Special Events

Special events

Special Events Organizations

Required Skills and Abilities for Event Management

International Festivals and Events Association

Provides fund-raising and modern developmental ideas to the special events industry

Certified Festival and Event Executive

Training to enhance the level of festival management training

Hospitality Sales and Marketing Association International

The largest and most active travel industry sales and marketing membership organization in the world, with over 7,000 members from 12 countries

Mission : to be the leading source for sales and marketing information, knowledge, business development, and networking for professionals in tourism, travel, and hospitality

Leadership Skills

Delegating

Project Management Skills

Abilities to Communicate with other departments

Budgeting Skills

Coordinating and Delegating Skills

Negotiating Skills

Local Convention and Visitors Bureaus

Primary functions:

• Encourage groups to hold meetings, conventions, and trade shows in the city or area it represents
• Assist those groups with meeting preparations during the event
• Encourage tourists to visit the historic, cultural, and recreational opportunities the destination offers

Meeting Planners International

Empowers meeting professionals to increase their strategic value through education, clearly defined career pathways, and business growth opportunities (MPI Website)

Offers 2 programs:

• Certified Meeting Professional
• Certification in Meeting Management

Ability to form contacts

Effective Social Skills

Enthusiasm

Ability to multitask

Classification of Special Events

Sustainability in Special Events

Association Events

Corporate Events

Charity Balls and Fund-Raising Events

• Range from a monthly luncheon to a yearly convention
• Planned 2–5 years in advance
• Destination is the determining factor

• Annual meetings, sales meetings, new product launches, training meetings and workshops, management meetings, press meetings, incentive meetings, and awards ceremonies
• Continues to lead the event business industry

• Unique opportunity for the event manager to work with the particular group or charity
• Normally, a theme is chosen for the event

• Britain has recently developed a system of standards for event management, which highlights policies and procedures necessary to implement sustainability. Event managers can use these standards as a benchmark for how to train employees on proper sustainable practices before, during, and after events

• Sustainable event tourism refers to the implementation of practices and procedures which help conserve both the natural environment and the special event space

Fairs and Festivals

Social Function

Concerts and Sporting Events

• Purpose of most fairs in the United States is usually related to the agriculture industry
• Festivals are planned events that are often themed to the celebration’s purpose

• Many concerts are planned as fund-raisers
• Mostly sporting events focuses in athlete and competitions

• Weddings, engagement parties, and holiday functions
• Planners or managers work on a broad variety of events
• SMERF (social, military, educational, religious, and fraternal organizations) is a category of organizations that fall into the social events category

Special Events

Dr. Joe J. Goldblatt :

A special event recognizes a unique moment in time with ceremony and ritual to satisfy specific needs.

Examples of Special Events

• Occur spontaneously
• Do not arouse expectation
• Usually occur without a reason

Daily events vs Special Events

• Are always planned
• Always arouse expectations
• Are usually motivated

by a reason for a celebration

Challenges and Tools for Event Planners and Managers

The Special Events Job Market

Event Staffing Manager

Manager of Event Food Service

Event Server Manager

Event Food Preparation Chef

Supervisor of Event Food Service

Event Experience as a cook and server

Event Manager

Trends in the special events industry

What Event Planners Do ?

event planners are responsible for planning an event from start to finish.

includes :

• setting the date and location
• advertising the event
• providing refreshments or arranging catering service
• speakers or entertainment
• etc.

• The special events industry is forecast to grow because clients want ever more spectacular events

• Events are increasingly more complex, involving multimedia presentations, elaborate staging, and frequently upscale food and beverage service

• Technology presents both an opportunity and a challenge, An opportunity in that it can facilitate event planning and management, A challenge in that new software programs must be mastered.

Coordination

• This may be a stressful time due to unforeseen problems occurring, or it may be a truly rewarding time with a flawless execution
• Involves decision-making skills and abilities as the event progresses

Highlighted skills and characteristics

Event Management

Evaluation

• Sponsorships are important in event management
• Sponsors provide money or in-kind contributions and in return receive recognition including use or display of their logo’s
• Sponsors expect something in return for their financial contribution

Planning

Should take place during each of the stages of the event planning process, and is a final step that can measure the success of the event in meeting the goals and objectives

• Determine budget
• Selection of event site
• Selection of accommodations
• Travel arrangements
• Negotiate contracts
• Arrange catering
• Arrange entertainment, speaker, music
• Audiovisual needs
• Create marketing plan
• Prepare invitations and event packets

• Requires vision and leader-manager skills
• Key result areas:

Marketing

Financial

Operational

Legal

• To gain business, event managers prepare a proposal for the client’s approval and contract signature

The

Event

Planning

Process

- project management skills

- willingness to work a flexible schedule

- verbal and written communication skills

- ability to initiate and close sales

- ability to handle multiple tasks simultaneously

- ability to interact with other departments

- ability to work with high- level executives

- good organizational skill

- creative spirit

- flair for the dramatic

- sense of adventure

- love of spectacle

- enthusiasm

- computer skills

- negotiating skills

- willingness to travel

- ability to be self- starter

- follow- through skills

- lots of patience

- budgeting skills

• Event management also takes place at convention centers and hotels, where event managers handle all the arrangements after the sales manager has completed the contract
• The booking manager is critical to the success of the event by booking the correct space and working with the organizers to help them save money by allocating only the space really needed

• Events can be costly

- In addition to advertising, there is a location charge, security costs, labor costs, and production costs

- Usually, the event manager has a good estimate of the number of ticket sales expected

should answer the following questions:

• Why should a special event be held?
• Who should hold it?
• Where should it be held?
• What should be the focus of the event?
• What outcomes are expected?

Design

Allows freedom in creativity and the implementation of new ideas that support the objectives of the special event

Research