Event Management Flashcards
Event
To the customer or guest, a special event is an opportunity for a leisure, social or cultural experience outside the normal range of choices or beyond everyday experience
Events Categorization
- Leisure Events
(Leisure, sport, recreation)
- Cultural Events
(Ceremonials, folklore)
- Organizational Events
(Commercial, political, sales)
- Personal Events
(Weddings, birthdays)
Events Characteristics
- uniqueness:
- perishability
- ambience
- labour-intensiveness
- fixed timescale
- intangibility
- ritual and ceremony
- personal interaction
Determinants and Motives
- Social Motives:
- interaction with others
- creation of community spirit
- Physiological Motives:
- relaxation, recreation
- physical challenge
- to eat, to drink
- Organizational Motives:
- the need to make sales
- sponsorship or community support
- Personal Motives:
- seeking new experiences
- learning, education
Infrastructure of Event Business
- Governmental Support
•European Union and national government departments responsible for tourism
- National tourist organizations
- National trade associations
- Regional and local tourist offices
- Educational institutions
- Commercial Support
- Event management companies
- Production companies
- Event catering companies
- Party planners and professional events organizers
- Voluntary Support
- Committees
- Individuals (amateurs or professionals)
‘pear-shaped’
Description of something which goes wrong or turns into a shambles.
break-down
That part of the close-down activities of an event after load-out, when the final jobs of site clearance and dismantling of infrastructure are taking place.
capacity
The maximum number of people who can be accommodated at a venue.
conference
A meeting whose purpose is the inter-change of ideas.
seminars
Describes small gatherings similar to the break-out sessions, where a group, but not the whole plenary, will discuss an issue
Implications of Events
- Economic
implications
- Developmental
implications
- Political
implications
- Social/Community
implications
show
A full sequence of sets, or more simply, the event itself, in terms of musical, artistic or similar activities
convention
A conference gathering of greater importance, size and formality; perhaps with more than 300 people in attendance
corporate hospitality
Inviting groups of people, usually clients of a company or high profile organization, to public events
gig
A concert of rock, pop, house or other popular musical style.
logistics
The discipline of planning and organizing the flow of goods, equipment and people to their point of use.
roadshows
When the same event is staged in several different geographical locations.
trade shows
A gathering for a trade or competitive exhibition, often with accompanying social events, a conference or workshops and entertainment, which is probably not open to the general public
workshops
A small gathering of people to discuss a specific topic, exchange ideas or solve a particular problem.
In order to start event
- idea
- have right people
Organizational issues
- the size
- defined by 5 W; why what who when where
screening process
•The marketing screen
ü Research
ü Internal marketing
ü External marketing
•T_he operations screen_
•What sort of people are interested?
•How many people might attend?
•When would be a good date or time to put the event on?
•Key timing issues
üenough time to plan
ümeet deadlines and cut-off points
üachieve the set-up
ürun the event
•The financial screen
The planning process
- idea
- Objectives
- Draft outline plan
- detailed planning
- Organizing and preparing the event
- Implementing the event
- Divestment/Legacy
backchannel
An on-line real-time conversation among participants about an event or a presentation in progress
critical path
The key time-limited route through a number of time-critical activities in the planning of an event.
cut-off date
The designated date on which an organizer must release reserved but unconfirmed space, or confirm a booking by payment
cut-off points
The points at which something ceases to apply.
sources of income
- Programmes/Brochures/Guidebooks
- Catering/Fast Food/Sales Stalls/Stands
- Retail/Souvenirs/Clothing/Merchandising
- Photography Charges/Video
- Car Parking/Transport Services
- Raffles/Lottery/Games
- Broadcast Rights (usually major sporting events only)
- Sponsorship/Public Funding
Event logistics and supplies
- Finding the venue
- What location is required?
- What are available venues within that location?
- What we know about the type of audience?
- Is a band required during the party?
- Is a stage needed?
- Will sound equipment be needed?
- Can the venue provide these?
- Logistics
supplies, transport, distribution
- Support functions
Catering
- Flow service
- Buffets
- Room layouts
- Drink services
Technical facilities
- Multimedia
- Backdrops and staging
- Lighting
- Sounds and communication
- Amenities and cleaning
Staffing
- Marketing department
- Finance department
- Admin department
- Operations, visitor&support, services
Close-down
- Feedback and comments
- Contract acquittal (bills and accounts)
- Final accounts
- Physical
close-down (cleaning)
- Administrative
issues
- Evaluation andrecording
- Did the event meet its objectives?
- What can be improved for the next time?
Legacies
- Personal memories
- Friendly social contacts
- Items handed over
- Built facilities
room types (banquete; theater;Ushape; boardroom; cabaretl hollow square)
- size group
- speaker;
- communication/listening
