SOP of Events

Operational Manual Of EVENTS

THE CLUB CONTINENTAL Chinnakakani Prepared by: Verified by Approved by: Date: of Implementation: Amendments date:

An event is an occurrence happening at a determinable time and place with or without the participation of human agents. It may be a part of a chain of occurrences as an effect of preceding occurrence and as the course of succeeding occurrences Event Management: Event management is the application of project management to the creation and development of festivals, events and conferences. Event management involves studying the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event. Post-event analysis and ensuring a return on investment have become significant drivers for the event industry. The recent growth of festivals and events as an industry around the world means that the management can no longer be ad hoc. Events and festivals, such as the Asian Games, have a large impact on their communities and, in some cases, the whole country. The industry now includes events of all sizes from the Olympics down to a breakfast meeting for ten business people. Many industries, charitable organizations, and interest groups will hold events of some size in order to market themselves, build business relationships, raise money or celebrate.

Contents 1 Marketing tool 2 Services 3 Event manager 4 As an industry 5 Technology 6 Education 7 Categories of Events

Marketing tool Services Event management companies and organizations service a variety of areas including corporate events (product launches, press conferences, corporate meetings and conferences), marketing programs (road shows, grand opening events), and special corporate hospitality events like concerts, award ceremonies, film premieres, launch/release parties, fashion shows, commercial events, private (personal) events such as weddings and bar mitzvahs. Clients hire event management companies to handle a specific scope of services for the given event, which at its maximum may include all creative, technical and logistical elements of the event. (Or just a subset of these, depending on the client's needs expertise and budget). Event manager The event manager is the person who plans and executes the event. Event managers and their teams are often behind-the-scenes running the event. Event managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication strategy. The event manager is experts at the creative, technical and logistical elements that help an event succeed. This includes event design, audio-visual production, scriptwriting, logistics, budgeting, negotiation and, of course, client service. It is a multi-dimensional profession. The event manager may become involved at the early initiation stages of the event. If the event manager has budget responsibilities at this early stage they may be termed an event or production executive. The early stages include: • • • • • • • • •

Site surveying Client Service Brief clarification Budget drafting Cash flow management Supply chain identification Procurement Scheduling Site design

• •

Technical design Health & Safety

An event manager who becomes involved closer to the event will often have a more limited brief. The key disciplines closer to the event are: • • • • • • • •

Health & Safety including crowd management, Logistics Rigging Sound Light Video Detailed scheduling Security

As an industry Event Management is a multi-million dollar industry, growing rapidly, with mega shows and events hosted regularly. Surprisingly, there is no formalized research conducted to assess the growth of this industry. The industry includes fields such as the MICE (Meetings, Incentives, Conventions and Exhibitions), conferences and seminars as well as live music and sporting events. The logistics side of the industry is paid less than the sales/sponsorship side, though some may say that these are two different industries. Technology Event management software companies provide event planners with software tools to handle many common activities such as delegate registration, hotel booking, travel booking or allocation of exhibition floor space. Education There are an increasing number of universities which offer courses in event management, including diplomas and graduate degrees. In addition to these academic courses, there are many associations and societies that provide courses on the various aspects of the industry. Study includes organizational skills, technical knowledge, P.R., marketing, advertising, catering, logistics, decor, glamour identity, human relations, study of law and licenses, risk management,

budgeting, study of allied industries like television, other media and several other areas. Certification can be acquired from various sources to obtain designations such as Certified Trade Show Marketer (CTSM), Certified Manager of Exhibits (CME), and Certified in Exhibition Management (CEM), Global Certification in Meeting Management (CMM), Certified Meeting Professional (CMP) and the Certified Special Event Professional (CSEP). Categories of Events Events can be classified into four broad categories based on their purpose and objective: 1. Leisure events e.g. leisure sport, music, recreation. 2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore. 3. Personal events e.g. weddings, birthdays, anniversaries. 4. Organizational events e.g. commercial, political, charitable, sales, product launch, expo.

Event Planning Event planning is a detailed immersion into planning and executing a memorable and exciting event for business promotion, recognition of achievement, or the introduction of new products and technology. Event planners pave the way to a streamlined unfolding of an event by the practical application of resources and methods to fulfill every conceivable need that might arise at such a gathering. Event planning sets the stage of the visual, culinary and experiential impact of the event, making a difference between money well invested and dollars poorly spent. Event planning is an art...and event planners are detail-oriented multi-taskers with an eye toward detail, a nose for expediency, and an ear for suggestions. The goal of the event planner is to please the event sponsors with delivery of an event that fulfills their expectations. Event planning finds its roots in accessibility. Professional event planners are devoted to obtaining a veritable catalogue of accomplished and professional individuals and companies who provide services for accommodating the needs of people, purposes and promotions. The event planner knows the ins and outs of those things that make for a successful event, and is familiar with those things that

contribute to event failure. The event planner asks a thousand questions, spurs thought and creativity, and helps to define event budgets. The event planner is an invaluable aid to reducing the stress associated with an important event, providing knowledgeable expertise by utilizing proven systems for tackling the many details that contribute to event success. Event planning is more than a project; it is an immersion into bringing together all the various components of promotion to produce excitement, expectation, and experience that will leave event attendees feeling rewarded, educated, enthralled, entertained, and above all, glad they came. A competent and professional event planner will help prospective event sponsors wring out every last detail of their vision for an event, and in the process, provide the direction to define their ultimate goals and what they expect their event to attain. A thorough consideration must be given to the date, time and location of the event, as well as the programs, type of speakers, honors, awards, food to be served, and number of attendees required making the event a success. All other details hinge upon having a solid grasp on these important decisions, to the attaining of an event that will be remembered for years to come. Event Organization Event organization can become a cumbersome process if not taken seriously. Thoroughly combing over as many details as possible is a great maneuver aimed to present an event worth remembering. Whether the event is of business or personal nature, details make a difference. The first line of business to consider in organizing an event is to decide upon the overall atmosphere to be projected by the event. How should the guests feel upon arrival and departure? Will all guests remain together during the event or will they be divided into smaller groups at some point during the experience? Should emotions of comfort, excitement, relaxation, romance, restfulness or pleasure be endured? Choosing the atmosphere is as vital as selecting the theme of a child's birthday party. This atmosphere/theme is the foundation in constructing the perfect event. Is the nature of the event casual, formal, romantic, or professional?

Different event venues project different moods casting the tone of the event's nature. Most venues possess the ability to cast each of these tones to make the event successful. Many restaurants offer gathering rooms to project a formal, romantic or professional feel, while a portion of the main eating area settles guests into a more casual, laidback retreat. The same is true for most venues. Yachts can be the perfect "wow factor" for intimate, casual bridal/baby showers as well as intriguing the professional crowds mixing business with pleasure in the sights and sounds integrated with elegance on this excursion. Next, location of the event, namely the event venue, should be selected. The event venue provides the background to the atmosphere draped upon guests. Venue needs to include consideration of several factors of location. How will guests arrive and will parking be an issue or inconvenience? How far will guests be willing to travel to reach their destination? Other considerations include event facilities. Does the event facility provide a catering service, technological equipment, DJ/music or will it permit the use of such on its premises? How many guests will be attending the event and will the desired location accommodate this number of attendees? The location should comfortably allow guests to mingle and move without feeling crowded or lost in a vast openness of over-sized space. Finding this perfect zone of comfort is easily attainable with a little research or assistance of an event manager. Remember to consider the time frame of the event to offer guests quick access to hotels if an overnight stay is deemed necessary. Event Venues Event venues are locations where events are taking place. The definition of an event venue can be as endless as the stars in the sky; thus, when selecting the perfect venue for that important event, the sky is the limit. An event venue in simple terms is the location hosting an event. Some venues are more common than others, but there is a never-ending list when creativity comes into play.

Traditionally, a meeting room, hotel, conference center, restaurant or convention center may come to mind when envisioning the stage

where large, note-worthy events are held. However, in today's world where making a great first impression and expressing one's own style has never been more important, there are many newcomers on the traditional event stage. Ballrooms, gardens, rooftops, museums, theaters, yachts, stadiums, universities and even outdoor venues are becoming the norm in providing a unique, tasteful backdrop in creating the perfect atmosphere for business to business forums, as well as weddings and private parties. Depending on the premise or desired outcome of the planned event, the selected venue can make a tremendous impact. Often guests leave with an overall impression or feeling of a business/person based solely upon their sentiment provided by the atmosphere of the event, as opposed to the product/purpose on display. The memories linger when an event provides welcoming warmth and invites a personal connection to be obtained by the attendee. Finding the location is a key element in planning the perfect event.

Intimate, smaller groups may find a large conference center superb and projecting an isolated atmosphere. A rooftop, meeting room, restaurant, yacht, garden, or museum could be a more appropriate location to make this a more personal affair for the lower-numbered crowd. In contrast, a larger group might find such settings too personal and prefer a little more elbowroom. Venues designed for events with a larger number of guests include conference centers, convention centers, hotels, some restaurants, theaters, ballrooms, some gardens, mansions, universities, outdoors, stadiums and yachts. Conference and convention centers provide an ideal fit for events desiring separate spaces for smaller group meetings while including an area for everyone to convene into one large unit. These centers typically house all the equipment necessary for making presentations/dining for crowds, which trims down the amount of resources the host of the event must supply. Considering the essential supplies needed to complete the event is vital when selecting the appropriate venue. Similarly, weather is an element not to be forgotten during event

venue selection. Gardens, rooftops and any space outdoors must include a back-up venue in case of inclement weather. Hotels: venues for business events that last two or more days. All about the planning of conferences and seminars in hotels Conference Centers: venues of choice, when you organize an event with a medium or large number of participants. Convention Centers: event venues to host an event with a large audience. Perfect for conferences, trade shows, concerts and professional lectures Outdoor Venues: offer many features unmatched in celebrating indoor. Popular are zoos, botanical gardens, parks, gardens etc. Theaters: classic and tasteful event venues. Perfect to host ceremonies, presentations and product launches Stadiums: event venues to host large sports events, open air concerts but also to organize huge corporate events in an impressive atmosphere Yachts: a perfect fit for many different event types. Everything about events on yachts: Costs, planning requirements and more Meeting Rooms: probably the most important venues to host business events. E.g. to interview future employees or to meet business partners Restaurants: common event venues to host business dinners, meeting or banquets. Everything about the planning of events in restaurants Rooftops: breathtaking event venues with a spectacular view. These event locations are perfect to organize exclusive events Ballrooms: event venues of choice, when you search an event location to host events in a luxurious environment.

Gardens: mainly used as venues for family events like birthdays & weddings. But also perfect to host business events in the nature Universities: perfect event venues to host events in academic, historic and classy locations. All about universities and events Mansions: perfect choice, when you search a venue for a spectacular event. Find mansions that match to your event's requirements Museums: non-traditional, but great event venues to host special events with classiness and professionalism. Event Marketing Event marketing is a crucial ingredient for successful events. No one wants to be at a party by themselves but that is exactly what will happen if all you do to plan your next corporate event is book the meeting room. Making any event remarkable involves event marketing. Event marketing is any action that you take to make your event known and desirable to your target audience. This includes the invitations (printed or electronic), promotions or advertisements and reminders. It also includes pre and post event surveys to better understand the interests of your attendees. Event Marketing in the Internet Current trends in event marketing use web-based tools. Event websites can give attendees instant access to event details, travel accommodations and registration. Today’s society expects immediate gratification which can be satisfied by a well-maintained event website. Most event management companies offer event marketing services including an event website, online registration and email reminders. The event website can provide testimonials from past attendees and publish a guest list of prominent people already registered for this event in order to encourage your target audience to attend. People are more likely to jump to action when they can see others have committed to the event.

Another aspect of event marketing is well placed comments on social networking sites that can be linked to your website. Such posts can increase exposure to your target audience. Positive comments from others will lend credibility to your information and increase attendance to your event. Professional event managers or event management software can help you market your event by customizing email communications to different target audiences, creating the event website, offering online registration and communication. Event Marketing for Private Events Event marketing is not only for corporate events. Event marketing can benefit private events by keeping guests well informed and assisting with travel and hotel accommodations. A perfect example of a private event that can benefit greatly from marketing is the typical family reunion. In the past, reunions were promoted by word of mouth or paper invitations only with few details and poor RSVP rates. Imagine announcing the next family reunion with a website showing highlights from last year’s event. The website can list the schedule of events and menu. Family members can respond online and even commit to tasks such as bringing the dessert. You can send email reminders to all attendees or just those participating in certain tasks. Proper event marketing such as this not only makes the event much more desirable to the attendees but much easier for you to manage. Related Articles 1) advertising for events 2) Event promotion 3) Invitations

Event Management Software Event management software can be a lifesaver to anyone responsible for planning events whether it is a national conference, charity event or 50th wedding anniversary celebration. There are many different types of event management software that can be purchased or leased based on your needs. Some versions with basic management options such as online registration are even offered free online through event management websites. A full service system will allow you to manage every aspect of the event including the budget, registration, exhibits, appointments, housing, travel and email communications. These systems options can be grouped into a few main categories: 1) Planning 2) Communications 3) Registrations 4) Tasks or Program Management Planning The planning modules are used in the conception phases in such tasks at facility management, travel and housing accommodations. Effective software will allow you to manage the event budget, create a theme and track vendors. Organization is vital to successful events and event management software allows you to keep every detail organized in one central tool. Communication The communication modules will manage invitations, online registration and event marketing. These systems will allow you to create email templates that can be used across events or personalized to specific tasks. Having the ability to manage your email blasts by sorting attendees with different criteria will make your marketing efforts much more effective.

Registration The registration modules provide online registration and credit card authorization which is not only convenient for the attendees, but also an excellent resource for the event manager. Today’s society demands instant gratification and is far more likely to act if they can register online and view that registration immediately instead of mailing in forms and waiting for a reply. The online registration can automate billing and ticketing of the event reducing staff needs and human error. Task or Program Management Gone is the day of clipboard sign up sheets. Task or program management modules allow you to schedule and execute each task of the event. Event software with appointment systems allows attendees to schedule themselves into the seminars or breakout sessions that meet their interest. It can also be used to match candidates with recruiters at job fairs. The appointment management option eliminates guesswork and allows you to plan according to the attendees’ interest. Most software companies allow you to purchase or lease only the tools you need for your event offering an affordable solution to planning any event large or small. Events and Entertainment. In modern Hotel industry a various activities are mixed with the regular service to attract the customers and various prices in order to the constant in flow of the customers. The festivals, celebrations and so on previously these events are take up for promotion purpose but the costs are high in the modern industry, these huge amounts cannot be spent by an individual organization, to over come them the management’s have started taking the support of various co-related industries to join hands to share the burden monetarily.

Planning of an Event 1. 2. 3.

A concept has to be selected. Proper time has to be fixed (not rainy season Exams) Find out the market information regarding other events in the city.

4. Once these things are taken care, the event budget has to be planned. Budget includes the artist’s price, traveling food, stay, advertisement and marketing taking in to consideration all these factors the pricing can be fixed which is viable to attract the large gathering. 5. For success of any event to make a profit it becomes for the event managers to depend on sponsors, basing on the concept of the event mangers may approach the industry; entrepreneurs relating to it, and various space’s can be sold to them depending on their interests. 6. The sponsors can be classified as main sponsors and co sponsors. 7. As mentioned above at least the costs of the event has to be recovered from the sponsors, so that the amount from the sale of tickets and other things like food & Beverages may help the event managers to make a breakeven or profit, instead of making loss. 8. In order to carry this huge exercise where a lot of partiers are involved at least 2 to 3 months are required to make an event successful. 9. Some of the other things to be considered at the time of fixing an event are space of event, its approach, conveyance etc.

Mode of Sponsorships

1

Main Sponsorer One Number Will be Provided main backdrop on the stage, all the advertisements, posters, fliers, tickets will carry your logo

2

Co- Sponsorers Each Two numbers Will be Provided One side wing on the main stage all the advertisements, posters, fliers, tickets will carry your logo Sponsorer for Front stage Display One Number Will be provided front sides and head of the stage for display Sponsorer for front ramp One number Will be provided all the Three sides of the ramp Dance Floors Two Numbers Each Will be provided all the Three sides of the Dance floors, front side and behind Display Sponsorer for Vehicle display ( car segment& Two) Two numbers Each Display stalls 10Nos Each Will be provided three side closed stall with frilled table and with a back drop to display Tambola Five lines, Jalldi five& Full house Snack counters & Dinner enclosure can display his banner and will be provided to have their stall for display of their Product Sponsorer for main entrance gate arch Will be provided the sides and head of the arch of the gate Sponsorer for Parking area can display banners, the valet parking counter will be named of them, and valet tickets will carry your logo. Banners 25numbers Each Prime places will be allotted on first come basis Lucky dip Cracker Show Reserved table Zone Sale of Tickets

3 4 5 6 7 8 9 10 11 12 13 14 15 16 • •

All the sponsors will get 10% of the sponsored amount as entry tickets Only Two persons are allowed on behalf of the sponsorers

Calendar of Events in a club House First week:

Saturday- Musical night Sunday- Movie

Second week: Friday- women Saturday- Children Sunday – Movie Third Week: Saturday- Food festival Sunday- Hindi Movie Fourth week: Saturday- Show Time Sunday- Movie Holidays & Observances • New Year (Pre 31st December) • Pogal • Republic Day • Valentine Day • Holi • Ugadi (Telugu New Year) • Ramanavami • Vaisakhi • Friendship Day (7th August) • Rakshabandhan • Independence day (15th August) • Janmashtami • Ganesh Chaturdhi • Ramzan • Onam • Gandhi Jayanthi (oct 2nd) • Dussehra • Depawali (pre Depawali) • Mothers day (8th May) • Fathers day (19th June) • Christmas (pre Christmas) • Club Night • Children’s Summer coaching Camp • Club sports meet Events: Musical: • Live orchestra • Live Band • Classical Music • Classical Instrumental • Classical Vocal • Minus Vocal

• • • • • • • •

• Film Sageet • Memory of Famous singers • Gazal night Show Times • Classical Dances Dramas Skits • Dances for film songs Fashion shows Quiz • Carnivals Anthakshari Guest Lectures Fancy Dress Competition Painting & Drawing competition Food Festivals: • Pakoda Festival • Tawa Food Festival • Paratha Festival • Biryani Festival • South Indian Food Festival • Tandoori Food Festival • Andhra Food Festival • Dakshin food Festivals • Cuisines of Various states as festivals • Cuisines of various countries • Sea Food Festival Games & Sports • Housie/ tambola • Anthakashri • Kite Flying Children • Magic Show • Mimicry Show • Children Fancy dress • Quiz • Sudoku • Skits • Children singing competition • Educational Programmes( Maths made easy)

•

These are all small regular events carried out in the club for the entertainment of club members and their guests. • The Club management may select some of the occasions in a year as Club days and mega events can be planned They may be New Year/ Dewali or any other days. • To carryout all these yearly activities the management has to depend on the sponsorers. • The management enters agreements with the sponsorers in mutual understanding in a give and take pattern, by supporting the sponsorer by selling his product or services exclusively. These agreements may be short term or long term. By which the required mileage is enjoyed by the sponsorer • Management may also charge its members as mentioned in the by-laws from time to time depending upon the size of the event.

So, you have agreed to put on an event but you've never done it before and don't quite know where to start? Below are some elements that should be looked at when organizing an event. I also have a page of Sample Events for you to look at which have already been planned and utilized. Another source to look at is an online Event Director's Manual complete with forms and checklists. • • • • • • • • • • • •

Event Purpose & Theme Target Audience (Single Age Level vs. Multi-Level) Scheduling (Day, time, etc.) Event Location Activities Budget Staffing Required Publicity Confirmation Letters Supplies & Equipment Risk Management Evaluation

Event Purpose & Theme

Why are you holding the event? Is it to teach skills? To recruit new members? To provide a multi-level experience for members. Or perhaps to expose Members to new ideas or experiences. Many events serve more than one purpose; however, you should be able to determine what the main purpose of the event is. This is important to do first, before any other planning takes place, so that the planning committee (or individual) has a clear idea of where to proceed next. This also provides a useful tool for the evaluation process (i.e., did the event satisfy its purpose?). Deciding upon a Theme for the event often aids you with your planning and helps spur a flow of ideas. Try to pick themes that can carry throughout your whole program including food, decorations, activities, etc. Target Audience (Single Age Level vs. Multi-Level) Who will attend? Will only one age level be invited or will it be open to more than one age level? Will the public be invited? How about parents? These are all questions which must be answered early on in the planning since activities, etc. will be based on who is attending. Single age level events are easier to manage from an activity standpoint since it is easier to choose an age-appropriate activity when only one age level is involved. Sometimes it is possible to adjust the activity to accommodate more than one age level but this is not always the case. Multi-level events have the advantage of exposing members to different age levels and are particularly useful as bridging activities. Inviting the public or other non-members to your event may require that you arrange for additional insurance with your Member council. You must also determine if this is to be a troop or an individual event. Remember that if it is an individual event, appropriate adult ratios must be met and since Troop leaders are not expected to attend when it is not a troop event, you will need to make sure that you have sufficient staff to accommodate this. Scheduling When choosing a Day and Date for your event, be sure to check your Club Council event and training calendars to avoid any conflicts that may arise. Look at the dates surrounding your proposed date - are there other events happening the weekend prior or the weekend after? Are they for the same Target Audience? Then, perhaps choosing

another date might make the event more successful. Are there community events happening that may affect attendance at your event? What is the weather generally like at the proposed time of year and will that affect your event at all? Will it conflict with scheduled school or sports events? An event, though well planned, will not be successful if no one attends so attention to these points is crucial. How long will your event run? Remember that you want to have the members to have so much fun that they want more rather than being bored because it ran too long. Consider your target age level(s). In general, the younger the members, the shorter the event should be to be able to hold their attention. What time of day will your event be? If it is in the evening, how late will your target audience be able to stay? If after school, is transportation a problem? For events held on weekend days, are mornings or afternoons better? Remember to allow for people who wish to attend religious services when planning your day and time.

Event Location When looking at a potential event site, ask yourself the following questions: 1. Is the site large enough for the type of activities planned and the number of people expected? 2. Do people feel safe in the area? If not, you will likely have poor attendance. 3. How much does the site cost? 4. Is it accessible? (i.e., convenient to get to for those attending) 5. Does it have adequate parking? 6. Is it handicapped accessible? 7. Are there facilities for cooking and food storage, if needed? 8. Does the site allow you to put up decorations? 9. Does the site provide equipment (tables, chairs, PA system, etc.) 10. For outdoor program activities, are there natural resources that can be utilized to enhance your program? 11. Is there adequate shelter from inclement weather?

Make your reservations for the facility as far in advance as feasible. Many times, site fees are a major part of your budget. Activities When searching for activities, make sure that they are age appropriate. There is nothing more boring to a junior than to be stuck doing an activity that is really appropriate for Brownies. Likewise, Brownies will get frustrated if they are trying to complete something that is really a junior activity. Not sure? Check the age level handbooks for similar activities to test if they are age appropriate. Or, actually use some of the handbook or badge book activities for your program. Check to see if the activities utilize the site resources. Is the site adequate for the chosen activities? If not, and the site has already been arranged, you need to find alternate activities. Verify that the activities chosen are in keeping with the theme and the purpose of the event.

Budget Whether you charge for your event or not, you will still need to develop an overall budget for the event. Use this handy Budget Worksheet to help you figure your expenses and determine any fees which will be charged to the participants. Remember to think about the following questions when developing your budget: 1. Will adults be charged 2. Will older girls working as aides be charged? 3. If this is a fund-raising event, how much profit is anticipated? Staffing Required During the planning process, it is important to know how many adults you will need to run the program. Can attending adults be utilized to help implement the program? Do you need or want consultants to provided special program for your event? Are there other groups with which you might collaborate to put on this event? Remember that in

order for the girls to have fun, adequate program staff will need to be obtained. In general, the younger the group, the more program staff is needed. Also, for crafts, the more complicated the craft, the more program staff is required. Look first to people you already know and ask if they can help you. Ask other troop leaders, friends, neighbors, Service Unit members first. If you give them a concrete idea of what your expectations are, they are more likely to say yes. For example, if you ask a friend if they will help you run an event, many will merely say no because it sounds like such a large task; however, if instead you ask "Would you be willing to help teach knots at a skills event?" and describe the job responsibilities, you may have more success. Please provide a clear description of their job responsibilities to them and remember that they cannot take the place of an adult. Provide training for your staff, including your Program Aides, if at all possible. Your event will run much smoother if those in charge have a clear understanding of how the entire event is being run. Topics to include in this training are: 1. 2. 3. 4. 5. 6. 7.

Goals of the Event & Theme Job descriptions& responsibilities Emergency and first aid procedures Event schedule Site rules and regulations Tour of the site to be used Practice of activities which will be done at the event - this is crucial to the success of your event 8. Discuss any problems which might occur and how they might be handled (for example, homesickness for an overnight event) 9. Discuss any pertinent safety issues Remember to in some way thank your staff. If nothing else, provide a hand written note thanking them for their time.

Publicity One of the most effective means of advertising an event in our council is by the use of fliers. These fliers are distributed either at Service Unit meetings are mailed directly to troop leaders, depending on the event.

When composing fliers, make sure you include the following information: • • • • • • • • •

Event Title Event Purpose w/short description Day, Date, Time Site name, address, and phone (if applicable) Fee Who is being invited to attend? Registration Deadline Registration process (tear off registration form??) Contact name and phone number for questions

Confirmation Letter Many people appreciate receiving a confirmation letter after they have registered for an event. I usually make my deadlines at least 2 weeks prior to the event date in order to facilitate this. Included in my confirmation letters are the following: 1. 2. 3. 4.

Number of girls and adults confirmed for the event Name, date, time and location of event What dress is appropriate for participants What participants need to bring, if anything (i.e., sack lunch, pencil, etc.) 5. Preliminary event schedule (where appropriate) These are generally sent out to the troop leader at least 1 week prior to the event so that the word can be spread to all the troop members before the event. Supplies & Equipment My biggest help when it comes to figuring out what supplies and equipment are needed for an event that I run is the ever popular "To Do List". I take each individual activity and make a list of supplies needed for that activity. On one side are those things that will need to be purchased while on the other side are things that I need to collect or borrow. In addition to the supplies and equipment for each activity, you may need additional supplies or equipment to help your event run smoothly or to enhance your event. For example, if you are doing an outdoor event for a large group of people, a public address system may be

needed so that you may be heard when doing group activities or announcements. Does your council have one that you can check out? Do you want/need signs at your event to mark different activities or for check-in? Do you want to have decorations and if so, what kind? Are sufficient tables provided at the site or are more needed? Will a flag ceremony be part of your event and if so, is the flag available on site or do you need to provide one? Think of all the extra areas of your event that are not part of the actual activities and make an additional list of things to buy and things to gather. Risk Management Safety at your event should be one of your top priorities. To this end, make sure you have arranged for an appropriate Level First Aider to be present. If in doubt as to the level needed, consult Safety-Wise. In addition, the site and activities should be looked at from a safety point of view. Are there any potential hazards? How can they be avoided? Decide ahead of time what the procedure will be for an accident or emergency and who is responsible for implementing each part of the plan. Discuss this at your staff training so that everyone is familiar with it.

Evaluation Ask for feedback from the participants (both girl and adult) on how well your event went. This is one way to make sure that the next time, your event is even better. Ask questions such as: • • •

What were your favorite activities? Which were your least favorite activities? Finish this sentence: Next time I would like to____?

In addition, ask yourself how well the event achieved its purpose. How well did the site accommodate the program (this is especially valuable to people who use the site after you)? Were there unforeseen problems? What would you do differently next time? All of these questions will help you to improve your event planning skills with each new endeavor.

Budget Whether you charge for your event or not, you will still need to develop an overall budget for the event. Use this handy Budget Worksheet to help you figure your expenses and determine any fees which will be charged to the participants. Remember to think about the following questions when developing your budget: 1. Will adults be charged 2. Will older girls working as aides be charged? 3. If this is a fund-raising event, how much profit is anticipated?

Event Budget Worksheet Name of Event______________Length of Event ____________ Number of Participants _____ Number of Event Staff ____ Site: Rental Cleaning Fee Keys Admission Fees Other TOTAL

______________ ______________ Fliers ______________ Schedules ______________ Confirmations ______________ Site Maps ______________

Food: Meals Snacks/Drinks Other: TOTAL

Program Supplies: ______________ Crafts ______________ Nature ______________ Other ______________ TOTAL

Housekeeping: Soap Paper Towels Toilet Tissue Trash Bags Plates/Cups/Utensils Napkins TOTAL

Reproduction/Mailing: ______________ ______________ ______________ ______________

______________ ______________ ______________ ______________

______________ ______________ Misc: Thank you gifts ______________ Patches/Pins/T-shirts ______________ Folders/Paper ______________ Pencils, Tape, etc. ______________ Pins/Name Tags ______________ Other TOTAL

______________ ______________ ______________ ______________ ______________ ______________ ______________

First Aid Supplies Insurance ______________ Transportation ______________ A. TOTAL Projected Cost Equipment Rental ______________ B. Number of Paying Participants Consultant Fees ______________ C. Projected Fee (A divided by B)

______________ ______________ ______________

Event Management, as is obvious from the term, refers to the organized planning and research involved in the proper execution of any event. The event may range from simple social events like birthdays, weddings, family reunions; more complex corporate and official events such as Annual General Meetings, brand promotion meets, product launch parties and also special entertainment events such as live concerts and award ceremonies. The art and science of managing an event has become a specialized discipline and requires multi faceted skills. Following are 10 things to keep in mind while organizing an event – •

•

•

Knowledge is power: In order to make an event successful, understanding and knowledge is crucial. No two events are the same and understanding the nuances of what is required for a particular event is crucial. Events such as corporate meetings have their own demands of protocol and procedures. Entertainment events such as concerts require knowledge of various supporting resources to be put in place. Before actually commencing with managing an event, do make sure that you understand what exactly needs to be done. Talk to people who have participated in such events before, talk to other people who have managed such events before, keep your-self constantly updated with the evolving dynamics of each type of event. Set the Stage: What is perfect for a few persons may turn out to be a claustrophobic experience for a hundred. It is very important to know the number of people who are expected to attend the event beforehand. Make sure the customer has intimated his requirements to you clearly. The choice of the venue will depend on this factor. Very often the decision of choosing a venue is taken jointly with the customer. After the venue is chosen it is essential to obtain maps, scout the location, and take notes. Prepare today, execute tomorrow: Once a high level understanding of what needs to be done is obtained, it’s time for the planning phase. Chalk up a plan of which actions to be taken, and when. Assign responsibilities to the various actors within you team. Track the progress of each such planned action to completion. Before a big event, it is crucial to conduct dry runs and simulations. If possible, do involve the customer in such a dry run and walk him through of what he may expect during the actual event. This will prevent unpleasant surprises

•

•

•

•

•

Time it Right! When planning an event, work out a plausible time span. No event should be hurried, hectic affair and neither should it be a long drawn affair which puts the audience's patience under test. The agenda should be well balanced, with adequate time contingencies built in. Tools of the trade: It is also very important to have a grasp over the technicalities that run the show. Arrangement of proper technical equipment and skilled technicians is of prime importance. Nothing can be more embarrassing than a piece of equipment malfunctioning in the middle of the show. Pay attention to detail – for example when two projectors are beaming simultaneously on two ends of the stage, they must be in sync and have the same color balance. Have the technicians check and recheck the equipments before the show starts. Rules are not always meant to be broken: Organizing an event also requires number of approvals, permissions and procedures to be obtained. These range from permission from the police, civic authority clearances, environmental clearances etc. Make sure you, or your customer, have sought and obtained all necessary approvals and permissions. Stick within the boundaries of the provisions during the event. Never ever make the mistake of landing up in the wrong side of the law. There is no "I" in teamwork: An event involves a number of players. In some large scale events, it is mind boggling to think of the sheer number of players involved. For example, in a music concert – musicians, sound technicians, light technicians, stage technicians, sponsors, celebrities and of course the general audience. Each of these parts has to function smoothly in order for the whole to work. Communication is the key. Frequent meetings, briefings and rehearsals are needed for everyone to understand what their responsibilities are and how they need to coordinate. During the event have effective communication and coordination mechanisms like wireless headsets, or cell phones. In teamwork, most of all, it is important to forsake egos. Don't try to blame others for anything for might go wrong – instead the entire team should work in close coordination to cover for the slightest mistake made by an individual. "If anything can go wrong, it will": In spite of the intricate planning, rehearsals and the best of your efforts, things may not always run smoothly and last minute glitches can occur. Do not panic - be prepared for such exigencies. Have a backup plan in place. Arrange for emergency power backups and other technical backup systems. If an inordinate delay occurs (for example a

•

•

performing artist does not show up on time), plan in advance how to handle the situation and keep the audience occupied. Safety is paramount: While it is important to have fun, safety is a very important factor. Ensure that emergency exits are well marked and that you have adequate trained personnel to handle the situation in case anything untoward happens. Have the fire brigade and paramedical ready in case of very large events. Smile!: Last but not the least, always remember that managing an event is all about interacting with people to deliver the best results. Keep a cheerful and positive disposition - it lowers stress for everyone concerned. The customer is always king – some things may not always go your liking, but in the end your satisfaction would come from seeing the event getting executed perfectly.

Format of Budgeting & after event Income & Expenditure chart Expenditure Cost of Artists Fee Cost of Event company Transportation Traveling charges of Artists Cost lighting Cost of Generators Cost of stage Cost of license & other Fees Cost of accommodation for Artists Cost of accommodation of sub staff Cost of food expenses for artists

Actual

Budget

Income Actual Budget Income from sponsorers Income from sale of Tickets Income from advertisements Income from sale of Beverages Income from Food sales Miscellaneous Income

Cost of food expenses of sub staff Cost of general lighting Cost of barricading Cost of ground expenditure Cost of Security Cost of ground staff Cost of Printing & stationary Cost of Advertising Rent & Taxes Cost of Beverages Cost of Food Miscellaneous Expenditure Pre Event Expenditure Cost of after event damages Total Difference of Income over Expenditure Grand Total

Total Difference of Expenditure over Income Grand Total