ch 9 planning

8/6/2019 Ch 9 Planning

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Reasonsofevent Planning

Toget permissionsfromthe local

administrationtoconductanevent

Asafirststep todevelop the Eventconceptwhichdefinethe purposeandobjectivesof

theevent

To pursuetheclientforfundsfortheevent

Toinformall thestakeholderaboutthe plans

Toavoidthe legal andother problemsinthe

future


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First step which summarize the purpose of the

event.

Includes answers of questions like: Who is the target audience?

What are your goals and objectives?

Where is the best location?

Develop astatementofPurpose


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The purposecanbebrokendownfurtherintosomeaims. Aneventcouldhaveoneormore

aims. E.g.

Improving community attitudes to health and

fitness.

Injecting funds into local economy.

Launching a new product.

Celebrating a historical event.

Different aims for different events . Choice of

theme and Dcor is based upon purpose

Establishtheaimsoftheevent


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More detailed and specific.

SMART objectives.

Objectives achievement can be evaluated as

follows: Size of the audience

Average spending by audience

Sponsor recognition levels/Sales of sponsors

product

Economic Impact

Profits.

Establishtheobjectives


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Event Description:

Event name, type , location, date,timing/Duration, Aims and Objectives.

Event Management:

Management responsibilities.

Stakeholders, Event map, Route for street events,Venue and its physical layout

Approvals and consultation:

- Country, city, town, police, building, insurance.

Marketing: CompetitiveAnalysis, Advertisement, PRs, Press

release.


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Financial control:

Capital and funding requirements, Costs,

taxation, P&L a/c

RiskManagement

Event Staging: Theme, dcor, catering,

cleaning.

Staffing

Safety and security

Evaluation


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Planningtools

Maps and Models.

Gantt Charts

Run Sheets

Organization Charts

Check lists


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Maps and Models


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MapsandModels

Theseareusedfor:

- Contractorstounderstandthe layoutofthe

venue- EmergencyResponseteams

- Telecommunicationand Electrical Contractors

- SpectatorService Hosts- Artists, Entertainers, Exhibitors

- Event Audiance


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GANTT CHARTS

A Gantt chart is a type of bar chart that illustrates aproject schedule.

Gantt charts illustrate the start and finish dates of the

terminal elements and summary elements of a project.


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RunSheets

Programorscheduleofevents.

Time Activity

7.00 pm Guests Arrive

7.30 pm Guestsmovetotable

7.35 pm Maincourse served

8.00 pm Meeting


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Check lists

Yes No

______Decideevent purpose (raisefunds,visibility,celebration,)

______Chooseatheme

____Visit potential sites

-------Financecommitteedraftsinitial budget

_____Decideonadmissioncost

____Createsponsorship amounts/levels

ch 9 planning

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