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EVENT MANAGEMENT
Topaz J. Matthews
Winston-Salem State University
Initial Details to Determine:
Date
Venue
Budget
THE PERFECT DATE
• No conflicts
• SAT/ACT dates
• Other campus events-other university events
• Is space available-determine back up
VENUE
• Affects your date
• Suitable for your needs? -accommodates guests -technology -catering accessible
• Back-up venue
BUDGET
• Novelty Items
• Catering
• Shuttles
• Rentals
• Try to underspend
“ORGANIZATION is key to a smooth execution”- Cortney Hill-Wilson, Founder and Senior Consultant, Media Journey, Event Marketing Company
WHY SO IMPORTANT?
• Communication
• Delegation
• Time Management
ORGANIZE YOURSELF• Project Book
• Keep all email correspondences
• Create a checklist -lists priorities
• SWOT Analysis
• Avoid surprises-think and rethink -processing delays, budget approvals
7-10 business days
COMMITTEE• Select according to ability
• Supervisor is ex-officio on all program committees
• Clearly define roles, tasks & deadlines
• Let them do their tasks
• Respect time
• Weekly Update
COMMUNICATION
• Keeps morale
• Keeps supervisor happy
• Maintains your reputation as an event manager
• Some types of effective communication: -Event project chart -Strategic meetings (don’t overdo)
As a Project Manager……….• Make sure to schedule a walk-
through
• Prepare a GO-Box
• Maintain composure
• There are some things you cannot control!
FOLLOW-UP• Tie up any loose ends: -returning equipment to their proper places -reconcile invoices
• Survey your committee and supervisor
• SWOT analysis • Reconcile Budget
• Surveys from guests ***pay close attention to written comments***
• Thank you cards
K-O-D’S• Sending documents to print without supervisors approval
• Being late to your own program
• Running out of food at your event
• Inaccurate information
REVIEW• Organization -setting timeline
-project book
• Communicate -clearly define roles
-keep everyone updated
• Follow-Up -SWOT Analysis, survey
REFERENCES
• Cortney Hill-Wilson, Founder and Senior Consultant, Media Journey, Event Marketing Company
• Karen Jones, Director, Signature Catering
• Cheryl Pollard-Burns, Associate Director Freshman &Visiting Admissions, Winston-Salem State University
• http://studentaffairs.stanford.edu
• www.essortment.com
• www.eventscotland.org
• www.hofstra.edu/eventplanning
• www.semantico.com
NOW IT’S YOUR TURN…………………
After 7 ½ years of study, your cousin has been approved to graduate from Somewhere University with a bachelor’s degree in Business Management. His mother is so happy, thankful, and relieved that she wants to throw him a HUGE graduation celebration for 100-150 people! She knows of your event planning skills and makes you the coordinator. The event is to take place on August 24, 2012. She is giving you a budget of 5,000.00. It is May 24, 2012. You have a ton of things to do, and a tiny window of time. Come up with a plan for your cousin’s mother that she will agree with!
Your Plan Must Include the following:• Timeline/set back schedule• priority checklist• itemized budget• method of effective communication