Decision makers

Subject-Event managementCourse-BBA-VI

Unit-I.II

1

Decision makers

• Decision makers may include the organization’s president, CEO, executive director, chairman of the board, corporate officer, and certain departmental heads

• They sit together, conduct brainstorming and come out with crucial decisions relating to even a minute issue while planning the event.

• Decision makers are the true event managers as the rest of the group, who executive the tasks are the event organizers.

• Their responsibility is up to making the plans and assigning the tasks. The rest of the work is handled by the different organizers.

The functions of a decision maker are:

• Collecting the facts and guidelines of the event from the client

• Designing the event flow • Preparing a marketing and promotional strategy• Preparing the budget for the event• Selecting people who will be involved in the

execution of the event. The decision makers generally select the heads and other team members are selected by the respective heads.

• Decide the venue, caterers, decorators and other technicians involved in staging the event

Developing record keeping systems

• Often, the event planner becomes the central coordinator of all information. Therefore record keeping systems are essential to organize, control and monitor activities.

• The organizational system he sets up must include a planning schedule.

• Deadlines forms and checklists to expedite the process and capture the details in a structured, usable quickly retrievable manner.

• The system’s documents become the files and records he will need for reporting, evaluating and planning for future events.

Establishing policies and procedures

• Another important planning issue has to do with establishing policies and procedures in the early stage

• The key to effective management is deciding the rules up front and advising the people they affect.

• Simple things such as registration cutoff dates, administrative penalties for cancellation, payment and reimbursement procedures for speakers, to name a few need to be established and communicated or event coordinators will find themselves continually answering the same question and mediating disputes.

Technical staff

• Technical production has always been the ‘what’s that’ factor for event managers. Knowledge of technical production has so far been a domain of a few and very few have tried to dare and ‘know it all’. Various tasks requiring technical expertise may be assigned to in house personnel or to subcontractors.

• Various tasks requiring technical expertise may be assigned to in house personnel or to subcontractors.

• It is easy to hire a production or a technical manager and rely on his expertise to deliver services

• But if you do not have the technical knowledge at all, you cannot tell if it is good or bad.

• Hence, it is essential to have an in-house technical team or at least the decision makers should have a little technical knowledge.

The responsibilities and functions of a good technical head are:

• To have a detailed insight into technical gear, knowledge of the different applications of the gear, how to distinguish gear and order the right equipment for the right event.

• Selecting technicians as per the show and budgetary requirements of the client.

• Having a thorough knowledge of the show requirements and look and feel that is required for the show, the design of the set, the seating plan of the audience and the format of the show(whether it is for television or a closed audience or indoor or outdoor).

• To check whether the lights, music systems, audiovisuals, laser, etc equipments work properly and are well co-coordinated.

Support personnel

• Support personnel and the clerical staff, which though do not have the authority but have many tasks to accomplish. These include clerks, receptionist, person handling computer work, etc.

Members of the clerical support staff handle:

• Typing and computer data entry,• Make copies and maintain files,• Process incoming and outgoing mails,• They keep daily activity logs for registration,

expenses and income,• They direct incoming calls;

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