Event Management

Its not rocket science!

Jeannette Allison March 2009

Taking the fear out of organising

Successful events every time
So where do we start?

Jeannette Allison March

The event

What is the purpose of the event

What do you want to achieve

Who is your target audience.

Jeannette Allison March

Event timetable

Make a checklist

Include dates for completion of task.

Jeannette Allison March

The Venue

Where?

What type of venue?

When?

CARDINAL RULE Never book a venue

without an inspection visit!

Jeannette Allison March

Venue checklist

Correct combination of rooms

Accompanying exhibition required

Obtain maximum capacity numbers

What style of seating is required

Jeannette Allison March

Venue checklist

Is a stage necessary location

Does the main room have any obstructing

pillars etc

Does the main room have an

induction loop system

Jeannette Allison March

Venue checklist

Is there natural light/will the room blackout

How noisy is the heating/air con

Does the venue have a dedicated

co-ordinator who can assist with
arrangements

Jeannette Allison March

Venue checklist

What audio visual equipment is

needed

Is there an adequate PA system

Is there good access for disabled

delegates.

Jeannette Allison March

Booking the venue

Meet with the conference co-ordinator

Obtain room hire rates negotiable!

Conference venue daily delegate rate

Check cancellation fees

Venue schedule.

Jeannette Allison March

Overnight accommodation

If accommodation needed, is it important

for all delegates to remain in one location

If using several hotels, is travel to main

venue required

Single or twin rooms

Jeannette Allison March

Overnight accommodation

INSPECT all accommodation

Checklist

Check latest release dates without

incurring cancellation fees.

Jeannette Allison March

The budget

Anticipated number of delegates

Is the event to break-even or profit desired

Is sponsorship to be sought

Always allow a contingency

Be REALISTIC.

Jeannette Allison March

Sponsorship

Who to approach

Sponsorship packages

Level of publicity at event.

Jeannette Allison March

Invitation to speakers/official guests

Seek commitment as soon as possible

Are speakers fees/expenses payable

Send ADV form.

Jeannette Allison March

Conference Programme

Decide whether preliminary or final

programme

What to include

CARDINAL RULE
proof read thoroughly!

Jeannette Allison March

Registration Form

Include to whom the form is to be returned to

with contact information

Include the closing date for receipt 6 weeks

prior to event

Include request for special requirements

dietary/disabled access/help in an emergency.

Jeannette Allison March

Joining Instructions

3 weeks prior to event

Include Registration Card

Final materials and attendance list.

Jeannette Allison March

Organising an Exhibition

As with Conferences, establish objectives of

exhibition and identify exhibitors

If alongside conference, ensure

tea/coffee/lunch and/or other events are
integrated into the exhibition space

Follow up initial mailshot with

telesales call
Jeannette Allison March

Organising an Exhibition

Produce an Exhibitors manual for hire of

shell extras, furniture, flowers etc

Always produce an Exhibitors showguide

Always tie-in exhibition arrangements

within conference programme

Complete a Risk Assessment

Jeannette Allison March

At the event

Arrive at least the day before

Meet key organising personnel

Establish first aid contact

Complete final risk assessment

Ensure registration desk in prime location

If something goes wrong:

DONT PANIC!
Jeannette Allison March

Assessing failure or success

Evaluation form

At the event or sent out separately.

Jeannette Allison March

What organising nightmares

have you experienced and in
hindsight what would you
have done differently?

Jeannette Allison March

Press Releases

Decide if you want to prepare one

Decide on target audience

How will it be distributed.

Jeannette Allison March

How to write a press release

Keep it short & sweet max 2xA4 sides

Decide for immediate release or to be

embargoed

Must include the 5 Ws who, what,

when, where, why and then how.

Jeannette Allison March

Dealing with media interest

If the media are interested in your story, they will

contact you as organiser first

Always protect your guest/speaker

Check with him/her to see if they are happy to give

an interview

Schedule with journalist at a

convenient time.
Jeannette Allison March

Risk Assessments

The safety of your delegates/guests is paramount

reason enough to prepare one!

Its a careful examination of what could cause harm

to people, allowing you to assess if you have taken
enough precautions or should do more to prevent
harm.
Its being prepared!
Jeannette Allison March

Preparing a Risk Assessment

The 5 steps are:

Identify the hazard

Decide who might be harmed

Evaluate risks & decide on precaution

Record your findings

Review assessment & update if

necessary
Jeannette Allison March

What could go wrong at your

event and how would you
deal with it?

Jeannette Allison March

Health & Safety Issues

Knowing your delegates/guests

Having access to venue first aider or consider your

own training

Knowing the venue emergency evacuation

procedure & alarm

Consider making a formal announcement at the

opening of your event.
Jeannette Allison March

What health & safety issues

affect the events you
organise?

Jeannette Allison March

Need more help / training

Event Management

ACE Association of Conference

Executives

AEME Association for Event

Management Education

Jeannette Allison March

Need more help / training

Risk Assessments
Health

& Safety Executive

Press & Media Relations

The

Press Association

Jeannette Allison March

What have we learnt today?

In short

Never underestimate the task ahead

Plan, plan, plan

Maintain good effective working

relationships you cant do it alone!

Jeannette Allison March

What have we learnt today?

Proof read everything

Never assume anything

Always be prepared!

Jeannette Allison March

Thank you and good luck with

your event organising

Jeannette Allison March