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Event Management Proposal

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by

Gemma W

on 23 August 2013

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Transcript of Event Management Proposal


NCUB

Annual Lecture 2013

Event Brief & Expectations
Resources
Objectives and Purpose
Feedback from previous years
Budget
Guest speakers
Sponsors/Partners
Invited delegates
Venue
Catering
People and resources
Delivery Plan
Three Phases
Pre-event
During event
Post-event
Work Breakdown Structure
Schedule of Activity
Event
Management
Plan

Scope
People and
Resources
Planning
Project
Management
Review
SUCCESS
Flexibility
Contingency
Date:
November/December
Time:
5-6pm
Location:
Royal Institute of GB
Guests:
250 invite only
Format:
NCUB Intro/Fellowship
Award, Enactus,
Keynote, Wrap up,
Panel then Drinks
Reception
Annual Lecture Details
Event Management Proposal

Adaptability
WBS: Pre-Event
WBS: During Event
WBS: Post-Event
Schedule of Activity:
Pre-Event
Draft programme
Source and visit suitable venues Source caterers
Create guest list
Source photographer
Confirm programme
Brief speakers
Brief photographer
Confirm venue requirements
Approach guest speakers
Publish event details
Invite guests
Ask for dietary & special requirements
Ask for PP slides from guest speakers
Send joining instructions to guests
Confirm guest numbers to venue and catering
Create name badges
Create welcome packs
Create registration lists
Prepare marketing materials
Gather any other event materials
Schedule of Activity:
During Event
Schedule of Activity:
Post Event
Arrive at the venue 1.5 hours
before event
Set up registration desk
Set up Powerpoint presentations
Ensure the room is laid out correctly
During the sessions
Ensure all guest speakers have arrived
Check the speaker sessions are running on time
Prepare space for caterer's arrival
Social media updates
Welcome
Welcome guests
Ensure guest speakers have everything they need
Direct guests to room
Close
Thank guest speakers after session if appropriate
Ensure guests are out of the venue and collect name badges
Pack away all event materials
Clear venue if necessary
Thank venue and caterers
Thank yous to guest speakers
Thank you and circulate slides/promotional details to delegates
Publish article/press release on website
Social media updates
Write short report on:
key information
event success and lessons learnt
Circulate press releases if appropriate
Publish photos if appropriate
Finalise budget
File any paperwork
Analyse feedback (inc. social media)
Review meeting if necessary
Project closedown
Quality
Scope
Cost
Schedule
Work Breakdown Structure
Gantt Chart
Resource Management
Procurement
Monitoring budgets
Time/Resources
Objectives
Event Brief
Key information
Feedback
Successes
Lessons learnt
Reference & legacy
Event Report
Communication
People
Time
Budget
Reporting
Stakeholders
Flood at the venue
Rationale:
Event can't go on without a venue; time to source a new venue; maximum time needed to inform guests of the change of venue.
Actions:
Source new venue; reimbursement from original venue; should the event go ahead?
Lesson learnt:
Source various venue options; initiate robust contracts with venues.
Caterer having problems with delivery
Rationale:
Drinks reception can't occur without catering; it may take time to source new caterer.
Action:
Find out what the exact problem is - transport; incomplete order, etc. Solutions: alternative transport; order elsewhere; buy in own drinks and hire glassware.
Lesson learnt:
Source a range of caterers - check reputation; experience; size of company.
Guest speaker unable to attend
Rationale:
Programme effected.
Action:
Seek alternative speaker - same organisation; other speaker to extend talk; invited guest to speak, extend forum session or shorten event.
Lessons learnt:
Aim to devise flexible programmes where we are not dependent on certain speakers to deliver a quality event.
Guests bringing other attendees
Rationale:
Health and safety if beyond venue capacity; catering needs to be adjusted for more guests; additional name badges and packs to be made.
Action:
Find out who the extra guests are and whether they are appropriate - as the event is invite only, check and action the above if appropriate.
Lesson learnt:
Be explicitly clear in registration process for event.
Name badges not printed
Rationale:
Name badges useful for networking at the event to enhance experience for guests.
Action:
Print name badges. Buy name badge holders if necessary. Simple task which can be completed the night/morning before the event.
Lesson learnt:
Ensure this is scheduled in advance of the event soon after the RSVP deadline.
Welcome packs not put together
Rationale:
Useful for delegates however not necessarily essential to be already assembled if time bound.
Action:
If packs cannot be put together before event; handouts can be picked up by delegates on the way into event; alternatively materials could be circulated electronically afterwards.
Lessons learnt:
Schedule task into planning to be completed prior to event.
Expectation Management
Roles and Responsibilities
Full transcript