Event Management

The event

 What is the purpose of the event

 What do you want to achieve
 Who is your target audience.
Event timetable

 Make a checklist
 Include dates for completion of task.
 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 August
Printers
Mailshot Conference Programme September
Return date: Registration Forms 2nd wk
(6 wks prior) January
Prepare joining instructions
Prepare final Programme
Final Programme to printers
Mail joining instructions (3 wks 1st wk
prior) with attendance list February
Printing of speakers name
boards
Prepare table plans etc
Press Release
Attend event 5/6 March
The Venue

 Why?
 Where?
 What type of venue?
 When?
 Who?
 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 an
induction loop system
Venue checklist
 Is there natural light/will the room blackout
 How noisy is the
air conditioner

 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 it required to
have a means of transport
 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 & £250.00
Reg Form £500.00
 Conference Programme £60.00
 Menu cards £45.00
 Speakers name boards
Stationery
 Name badges £80.00
 Delegate Wallets £150.00
Entertainment
 After dinner Band £500.00
 Caricature Artist £100.00
Photographer £95.00
Flowers £150.00
Speakers’ expenses
 Fees £1,200.00
 Travel £450.00
 Overnight accom £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

Sponsorship

 Who to approach
 Sponsorship packages
 Level of publicity at event.
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!
Assessing failure or success

 Evaluation form
 At the event or sent out separately.
EVALUATION FORM
Your feedback is essential to monitor the effectiveness of our events.
Name: Company:
Conference:
Workshop(s)
WorkshopEvent:
attended:

Score
How would you rate the content and relevance of today’s
Conference? ...
(Excellent = 4 Very Good =3 Good = 2 Poor = 1)
Comments:

What could be done, if anything, to improve the quality of today’s workshop?

(consider timing and duration, location and environment)

Score
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 ...

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.

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.
In short:

 Never underestimate the task ahead

 Plan, plan, plan
 Maintain good effective working
relationships – you can’t do it alone!
In short:

 Proof read everything

 Never assume anything
 Always be prepared!
Thank you.