EVENT MANAGEMENT TOOL KIT - Mid-Western … EVENTS EVENT MANAGEMENT TOOL KIT MID-WESTERN REGIONAL COUNCIL PAGE 5 OF 15 2. Creating an Event Timeline An effective event planning timeline

EVENT MANAGEMENT

TOOL KIT

PLAN, DELIVER & EVALUATE A

SUCCESSFUL EVENT

20 MAY 2015

MID-WESTERN REGIONAL COUNCIL

CORPORATE: EVENTS

CORPORATE: EVENTS EVENT MANAGEMENT TOOL KIT

PAGE 2 OF 15 MID-WESTERN REGIONAL COUNCIL

1. THIS DOCUMENT HAS BEEN PREPARED BY ALAYNA GLEESON, EVENT COORDINATOR FOR MID-WESTERN REGIONAL COUNCIL. 2. 3. ANY QUESTIONS IN RELATION TO THE CONTENT OF THIS DOCUMENT SHOULD BE DIRECTED TO: 4. [email protected] OR (02) 6378 2850 5. 6. DATE OF PUBLICATION: ERROR! REFERENCE SOURCE NOT FOUND.


MID-WESTERN REGIONAL COUNCIL PAGE 3 OF 15

Table of Contents

1. Event Planning ................................................................................................................. 4

2. Creating An Event Timeline .............................................. Error! Bookmark not defined.

3. Event Promotion ............................................................................................................... 6

4. Troubleshooter Guide For Event Planning ....................................................................... 7

5. Event Evaluation .............................................................................................................. 8

6. Appendix 1 – Event Planning Checklist Verson 1 ............................................................. 9

7. Appendix 1 – Event Planning Checklist Verson 2 ........................................................... 11

8. Appendix 2 – Sponsorship Proposal Template ............................................................... 13



1. Event Planning

Event planning can be highly stressful - or extremely energising. Often it’s both. Planning a successful event takes time, cooperation, and an eagle eye for detail. Draw up a detailed activity plan, and get started!

Get Help Planning Your Event

Don't try and plan a big event alone. Form an organising committee to develop ideas for your event planning efforts. If that's not possible, at least recruit colleagues, friends and volunteers to help you.

Activity Plan – Your Event Planning Checklist

Draw up an event activity plan, complete with a ‘to do’ checklist and deadlines, covering every large and small activity that needs to happen in planning your event. See Appendix 1.

Ask Questions When Planning Your Event

As you’re planning your event and booking venues, hiring caterers and sourcing entertainers, you should be asking yourself a series of questions that will help you make the right decisions. Consider:

How will you pay for the event? Do you need funding? Can you seek sponsorship? Do you need permits for your event? Contact Mid-Western Regional Council for advice on this Do you need permission or licenses to use audio-visual materials? Do you need permission to post advertising material – such as posters and banners – in public areas? Does your venue need to be accessible to older people or people with a disability? Do you need a sign language or other

language interpreter?



2. Creating an Event Timeline

An effective event planning timeline will keep everyone on track and ensure you do not miss any important deadlines. A conference timeline is not just a long to-do list; it is also a schedule of key tasks and dates that are clearly defined and easy to use.

Step 1 – Build a Timeline Template

Set up your conference or event timeline template in a system that is easy to manipulate such as Microsoft Word or Excel, or use project management software. Whatever system you select, you need to be able to add to the timeline, delete items and insert updates regularly.

Step 2 – What to Include

If you are the only person managing the event, your timeline may be as simple as a list of key dates or milestones such as deposits due, mailing dates, meetings and confirmations of catering, venues and accommodation.

If there are others involved in the event production, you may need a more comprehensive list such as tasks to be carried out, completion dates, who is responsible for each task and supplier contact details.

Step 3: Enter deadlines

Start at the date of your event, and work backwards according to how long each task will take. As early as possible, get deadlines and due dates from venues and other suppliers, and incorporate them into your timeline. You can base other tasks around these dates.

Consider highlighting or colour-coding urgent or non-negotiable deadlines in your timeline to make them stand out from the others.



3. Event Promotion

Events are not just an end in themselves: they are also a great way to build relationships, increase leads and move prospects along the sales cycle. But to ensure the ongoing success of your events you need to put effort into promoting them well.

Marketing your event

Do not rely on one method of communicating about your event. Use a variety of promotional material and an integrated marketing approach that includes post, email, telemarketing, websites, social media, advertising, press releases, online calendars and relevant publications.

Start promoting your event or conference early

Start promoting your event as early as possible. This will allow attendees to get the date/s in to their diary and arrange transport and accommodation needs if required.

Encourage event delegate and guest participation

Be succinct and to the point, but don’t make the invitation so short that it fails to give enough reasons for guests to attend. Ensure your audience knows why they should participate. Be sure the promotional copy includes all the registration, cost, date and address details.

Focus on the benefits of your event

Focus on selling the benefits of attending your event. Include information about what guests will take home in terms of new knowledge or networking opportunities, or something tangible, such as workbooks, white papers, checklists or certificates of completion.



4. Trouble-shooter Guide for Event Planning

Remember, something usually does and probably will go wrong at your event. However, it’s often only the event organiser who knows about the problem. Keep a running sheet handy and try to stay one or two steps ahead of the schedule. And most importantly, don’t drink too much Mudgee wine!

Prepare for your event - checklist everything

A week before your event, recheck everything, from attendees to suppliers. Make notes of things that could possibly go wrong, and develop a contingency plan.

Arrive early at your conference or event

Arrange for all your event organiser team-members to arrive early. This will buy you some extra time if changes need to be communicated. Arrange a meeting room in which you can brief the team.

Post clear signs for event guests and suppliers

Hang up visible signs for event guests, team-members and suppliers. Ensure there are signs everywhere people go, from bus stops and parking areas to the location itself.

Write a list to minimise event problems

Write up a contact list of everyone involved in the event, and hand it out to your event team. This includes team-members, vendors, suppliers, the venue-staff members, and speakers. Include everybody you may need to speak with during the event.

Keep in contact with your event team and venue staff

If possible, use a CB radio system to stay in touch with venue staff and your team-members. This gives you immediate access to help when you need it. If that’s not possible use the mobile phone list above.

Stay calm when problems arise

If there’s a positive and relaxed atmosphere at an event, smaller mistakes tend to go unnoticed. If things do go wrong, try not to panic. You won’t help anyone if you try to solve problems while you’re emotionally strung-out. Before making a major decision to rectify a problem, share it with the onsite manager, to gain a fresh perspective on your solution.



5. Event Evaluation

Evaluation is an important part of running an event or conference, and you shouldn’t skip it just because you’re exhausted. Evaluating your event helps you (and future event-planners) learn from your experiences. It’s also the time to finalise guest communications and count the profit.

Step 1: Request feedback - conference or event surveys

Wherever possible, ask guests who attended your event to provide feedback. To gather this data, prepare a short survey. Ask the survey questions either at the end of the event, or send an invitation to guests asking them to participate in the survey. Combine this with event photos on your website to increase responses.

Step 2: Meet with your team post-event

About a week after the event, schedule a meeting with your event team. Discuss what went well, and where there was room for improvement. Write up notes from this meeting or put together a post-event evaluation form so that you – or your successor – have a good guide for the next event.

Step 3: Thank conference and event guests

It’s a good idea to thank all the guests and participants in your event. Write letters or emails to all the guests thanking them for attending. Write to all the speakers, entertainers and venues thanking them for their contribution: this will create a good lasting impression, and ease matters if you wish to use them again.

Step 4: Tell the media about your event

Write a media release and let the media know what happened at your event. Now that your event has actually happened, you’ll have more to say (and photographs), which will make it more likely for them to pick the story up. This is invaluable exposure to help make your event a success next time, and to promote your company.



6. Appendix 1 – Event Planning Checklist Version 1

Not all items may apply to your event but could be worth considering.

EVENT

DATE

TIME

LOCATION

TASK WHO DATE DONE

Planning

Set up planning team

Decide on event theme

Write Budget

Prepare written strategy (who, what, why, when and how?)

Plan evaluation strategy

Guest Speakers

Confirm MC

Confirm guest speaker

Brief Speakers

Provide Speech notes – if required

Provide copy of running order

Invitations

Finalise invitation design

Prepare Guest list

Organise RSVP arrangements

Print Invitations

Mail Out or Email out invitations

Finalise guest list and numbers

Prepare name tags- if required

Venue

Choose and book venue

Organise Catering

Confirm menu (and service times)

Finalise table layouts

Prepare seating arrangement

Organise table for registration

Confirm VIP car parking

Organise water for guest speakers

Book photographer/ videographer

Check toilet facilities

Organise power to site

Determine car parking facilities for other guests

Media

Write media release

Prepare media kit

Send media release for approval – if required

Send press release to local paper and arrange photo and interview time

Prizes and Donations

Prepare letter to send to potential sponsors

Allocate team to follow up

Collect prizes

Record business and individuals who make financial or in-kind

contributions

Prepare Auction or raffle procedures



Allocate staff duties at event

Record names of all sponsors and donors

Signage

Prepare stage display

Organise lectern sign

Prepare foyer display

Arrange other display material

Finalise directional signage

Create street signage

At Event

Prepare running sheet

Prepare contact list of all relevant stakeholders

Distribute running sheet to organizing team, guest speakers, venue

manager and caterer

Prepare Biography of guest speakers and provide to MC

Allocate roles and responsibilities for team:

Registration table

Auction items

Display area

Meet and Greet

Collecting Money

VIP meet and greet

Allocate seating for VIP and guest speakers

Acknowledge Sponsors

Information Materials

Organise table numbers

Print place cards

Organise table display or information

Finalise show bags or other giveaway materials

Follow up

Prepare thank you letter- guest speakers, VIP, Sponsors and venue

Send thank you letters



7. Appendix 1 – Event Planning Checklist Version 2

EVENT:

DATE: TIME:

LOCATION:

TASK WHO DATE DONE

Pre –Event site Preparation

Seek availability of venue and confirm booking

Seek necessary approval from other regulatory authorities for special licenses and approvals.

Example: Liquor license, Public liability Insurance.

Identify the facilities available: Toilets, Change rooms, running water, bins, seating, BBQ's,

electricity. Etc

Select a main contact or leading person to oversee all event operations and final decision

making.

Site Layout and Control

Create a site layout map outlining all activities to be held on the day.

Outline access points and confirm entry of vehicles on site with property management.

Outline Emergency Exit points

Provide a layout for all equipment and structures

Sponsorship

Develop a sponsorship proposal

Develop a sponsorship agreement

Carry out agreement and fulfill all sponsorship recognition

Budget Control

Develop a budget

Monitor and maintain budget

Committee Meeting

Seek expressions of interest from the community

Minute taking and distribution

Publicity and Media

Develop Media Plan

Develop Promotional Material: DL's, posters, banners, signage, flyers etc.

Executive Protocol

Event Brief

Speeches

VIP and Dignitary Invitations

Business / Town Centre and Community Liaison

Notification to surrounding businesses affected by event. Consider: Delivery and collection of

goods and services

Notification to surrounding residents

Traffic Management

Develop Traffic plan: Consider: barricades, signage, parking, maps. Notify residents and

businesses.

Seek approval from RTA for road closures

TASK WHO DATE DONE

Identify traffic coordination and controllers on the day

Provide public notification in the newspapers.

Provide signage to inform commuters of changing traffic conditions.

Event Documentation

Event brief

Contact lists

Set up Schedule

Incident Reports



Provide release permission form for photography

Event Production

Equipment Hire and staging coordination

Audio and power coordination

Provide adequate signage at your event. Such as: Parking, first aid, entrances, exits, toilets,

reserved, evacuation area, no access, lost children, program.

Entertainment

Research and book entertainment

Compile performance & stage requirements and liaise with production supplier.

Seek approval for an APRA license (Australian Performing Right Association) for live or pre

recorded music at your event.

Identify performer requirements before confirming the booking, consider appropriate facilities in

which your performer/s need to change their clothes or do their make-up.

Risk Management

Pre-event risk identification - ensure any hazards are fixed or taped off to commuters on event

day.

Security - obtain quote & book

OH & S and risk management plan

Establish crowd control measures throughout event.

Book first aid and emergency services

Notify local Emergency Services

Environmental Compliance liaison - event day

Provide Insurance to cover your event. Example: Public Liability insurance.

Waste Management

Develop waste management plan: Bins, amenities operational, adequate rolls of paper, litter

and waste collection

Volunteer Coordination

Seek expression of interest from the community and volunteer organizations

Volunteer liaison and registration

Compile tasks and duties and brief volunteers prior to event.

Event Evaluation

Conduct a visitor survey

Conduct a debrief post event with key people involved in running the event

Evaluate your success against the objectives you set. Use these towards your planning process

for your next event.



8. Appendix 2 – Sponsorship Proposal Template

Overview of the club offering or

event

One or two sentences describing the sponsorship deal.

Background of the club Information on the organisation and its history

Details about the event or the

club offering

Dates, times and location

Demographics – how many people will attend the event? where are they from? how old

are they?

Who will manage the sponsorship?

Current and past sponsors.

Sponsor benefits How will the event or offering help improve the sponsor's bottom line? Possible headings

include:

Media coverage – television, radio, press, signage

Networking opportunities

Enhancement of sponsor’s image

Client entertainment.

Sponsor investment Cost or description of goods and/or services

Brief background on the rights

holder

Mission statement

Experience

Long term goals – these are based on your club’s strategic business plan.

Evaluation How will you measure the success of the event and delivery of promised benefits?

Other considerations Make the length of the document proportional to the value of the sponsorship. Try to keep

it under 10 pages

Ensure headings are clear

Don’t include any items you might want returned ( e.g. photos, videotapes, certificates)

Images are well worthwhile to include

Use statistical information - helps the reader identify cost benefit and demographic fit in

relation to their own target audiences.

Corporate: Events

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EVENT MANAGEMENT TOOL KIT - Mid-Western … EVENTS EVENT MANAGEMENT TOOL KIT MID-WESTERN REGIONAL COUNCIL PAGE 5 OF 15 2. Creating an Event Timeline An effective event planning timeline