Event Management Manual for Financial Practicalities
I am also glad that I could combine my studies of financial management to event management. Key words: event planning event management
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EVENT PLANNING & PRODUCTION. POLICY MANUAL. 1999 Campus Drive. Evanston IL 60208. Phone: (847) 491-2330. Email: norris-events@northwestern.edu.
Alumni Chapter Resource Manual: Event Management
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EVENT MANAGEMENT HANDBOOK
Figure 4: Event management planning cycle 33 musical event festivals firework displays
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Alumni Chapter Resource Manual
Edition: January 2015
PART D:
Event Management
CONTENTS PAGE
EventProgrammingDͲ1
PlanningEventsDͲ1
EventTimelinesDͲ
19TipsforPlanningEventsDͲ2
Types ofeventsDͲ3toDͲ4EventManagementDͲ5toDͲ10
PublicisingEventsDͲ8
SourcingSpeakersDͲ9
RiskManagementDͲ10
Running
aSuccessfulSpeakerEventDͲ11APPENDICES
B:EventBudgetWorksheetDͲB1
onTemplateDͲE1 FG:PostAlumniEventSurveyDͲG1
onalOwnersDͲI1DEVENT PROGRAMMING
PARTD:EventManagement
Eventprogrammingisavery
importantpartofthelifeofa chapter.Eventsprovideavarietyof participationopportunitiesfor membersandcanbeawaytoattract new members.However,asevents take timeandrequireagooddealof planningandcommitment,chapters mustensuretheyknowexactlyhow theeventsÞtintotheirprogramming strategy.Planning Events
Chaptersarerequiredtodevelopan
annual scheduleofevents.Themore complicatedtheevent,themore leadtimeitrequires.Itis recommendedthatchaptersplan their eventsscheduleattheendof thecalendaryearforthenextyear.Thisgivesopportunityforall
committeememberstobeinvolved inbrainstormingandtounderstand whattimecommitmentswi ll be requiredwellinadvance. Input foreventideasshouldalsobe sought fromthechapter'sgeneral membershipbasethroughsurveys andfeedback.Chaptersareencouragedtomake
contactwitheachotherduringtheir annual planningtoidentifyifany opportunities forjointevent programmingexist.Thiscanhelp dis tributecosts,bols terattendance opportunities forattendeesto extendtheirnetworks.Event Timelines
One keysuccessfactorforevent planningistostartearly.Themore complicatedtheevent,thelonger theleadtimerequired.Findinga suitablevenue,securingspeakers andotherarrangementscantake many months.Thesuggestedtimetodedicateto smalltomediumeventsis10Ǧ12 weeks.Largeeventsmayneed3Ǧ6 monthsormoredependingonthe formatandcomplexity.Eventsshouldessentia
llybetreated asprojects - theÞnaloutcomeis made upofaseriesofsmaller activitieswithvaryingtimelines, someofwhichcannotbeenacted unlessanotheraspectoftheproject hasbeencompletedÞrst.Thebestwa
ytomanageabig project istodrawupatimeline startingattheendandworking backwards.Remember,thedevilisin
thedetailsanddevisingthetimeline will helptoensurethatkeyelementsActionPriortoevent
Establisheventmanagementteam4Ǧ6months
Identify
possibleeventdatesSecure&bookvenue4Ǧ5months
Research
andinvitespeaker/s,MCetc3Ǧ4monthsPrepareinvitations&RSVPprocedures
Sendinvitations4Ǧ6weeks
Promote
Email eventreminder2Ǧ3weeks Pre Dayofevent - setǦupvenue,liaisesuppliers/speakersetc SAMPLE TIMELINEóMEDIUM SCALE EVENT (eg speaker event) Securesuppliers - catering,photography,AV,prizesetc6Ǧ10weeks Email reminderstoattendees2Ǧ3daysDͲ1
RefertotheEventChecklist
(DǦA1)foracomprehensivelist
ofeventconsiderations9 Tips for Planning Events
PARTD:EventManagement
1.PURPOSE - Determinethepurposeofeach
eventandactivityandhowitcontributesto yourchapter'soverallaimsandobjectives. 2.QUALITY - Yourfocusshouldbeonquality
foreveryactivityyouundertakeratherthan quantity.Itisbettertodoafewkeythings andunmemorable. 3.AUDIENCE - Doyouknowwhattypeof
activities andprogramsmostappealtoyour membership?Ifyoudon'tknow,thenask them.Chaptershaveanobligationtotheir memberstoprovideastimulatingprogramof activities thatcatertomembers'interestsand needs. 4.SEGMENTATION - Manychapters,
takea'onesizefitsall'approachforrelevant arangeofactivitiesandeventswhichare targetedatspecificsegmentsofyour membership base,forexampleyoungalumni, midǦ career,specificdisciplinesorprofessions. The segmentsthatmakeupyourmembership,the more balanceyoucanbringtoyourprogram. 5.TIMING&LOCATION - Schedulingand
Considerthebesttimeofyear,dayofthe
weekandtimeofdaywhichwillappealmost to youraudience.Lookforotherevents, activities andpublic/schoolholidayswhich locationeasilybypublic transportoraccess carparks? 6.FORMAT - Notalleventsarecreatedequal
andcarefulconsiderationshouldbegivento thetypeofeventandtheexpectedoutcome.Keyconsiderationsforeacheventinclude
COST,PLANNINGTIMEandIMPACT.Once
thesefactorshavebeenconsideredthe chapterwillbeabletomakeamoreinformed decisionaboutif/howtoproceed. 7.ORGANISATION - Identifyoneortwomain
peoplewhowillbethekeycontact/sforthe whetherasubǦcommitteeofvolunteerswill alsoberequired.Ensureeveryoneknowshow taskshavebeenallocated,towhomandwith whatparameters.Theeventorganiserneeds to bedetailsǦfocused,excellentattimeand peoplemanagement,aproblemǦ solverand abletothinkontheirfeet. 8.LIAISON - Workcloselywithyouralumni
eventmanagementandcommunicationplan. 9.EVALUATION - Decidehowyouwill
evaluatethesuccessoftheeventandbuild thisintotheeventplan.Thisimportant componentisoftenoverlookedbutiscritical to determinewhethertheobjectivessetfor theeventwereachievedandcouldbe reportwhichcanbeusedforfutureplanning.DͲ2
What type of event?
Celebrations/Special Occasions
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