Event Management PRO1115

Christine DiMillo
Course Outline Review
 Questions?
Weekly Topic
Jan 13
Course outline
Introduction to Event Management
Jan 20
Communication and Interpersonal
Organizational skills
Project Goal
Jan 27
Time Management and Project
Management skills, Administrative
Profit or non-profit
Feb 3
Event Planning – The Process
tests etc.
Quiz 5%
tests etc
Feb 17
Marketing Plan Implementation
Risk Management Implementation
Quiz 5%
Feb 24
Human Resource Co-ordination
Midterm Review
outline due
Mar 2
Mar 9
Quiz 5%
Mar 16
Reading week
tests etc.
Mar 23
Revisit Event Management
Mar 30
Customer Satisfaction
Assignment due
Apr 6
College closed
Apr 13
Apr 20
Exam week
Exam 25 %
 Evaluation is a critical part of the program. All evaluation is done in accordance
with the grading scheme and objectives on the Course Outline.
 Assume a passing grade of 60 average instead of 50. A student who has a grade
average of 55, for example, will not qualify to graduate.
 Students must obtain a grade of 50% in the course work and on the final exam
to pass the course.
 There are only five possible grades for students:
 A
A percent grade of 80% or higher
 B
A percent grade of 70% - 79%
 C
A percent grade of 60% - 69%
 D
A percent grade of 50% - 59%
 F
A percent grade of 49% or less
Attendance will be recorded on the Attendance and Grade Marking
Late arrival for classes will be accepted if:
students respect their teachers with a quiet entry
students will present no disruption to the class in session
students will be responsible for the missed material
one student will enter at a time – not in a group
if these requirements are not met, the teacher may ask the student to
leave the room and wait until break time to enter.
Please note:
Students must obtain a late slip from the front desk prior to entry to
classroom. Please submit the slips to front desk at the end of the day.
Official attendance will be taken by administration. Teachers may
keep their own records for their own purposes.
Assignments are due on date stated.
Assignments one week late – 10%.
Assignments two weeks late – 50%.
Assignments three weeks late or later will not be
accepted by the teacher.
 No assignments will be accepted after the final exam
Before we begin
 Take a minute to write down your definition of event
 Take 10 minutes to quickly choose an event (for
example; wedding, business meeting, birthday party,
anniversary etc.). Write down how you would plan this
event and what you think you will need in oreder for
the event to be successful.
 **Remember! there are no wrong answers, just do your
Event Management
 Event management is the application of project
management to the creation and development of
festivals, events and conferences.
 Event Management is a multi-million dollar industry,
growing rapidly, with mega shows and events hosted
Who is the 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 an expert at the creative, technical
and logistical elements that help an event succeed.
 This includes event design, audio visual production,
scriptwriting, logistics, budgeting, negotiating and client
 Event management involves studying the event, identifying the target
audience, devising the event concept, planning how the event will be carried
out, and coordinating the technical aspects before actually executing the event.
 Post-event analysis and 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.
The Roots of celebration
 A “Special Event” is a unique moment in time
celebrated with ceremony and ritual to satisfy people
needs. Every human society celebrates with ceremony
and ritual its joys, sorrows and triumphs.
 The term event is derived from the latin word
evenire, which means outcome. Therefore every event is
in fact the outcome produced by a team that is lead by
the event leader.
Effective event planning is a
combination of:
 Knowledge
 Planning
 Execution
5 reasons people attend events
 Food - include drinks and food
 Fun – include raffles, games etc
 Fame – recognize attendies
 Create Learning opportunities
 Education – can/will they learn something
Event Planning Mistakes
 1) Failure to identify your event objectives- know
exactly what people are expecting.
2) Failure to budget properly – make sure your not
overlooking costly charges.
3) Failure to select the right facility. Consider location,
traffic and parking
4) Failure to hire the right speaker
5) Failure to identify a prospect list
How to plan an event
 A number of questions must be answered before you
begin planning an event:
What is your goal?
What are some ways you can accomplish you goal?
When is the best time to hold your event?
How many people will attend?
Where can you accommodate those people?
How much money will the event cost?
How much money is available and where will it come
Getting Started
 Come up with an idea, vision or set of goals for the event.
 Determine what you need and create a budget
 Inquire about possible places and available dates. Make a
Identify sources of funding and begin a request for money.
Reserve the proper resources, equipment and personnel for
the event.
Host the event.
Follow up from the event.
Who is an event co-ordinator?
 http://emerit.ca/en/products/tourism_occupation_vi
Key Components
 Public assembly – events managed by professionals who
bring people together for a purpose.
 The size and type of group will determine the level of skills
required by the professional event leader.
 Purpose – in our daily lives event take place spontaneously
and, as a result, are sometimes not orderly, effective or on
time. Professional Event Leaders begin with a specific
purpose in mind and direct all activities towards achieving
this purpose.
 Event Leaders are purposeful about their work.
 Parades
 Civic events
 Festivals
 Religious observances
 Political events
 Bar and bas mitzvahs
 Weddings
 Anniversaries
 Convocations
 Commencements
 Alumni events
 Training
 Meetings
 Conferences
 *edutainment – results from the use of entertainment
devices (eg. Singers and dancers) to present
educational concepts.
Marketing and Reunion
 Along with advertising, public relations, and
promotions, events serve to create awareness and
persuade prospects to purchase goods and services.
 Example?
 Reunion – the purpose of remembrance, rekindling
friendships, or rebonding as a group. Once the initial
event is successful there may be a desire to reunite.
 Hallmark event – Olympic games, super bowl
 Expositions/exhibitions – where retailers meet
wholesalers or suppliers to introduce their goods.
 Sports events
 Tourism – event tourism. Attracts people to a
particular place because of a certain event. It is a way
to increase tourism during the “off season”. Examples
are: arts and craft shows, historical reenactments,
music festivals or other events that last up to 10 days.
Americans are celebrating more then ever and are
profiting from event tourism
What are Stakeholders?
 People or organizations that have invested in an event.
 Internal and external stakeholders – an internal
stakeholder may be the member of the board, external
may be someone in the media.
 A stakeholder does not have to invest money in an
event to be considered for this role. Emotional,
political, or personal interest in a cause is evidence of
investment in an event.
 The definition of professionalism is “the conduct or
qualities that characterize or mark a profession or a
professional person” (Merriam-Webster
dictionary). This definition indicates that, if each
individual acted with professionalism within a
workplace, they would be performing their tasks with
genuine earnest and honesty. In doing so, decisions
can be made logically, which is the very basis of
establishing a good work environment. Concentration
is on quality of service and work, which leads to a
successful business.
How to achieve it?
 Professionalism does not occur by
accident. Rather, it is a concerted effort by all
within the workplace to provide the utmost of
their ability each and every day. Although it is
highly desirable, it is rarely achieved. Without
this type of environment, employees will not be
motivated or feel that they are part of a successful
end result. It also often leads to unethical
behavior in the workplace as well as a high
turnover rate in employees.
 According to the Free Dictionary by Farlex:
unprofessionalism is defined as “not conforming to the
standards of a profession or unprofessional behavior.
 Start with self respect
 Leave personal unexpressed feelings at the door prior
to entering the work
 Determine your values
 Pay attention to how you communicate