• Online
streaming
• Website visitors
• Data analytics
MANU H NATESH MBA,M.Com. BMSEAC
manu@bmsec.ac.in
