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EVENT MANAGEMENT : LU 5. Know the Meeting & Conference Industry in RSA Meeting & Events Terminology PCO? Event Order/Function Sheet Event Budget Legal obligations & Events The Event Contract. LEARNING OUTCOMES. CSEP CMP PCO. Manual pg 82. Manual Case Study Pg 84. - PowerPoint PPT Presentation
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EVENT MANAGEMENT : LU 5
LEARNING OUTCOMES•Know the Meeting & Conference Industry in RSA
•Meeting & Events Terminology
•PCO?
•Event Order/Function Sheet
•Event Budget
•Legal obligations & Events
•The Event Contract
Manual pg 82..
CSEP
CMP
PCO
MEETINGS & CONVENTION EVENTS
• Assembly of people for the purpose of
exchanging information, debate or discussion,
consensus or decisions, education & relationship
building.
•Conference / Conventions / Congress /
Colloquium / Forum / Symposium / Seminar /
Workshops
Manual Case Study Pg 84
What is a PCO SAACI offers 3 graduated levels which are.. What role does a PCO fill? When do you use a PCO? Responsibilities/Duties of a PCO? Benefits of using a PCO?
PCO – Manual Pg 85
Detailed summaryOf the event details That the event manager, banqueting/facility manager at the venue, kitchen team/caterers, decor specialist, technical team
ALL NEEDTo be INFORMED
• Update & Replace Constantly• Can act as booking/confirmation form as well
EVENT ORDER / FUNCTION SHEET
Example Pg 92
1. Finalise to ensure event is feasible
2. Learn to prioritize activities & expenses
3. Use budget to track performance/implementation
4. Force you to be Creative!
5. Under Promise & Over Deliver
EVENT BUDGET
Types of budgets include :
o Profit-orientated events
o Break-even events
o Loss leaders/Hosted events
EVENT BUDGET continue..
Budget elements:
• Income
• Fixed income (start up budget/donation/sponsorship)
• Variable income ( ticket sales/on the spot fund raising)
• Expenses
• Fixed expenses (pay before event start/dj/decor/venue)
• Variable expenses ( catering/thank you gifts – depends on attendee number)
• Items budgeted for & Break Even Point
• 10% contingency (buffer for emergency/unforeseen expenses)
• 14% vat (quotes include or exclude tax? DOUBLE CHECK)
• Sub & Totals
EVENT BUDGET continue..
Manual Pg 99 Principles of Budgeting
Create your Own Budget : Page 110
EVENT BUDGET continue..
LEGAL OBLIGATIONS AND REQUIREMENTS
Occupational Health and Safety ActSafety at Sports and Recreation Bill
Example:High-risk event = Helipad20 000 people = mass casualty disaster vehicle10 000 people = 1 ambulance20 000 people = 1 doctor
Click icon to add pictureClick icon to add pictureClick icon to add picture
To the Manual..• Page 102 – SANS• Page 103 – Legislations & Regulations• Page 104 – Permits & Licences• Page 104 – Insurance Policies
The Event Contract!
Definition : The understanding and agreement between two or more parties regarding their mutual interests as specified in the agreement.
Consider : Employees; Exhibitors; Venue; Vendors; Staging; Decor; Entertainment; DJ; Printing; Catering etc..
CRUCIAL : ELEMENTS OF CONTRACT PG 106 - 109