event planning by mark breen (cuckoo events) for bics 2013
DESCRIPTION
Slides from a presentation I gave to BICS (Board of Irish College Societies) recently on Event Planning. They've been altered slightly, obviously, with more text in this version as YOU don't have me there in front of you to go through it all.TRANSCRIPT
Event PlanningAre you mad?
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Who’s this guy?
• UL Lifesaving Club• UL Clubs & Socs Executive• UL Ents Crew & Events
– a few years back. . .
• Events & Marketing Manager, DIT Students’ Union for 5+ years
– up to a couple of years ago
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Ya? What else?
• Irish Safety Institute– Witnness / Oxegen / EP / Slane / Phoenix Park– College events– Europa Cup Final 2011– London Olympics 2012– Team Ireland Homecoming / Eucharistic Congress / Fleet Expo
• Cuckoo Events– Event Management / Event Production / Event Safety /
PaintGlow / Foam Parties / Themed Events – Gathering 2013 / Charity Events– Upcoming events. . .
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit www.rickwhitter.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Ideas / Concept Generation
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit natebu.wordpress.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit UNKNOWN
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit shedsomelightonthis.wordpress.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Event Planning - where to start?
Image credit spreadshirt.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
So what’s in an Event Plan?
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Safety Policy
General Event info
Structures & Facilities
Crowd Management
Venue Medical Plan
Fire Safety Traffic / Transport Plan
Emergency Procedures Cancellation Policy
Controls & Comms
Environmental
Tests & Inspections
Appendices
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Post Event
Evaluation Feedback
ImplementationRunning the event Production management
Organising the EventEvent preparation Stakeholder liaison Build
Detailed PlanningBudget Logistics Running Order Production schedule
Draft Outline PlanStakeholders Date & Venue Permissions Staff Costs
ObjectivesGoals Proposal Team
Planning Flowchart
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
What’s the one element that is
DEFINITELY involved in any event?
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit vargiu.com.au
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit relieve-migraine-headache.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Risk Assessments
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Why put ourselves through it?
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Smiley faces!
Happy people!
Fada, Gamesmaker,London Olympics 2012
Image credit aidan-kelly.com
Image credit guardian.co.uk
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Running the Event
Image credit healthcarepursuits.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit www.lifehack.org
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Review
• HONEST review is key• Involve ALL stakeholders• Take the bad with the good• Review as soon after event as possible• Actually USE the review to inform future
events
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Top Tips
• You can NOT start planning EARLY ENOUGH• Use a schedule • Add 20% miscellaneous to budget• Supplier relationships are KEY• Have done some work on the event BEFORE
talking to suppliers• Review
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
The Toppest Tip
Image credit flickr.com/photos/lumaxart/2137737248
TEAMWORK
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit bobtheegg.deviantart.com
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Stuff
• Risk Assessment Matrix• Events Scheduling Doc• Sample Event Planning Guidelines Doc
contents• Simple Event Planning Flowchart• Sample Event Plan Contents x 2• Presentation
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit justdwl.net
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Mark BreenP: 01 6401575M: 086 823 3377E: [email protected]
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: [email protected] T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
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