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Creative EventmanagementKatharina MoserMOSAIK - Designing
European ExperiencesSpread the Vote 25.04.2019
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CHECK IN● Your name● Best event
you’ve been to
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100 EVENTS
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http://www.youtube.com/watch?v=p7PQyMJ_J7s
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WHAT MAKES A GOOD EVENT?
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● Know your WHY● Know your target group● Have a great team
behind it● Emotional touch● Organisation!!
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GUIDELINES for TODAY● Cooperation! ● We are only getting started
● Practice over theory● We love EXCEL● Make best use of time ● Turn
off your phones!
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6 INGREDIENTS FOR A SUCCESSFUL EVENT
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● WHY● WHO● WHERE● WHEN● WHAT● HOW
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TASK: PITCH YOUR EVENT
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WHY?⇨ VISION⇨ GOALS
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SMART
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S pecificMA R T
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S pecificM easurableA R T
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S pecificM easurableA ttainableR T
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S pecificM easurableA ttainableR ealisticT
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S pecificM easurableA ttainableR ealisticT ime-phased
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Routes
VISION: Pass on my own positive feeling of “Europeanness”
GOALS: - Financing: 140.000,- - Participants: 1.000- More than
90% want to come again- Volunteers want to help again- Etc.
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Routes
VISION: Pass on my own positive feeling of “Europeanness”
GOALS: - Financing: 140.000,- 100%- Participants: 1.000 80%-
More than 90% want to come again 100%- Volunteers want to help
again 100%- Etc.
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TASK: DEFINE SMART & SOFT GOALS
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WHO?⇨TARGET GROUP
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Routes
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TASK: DEFINE TARGET GROUP
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WHERE?⇨LOCATION
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Routes
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Routes
36.000,-
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Routes
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Routes
10.000,-
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TASK: CHECK LOCATIONLOCATION: Project XXX
Address
Topic CommentOK
GENERAL
Available on that date
Reserved
Agreement
Contact person for the location
Costs
Rent
Electricity
Staff
Wardrobe
General Facilities
Capacity
Public transport
Parking slots
Rooms to use + room capacity
Wardrobe
Toilets
Handicapped accessibleAny licensing requirements and orders
needed?
Logistics
Keys to get in/ out
Earliest to get in on the day
Latest to leave on the day
Security needed? Where?
Storage possible?
Parking for delivery services
Event roomStage - there or has to be set up? Dimension of stage?
etc.Seating of the audience: movie theater seating, circles,
chairs, tables, poser tables etc.Set up stage: chairs, speaker's
table?, light, roll-ups etc.Set up of the room: lights, decoration
(flowers, table cloths etc.)
TechnicsTechnical rehearsal: mic, beamer, lights, sound
etc.microphone: how many? Headset, handmic, cable?beamer: laptop
there? (Mac adapter!!) Do presentations need WLAN, sound, video
etc.
music/ acoustics
Contact of technician for the event
Catering
Kitchen?
Enough room for food/ drinks (fridge!)
Waste disposal
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TASK: CHECK LOCATION
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TASK: CHECK LOCATION
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TASK: CHECK LOCATION
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WHEN?⇨DATE & TIME
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Routes
- Close to Europe-Day- Saturday- No other major
event - ...
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WHAT?⇨CONTENT
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Routes
- 3 years development- Brainstorming
sessions with friends and stakeholders
- Brainstorming with artists, embassies...
- Special design for closing event…
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TASK: DEFINE THE CONTENT OF YOUR EVENT.
METHOD: ALPHABET BRAINSTORM
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If you put together two things that have never been put together
before the world has changed.
Julian Barnes
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HOW?⇨CONTENT
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HOW?⇨CONTENT ● Project roles
● Budgetincl. Sponsors & Sponsoring value
● Team & Tasks● Project plan● Event plan & Material●
Communication● Productivity● Evaluation/ Post work
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PROJECT ROLES
HOW?
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Routes
- Core team: 6 (20 in 3 years)
- Volunteers: 70(out of 150)
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Routes
Circle of Friends
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TASK: DEFINE THE PROJECT ROLES
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BUDGET
HOW?
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BUDGET
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Routes
- 100% Sponsoring- 35 paying partners - 13 barter deals- media
& location partners
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TASK: DEFINE THE BUDGET
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TASK: DEFINE THE BUDGET
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TASK: DEFINE THE BUDGET
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TASK: DEFINE THE BUDGET
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INCOME & SPONSORS
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INCOME & SPONSORS
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Routes
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TEAM TASKS
HOW?
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TASK: DEFINE TEAM TASKS
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TASK: DEFINE TEAM TASKS
● Write project roles in 1. & team members in 2. row● Write
all tasks for each role on post-its● Order post-its into groups =
working areas
● Write working areas in left column● Put down tasks in the
according fields.
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PROJECT PLAN
HOW?
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PROJECT PLAN
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TASK: CREATE PROJECT PLAN● Put tasks into timeline● Define
milestones & deadlines
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EVENT PLAN & MATERIAL
HOW?
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Event Plan
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Material Plan
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COMMUNICATION
HOW?
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INTERNAL COMMUNICATION ● Jour Fixe● TO-DOs● Rock Board●
Communication channels● Shared Calendar
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TO-DOs
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Rock-Board
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EXTERNAL COMMUNICATION
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Communication Strategy
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Routes
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PRODUCTIVITY
HOW?
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PARETO PRINCIPLE
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PARETO PRINCIPLE
20/80
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MVT
LVT
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MVT Most Valuable Tasks20% work = 80% outcome
LVT
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MVT Most Valuable Tasks20% work = 80% outcome
LVT Least Valuable Tasks80% work = 20% outcome
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TASK: Define 3 MVTs & 3 MVTs
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EVALUATION & POST-WORK
HOW?
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PARKED TOPICSWhat is left to be answered?
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CHECK OUTWhat did you take from today?
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People will forget what you said They will forget what you
didBut they will never forget how you made them feel.
Maya AngelouErasmus+ Enriching lives, opening minds for 30 years
© European Union, 2018
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MOSAIK Designing European Experiences
www.mosaik-agency.euwww.routes-europe.eu
Contact: [email protected]
www.linkedin.com/in/katharinamoser/
http://www.mosaik-agency.euhttp://www.routes-europe.eumailto:[email protected]
