Event management
The core goal of planning for this even is to ensure that unique nature f this occasion is adhered to through unique event. Event planning is not an easy task as many may perceive it, thus organization of a team is quite important. Therefore the success of this event is determined by the rigorous team effort o handle all the event details. Thus I have to first come up with an able minded team and subcommittee which will manage the venue, the audio’s, entertainment sector, public address, financial support and human resources. These subcommittee members are specialized in those fields and thus they will be able to use their expertise to make the event a success.
Helexpo is the selected location where the event will take place. It is located in Thessaloniki in Greece. This is one of the destinations that can offer quality facilities and outstanding services that my attendees expect and it is within the price tag that the budget requires. The location is one of the finest in Greece as it offers particular, contemporary as well as multifunctional uniqueness. It is very spacious and thus it can accommodate the 300 hundred guests without any congestion. The place also has adequate and advanced facilities such as the audio as well as the video capabilities, enough parking spaces and offers exclusive vip services. This event will basically have more of the executives and CEO’s hence vip services will be paramount so as to make the event an exceptional one. So as to secure the best deal of the venue additional dates that would have worked for the event were selected and this enabled easier negotiation for a better pricing. Flexibility is one of the elements for an effective event management and this therefore called for much flexibility even as the event planning was underway. There are various reasons behind the selection of this location. This is but among all is the accessibility of this area thus the attendees would not have a difficult time accessing the place hence making it easier the arrivals as well as the departures. In doing this the attendees will have an easy time travel, reduced transportation expenditures and reduced carbon footprint of this event. The event will be held on the 19th of February 2017 on a Saturday evening and hence an indoor activity will be more appropriate. The dress code for this event will be a purple party. This color represents power, luxury, nobility, royalty, elegance and sophistication. This therefore matches the description of the CEO’S and the various partners who shall be attending the event. This will bring out the uniqueness of the event. The facilities to be available at the venue will be toilets, car parking, lighting, seating, air conditioning as well as equipment facilities. There will also be enough changing rooms for the various guests who will be available. Photographs of the key features of the venue and a map are essential as it will help guide the visitors. Ushering services will be paramount where the guests will be directed all the way from the gate to the venue. Food and beverage will be sufficient for all the guests with excellent serving with classy outlooks and the ambience which is a huge part of the event. Invitation cards and emails will be given out earlier in advance so as to ensure that all the anticipated guests have enough time to schedule the event in their busy schedule. A communication director is thus essential in the event planning. Follow ups will be essential and thus follow ups call will be made only to the designated so as to confirm their participation in the event. Branding of this thanksgiving event and celebration for a good working union needs to be designed as per the theme of the event.
The main aim of financial budgeting of this event is to enable the sound financial decision making process of the event in regards to the venue selection and expenses all throughout the project. This therefore enables for an easier calculation of the amount of revenue that is needed so as to stage the event in relation to the planned level of the payments (Shone & Parry108). While budgeting I had to over budget with intent of covering for additional funds than the one allocated for. This would make the event a success as proper amount of power will be readily available. To b on the safe side while budgeting I have to include the fact that tax is an important factor that needs not to be overlooked and hence I have to account for it while estimating as per the vendors. While picking this venue, less floral and décor facilities are needed since the Helexpo venue is naturally beautiful and this helps to trim on the budget thus allowing for more unique aspects in this event (Helexpo n.y, n.p).
A strategy to be implemented for the funding of the event will be designed so as to make this event a success. This strategy will attract both the private, public as well as participants sponsors who will accept to fund this event. This event will thus rely on both the internal ad the external financing. External financing such as from the institutions such as the public and private institutions may cover up 50% of the total cost of the event. Private institutions such as the banks may contribute partially or wholly in form of cash as they will require some publicity during the event and some media coverage which will be essential for the marketing of their businesses. When all these contributions have been made, the costs of the event will be covered. The local government such as the town council may cater for venue hiring expenses while other private companies will cover for the travelling expenses so as to be well known in the short time. Thus in funding the event they are able to advertise their business. They therefore will go for the opportunity for exchanging their economic support for a prospect to be able to show in the media. The other groups of contributors who contribute about 80% of the budget of the event planned for are the promoters and the organizers. Internal financing and especially from the membership fees and private donors is essential as it will cater for some part of the budget (SMIT 2012, 44).
Health, safety and risk assessment are quite essential elements while planning for this event. Thus while planning it was essential to first identify potential risks or hazards, the attendees who are at risk, determination of the existing controls whether they are enough and amending some of these controls. These hazards and risks while assessing them; they should be grouped into either physical, positional, environmental or health risks so as to be able to determine the most appropriate control. This will therefore encourage proper planning and implementation of tasks necessary for any kind of risks (CHATURVEDI 2009, 138). Last minute emergencies are one of the risks that may occur during the event thus in my planning I have included a mitigation measure where I have set apart 10 % of the budget so as to ensure that it can cover for any unexpected last minute expenditure. This will act as a safety net and especially in the entertainment segment. Constant visiting of the event venue will enhance me to identify with the changes in the venue since the last time I saw it and this might help in identifying some of the hidden risks. Walking throughout the venue will ensure that I get familiar with the place and to identify the potential hazards (Slovic et al 2002, 16). Therefore I will be able to plan for ambulance services in case an emergency occurred during the event. Risk assessment will ensure that I plan for security and carry out security checks at all the available doors and gates in the venue that needs to be secured and the level of security needed so as to prevent the loss of equipments and entry of terrorists since the event is scheduled for highly ranked people all over the nation. I have to also ensure that there are enough rooms that can be used for first aid in case of any accident and to identify the areas that need to be cordoned off if they contain risks. Although safety is one of the core risk to be addressed there are other activities that may be carried out so as to lessen the risks such as the collection of waste, restriction of access to some parts, loudspeaker facilities to make announcements during the event, food serving and hygiene (CONWAY 2004, 28). Training of event staffs will be my core event as it is critical in risk management. This will enhance me to reasonably use part of my time to explain and organize with my team on procedures that they should all flow in case there is an emergency during the event. In doing so, risks will be minimized.
The sequencing of activities will be essential as it will enhance the smooth planning and implementation of the event all the way from event approval to the creative plan implementation. The sequence will start with the production of the event plan followed by designing of the event and finally the execution of the idea into perfection. This will thus ensure that a proper checklist is made and thus allowing me as the event manager to event map and the product flow based on time and the delivery program. Delivery calendar has a time line in which all the deliveries will be delivered within this timeline. This will help in ensuring that there are no delays and thus making everything to fall into place as planned. Human resources are therefore deployed so as to ensure that I am not overloaded and thus allowing me to supervise on the general delivery while the respective heads of the event team committees ensures that all the work of ordering and receiving the deliveries are done on time. A master sheet is thus made so as to ensure that the contacts of all the people involved in delivery of the products and services are available in case of a late or misappropriate delivery. This master sheet developed is to be used as reference point all the way through the pre event to the actual event. However another sheet detailing the entrance and exist list of people will be essential so as to ensure that security is adhered to. A cue list will also be developed whereby a minute to minute timing will be made detailing about the scheduling that would be implemented in the setting up of the infrastructure, the entrance of the employees, artists and performers (ALLEN 2009, 45). Various speeches and presentation will be carried out and hence cues on backstage, public address coordinator, audio visual coordinators and lighting operators will be quite important/ timing for each presentation or speech and who are to present and for how long and who should come first or last will be important parts to plan about prior the event day so as to be able to communicate with the ones responsible for making the speeches and let them know the time that they will be allocated for proper organization.
It is important to note that time is of essence in the planning and actual event happening hence time management should be core in the entire process. Communication will also play a bigger part in the planning of this event. Team work will also be needed so as to attainment of the event goal. Financial contribution is the major driving force of this event as financial aspect must be present. Good management of all these elements will enhance a quality and effective event planning and the desired outcome will essentially be reached.
References
SHONE, A., & PARRY, B. (2004). Successful event management: a practical handbook. London, Thomson Learning.
ALLEN, J. (2009). Event planning: the ultimate guide to successful meetings, corporate events, fund-raising galas, conferences, conventions, incentives and other special events. Mississauga, Ont, J. Wiley & Sons Canada.
Slovic, P. and Weber, E.U., 2002. Perception of risk posed by extreme events.
CONWAY, D. (2004). The event manager's bible: how to plan and deliver an event. Oxford, How To Books.
SMIT, L. (2012). Event management: putting theory into practice : a South African approach. Johannesburg (12 Thora Crescent Wynberg, Johannebsurg 2090), Masterskill.
Helexpo (n.y). Find venues. Get quotes. Book space. Retrieved from:
http://www.cvent.com/rfp/athens-hotels/helexpo/venue
CHATURVEDI, ASHUTOSH, DR. (2009). Event Management A Professional & Development Approach. Global India Pubns.
