event management
TRANSCRIPT
Event timetable/checklist NACO Annual Conference 2009
Organising Committee Mtg March 2008 Venue inspection visit March 2008 Accommodation inspection March 2008 Book Venue April Book Accommodation April Organising Committee Mtg May Invite speakers/guests May Prepare Budget May Budget approved Prepare Conference Programme & Registration Form
Book entertainment Book photographer Programme & Reg Form to Printers
August
Mailshot Conference Programme September Return date: Registration Forms (6 wks prior)
2nd wk January
Prepare joining instructions Prepare final Programme Final Programme to printers Mail joining instructions (3 wks prior) with attendance list
1st wk February
Printing of speakers name boards
Prepare table plans etc Press Release Attend event 5/6 March
The Venue
Where?
What type of venue?
When?
CARDINAL RULE – Never book a venue
without an inspection visit!
Venue checklist
Correct combination of rooms
Accompanying exhibition required
Obtain maximum capacity numbers
What style of seating is required
Venue checklist
Is a stage necessary – location
Does the main room have any obstructing pillars etc
Does the main room have aninduction loop system
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
Venue checklist
What audio visual equipment is
needed
Is there an adequate PA system
Is there good access for disabled
delegates.
Booking the venue
Meet with the conference co-ordinator
Obtain room hire rates – negotiable!
Conference venue – daily delegate rate
Check cancellation fees
Venue schedule.
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
Overnight accommodation
INSPECT all accommodation
Checklist
Check latest release dates without
incurring cancellation fees.
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.
Anticipated No. of delegates 100
Projected £
Actual £
General Event: Printing
• Preliminary Programme & Reg Form
• Conference Programme • Menu cards • Speakers name boards
£250.00 £500.00 £60.00 £45.00
Stationery • Name badges • Delegate Wallets
£80.00 £150.00
Entertainment • After dinner Band • Caricature Artist
£500.00 £100.00
Photographer £95.00 Flowers £150.00 Speakers’ expenses
• Fees • Travel • Overnight accom
£1,200.00 £450.00 £720.00
Audio visual hire £780.00 Conference Office expenses (travel, accommodation & catering)
£550.00
Total General £5,630.00 Contingency 15% £844.50 TOTAL GENERAL £6,474.50
Projected £
Actual £
INDIVIDUAL DELEGATE COSTS: Daily delegate rate x 2 days @ £32.00
£6,400.00
Drinks reception & Gala dinner @ £45.00
£4,500.00
Overnight accommodation Single room @ £85.00
£8,500.00
TOTAL DELEGATE
£19,400.00
TOTAL GENERAL £6,474.50
TOTAL £25,874.50 Based on 100 delegates £258.74
Invitation to speakers/official guests
Seek commitment as soon as possible
Are speakers’ fees/expenses payable
Send ADV form.
SPEAKERS’ ADV FORM - Return by (date) Full Name ___________________________________________ Title Mr/Mrs/Ms _______ Company/organisation ______________________________________________________ Address _________________________________________________________________ Tel: Office ________________ Mobile _______________ E:mail_____________________ Title of your talk ___________________________________________________
Brief synopsis (please provide a brief synopsis of your talk for publication) ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ ___________________________________________________________ Biographical details (please provide a brief biography for publication) Audio Visual Equipment (please indicate your requirements) Interactive whiteboard Multimedia projector Standard whiteboard DVD player OHP Projector Flipchart Other equipment?
Signed _______________________________ Date ___________________
Conference Programme
Decide whether preliminary or final
programme
What to include
CARDINAL RULE –
proof read thoroughly!
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.
Joining Instructions
3 weeks prior to event
Include Registration Card
Final materials and attendance list.
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 withtelesales call
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
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:
DON’T PANIC!
EVALUATION FORM Your feedback is essential to monitor the effectiveness of our events.
Name: Company:
Conference: Workshop(s) attended:
WorkshopEvent:
How would you rate the content and relevance of today’s Conference? (Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Comments:
Score
...
What could be done, if anything, to improve the quality of today’s workshop? (consider timing and duration, location and environment) How would you rate your Workshop Leader in the following key areas?
(Excellent = 4 Very Good =3 Good = 2 Poor = 1) Made you feel comfortable and at ease Communicated well and provided clear and concise instructions Encouraged questions and feedback Knowledgeable about subject matter
Score
...
...
...
...
How would you rate the Conference materials in terms of: (Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Quality
Suitability as post-event support
...
...
Have your personal objectives for attending this event been met? (Yes = 3 Mostly = 2 No = 1) If not, why not?
Thank you for completing this form.
What organising nightmares have you experienced and in
hindsight what would you have done differently?
Press Releases
Decide if you want to prepare one
Decide on target audience
How will it be distributed.
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 ‘W’s – who, what,
when, where, why and then how.
PRESS RELEASE TEMPLATE (logo) PRESS RELEASE Issued: (date) For Immediate Release OR Embargoed Until: (date/time) TITLE (make it brief and attention grabbing) The first paragraph should be a summary of the story – including Who, What, When, Where. Expand on the details in the next paragraph using Why and How. Remember: the journalist will want to know what is unique or new about the story and why it will appeal to their readers. Then back up your claims with facts and statistics. Follow up your story with quotes in italics, if required. This will bring the story to life. Finish off with details such as dates, times, prices and how to contact you.
## Ends ##
Notes to editors
1. Tell the editor who to contact for more information – incl. mobile, landline and e:mail
2. Also include short background information on your organisation 3. Include company name, fax number, e:mail and website info 4. Include opening hours, prices, venues, dates as appropriate 5. You should also state whether you have photos available
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.
Risk Assessments
The safety of your delegates/guests is
paramount – reason enough to prepare one!
It’s 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!
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
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.
Need more help / training
Event Management –
ACE – Association of Conference
Executives
AEME – Association for Event
Management Education
Need more help / training
Risk Assessments –
Health & Safety Executive
Press & Media Relations –
The Press Association
What have we learnt today?
In short –
Never underestimate the task ahead
Plan, plan, plan
Maintain good effective working
relationships – you can’t do it alone!
For details and bookings contact:-
Parveen Kumar Chadha… THINK TANK
(Founder and C.E.O of Saxbee Consultants & Other-Mother
marketingandcommunicationconsultants.com)
Email :[email protected]
Mobile No. +91-9818308353
Address:-First Floor G-20(A), Kirti Nagar, New Delhi India Postal
Code-110015