Event Planning and Management (3rd Edition) - Chapter 2 PDF

02 == The event planning model ------------------------ -- -- - explain the value of adopting a systematic approach to event planning; - describe the four distinct phases of the event planning process; - follow the event planning process to create a structure for your own even...

02 == The event planning model ------------------------ -- -- - explain the value of adopting a systematic approach to event planning; - describe the four distinct phases of the event planning process; - follow the event planning process to create a structure for your own event; - describe the key planning tasks and activities to be carried out at each phase; - begin your research to develop a robust event concept; - plan the design of detailed aspects of an event. #### Event planning process -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- ##### Phase 1: Research, concept development and screening ##### Phase 2: Design and detailed planning ##### Phase 3: Managing the event on-site ##### Phase 4: Evaluation and reporting - The value of this model is in its simplicity. There are, however, some important points to note: - The planning process diagram should only be used as a guide. The key tasks are not necessarily sequential, and the order will depend upon the type of event as well as how an event organizer prefers to work. - There is likely to be overlap between the different phases of the planning life cycle, with tasks under way simultaneously. - The amount of time spent on each task will vary depending upon the type, size and nature of the event. #### Phase 1: Research, concept development and screening ##### Stakeholder mapping ##### Preparing the proposal ##### Screening and feasibility #### Phase 2: Design and detailed planning ##### Planning the programme ##### Selecting the location/venue ##### Planning the site layout ##### Event production and operational planning - University recruitment staff -- these members of staff are taken from the wider recruitment department and are allocated as team leaders around the event. - Academic and services staff -- these members of staff manage the information stands at the events and deliver the course/service-specific talks that run throughout the event. - Student ambassadors -- the students act in two main roles, first as a course ambassador supporting course-specific activity such as lectures, taster sessions and facility tours, and in general roles such as stewarding and registration support. ##### Recruiting the event team ##### Event marketing ##### Financial planning ##### Sourcing suppliers and contractors #### Phase 3: Managing the event on-site #### Phase 4: Post-event: evaluation and reporting ##### Evaluation ##### Debrief ##### Follow-up #### A final word on the event planning process\... - The success (or failure) of any event is largely down to what happens long before the day of the event; in other words, how well it is planned. - Planning any event involves a certain amount of repetition because there are various key activities and tasks that are carried out for most events. - Prior to the commencement of detailed event planning, it is essential to clarify the event concept, objectives (including stakeholder objectives) and budget as well as considering the feasibility of the event. - Creating a professional and thorough proposal document is essential to gaining support for an event -- whether for an external or internal client. - The design and detailed planning of an event involves a whole host of different activities, and for larger events it is likely an event organizer will need to delegate certain tasks. - Post-event activities such as the event evaluation need to be planned well in advance in order to provide useful lessons for future events. - Developing your own bespoke event planning model can help ensure a standardized, more consistent approach to planning events and will make sure that you don't overlook anything important. 1. Discuss why using an event planning model benefits events managers. 2. Why is the research phase so important, and how can it support events managers working smarter and utilizing resources more efficiently? 3. Is there a phase of the model which is most critical to the delivery of your event? Why?