Events are a workplace for some and a leisure activity for others that range from family days in the local park to musical event festivals, firework displays, carnivals, Corporate social activities, sporting activities etc. There are three phase, pre-event phase ( planning, selection of staff, construction of staff, budgeting), set up phase ( operations, management strategies for crowd, transport, welfare, first aid, contingency plan ), post event phase (safe removal of equipment and structures, reviewal of event conducted, outstanding accounts, media releases )
Planning is the most important part of running a successful event. Commence planning well in advance of the proposed event opening date. In planning an event it is important to understand why the event is being held, who it is for and who it will benefit. Having a clear focus and defined objectives will help direct the planning process. This depends on the size, type, and duration of the proposed activity and logistics required for the event.
Some of the issues to be addressed while organising the event are Suitable venue availability, identify target audience, sponsorship opportunities, availability of resources (man-power, equipment, sufficient time, financial implications, professional assistance), Available funds, details of other competing events which may take place simultaneously, and marketing strategy required to inform local residents the intention to hold an event. Generally, to organise an event, there is an organisation committee assigned under an event manager who has overall control over the event and is responsible for the major decisions and directions of the committee.
After pre-planning of the event, formulation of organisation committee, next important step is to prepare an event checklist by assigning certain roles and responsibilities to the members of organisation committee. In order to allocate duties to the individuals, the committee must have a clear idea of all the different aspects including venue, equipment, staffing, communication, catering, garbage, toilets, money handling, medical, hospitality, transport, prizes, trophies, ceremonies, security, potential sponsors, pre-event promotion, documentation, invitations, event schedule, programs, sponsorship strategy, potential sponsors, contingency plan, permits, contract suppliers, lighting and power, entry/ exit details, event schedule/overview. It is useful to compile an event plan or checklist which will ensure that all aspects of the event are considered and adequately addressed in the planning stages.
The event manager and organisation committee work closely with a financial manager to ensure that event follows all the financial procedures covering all the sources of income, accountable cost, and hidden costs. Budgeting is followed by securing sponsorship for the event. Members of organising committee must have a clear understanding of potential sponsors, who they are and what they can offer. Developing a profile of the event will prove beneficial to target relevant sponsors. Sponsorship strategy must be properly defined.
Regardless of the size of the event, it is important to consider the level and mode of publicity and promotion required. Overlooking the promotion of an event, or leaving it until the last minute can lead to a poor turnout of participants and unsatisfied sponsors. Having a clear idea of the focus of publicity aims to maximise the profile of the event. While organising an event on the public facility or land owned by someone, other than the organiser, it is important to get the approval, permits or licences required.
Sufficient time and effort has to be put into planning and preparation, so as to make the event run smoothly. Effective communication between team members and event manager is essential. Post event, acknowledging the valuable contribution of staff, volunteers, and sponsors publicly for their involvement is important. Review the event to keep a track on various activities, learn from mistakes which makes it easy to conduct events in future. Keep a track of media releases for feedback attained from the target audience.
Organising an event is a complex and responsibility-laden process, the job requires a huge administration, attention to details and time management. If pre-planned properly, it saves a lot of time and effort leading to successful execution of the event.