CHAPTER 1

CO-ORDINATION:

co-ordination is the unification, Integration, synchronization of the efforts of group

members so as to provide unity of action in the pursuit of common goals.

EVENT CO-ORDINATION:

Event coordination is the integrated implementation of all the operational and logistical
requirements of an event, based on the scope of event elements included in the event
design.

Event management:
Event management is the application of project management to creation and
development of small and/or large-scale personal or corporate events such
as festivals, conferences, ceremonies, weddings, formal parties, concerts,
or conventions.

Event Planning:
Event planning is the process of planning a festival, ceremony, competition,
party, concert or convention. Event planning includes budgeting establishing
dates and alternative dates, selecting venue,etc depending on the event.
Event planning also includes some or all the following:
1. Developing a event
2. Arranging for speakers and alternative speakers
3. Coordinating location support (location, water, electricity
and other utilities)
4. Arranging decor, tables, chair, tents
5. Event support and security
6. Catering, police, fire, parking
Functions of event management:
Planning, organising, staffing, directing, controlling -
Planning: Event planning is the process of planning a festival, ceremony, competition, party, concert or
convention. Event planning includes budgeting establishing dates and
alternative dates, selecting event planning also includes some or all the following depending on the event

1. Developing a event

2. Arranging for speakers and alternative speakers

3. Coordinating location support (location, water, electricity

and other utilities)

4. Arranging decor, tables, chair, tents

5. Event support and security

6. Catering, police, fire, parking

Organizing: involves the description of the activities required for an event, identifying individual and team
tasks and distribution of responsibilities to coordinators.

The process also involve a clear delineation of authorities and delegation of authority. Such an exercise helps
in creating an intentional structure for clarity of roles and positions.

Staffing: In the management of events manpower with various expertise are required to manage diversified
activities. A host of skilled and unskilled volunteers and labour staff need to be guided effectively.

Leading & Coordination: The sum and substance of events as a whole revolves around interpersonal skills. The
need for achieving synergy among individual efforts so that the team goal is reached is the main aim of
coordination.

Controlling: Evaluation and correction of deviations in the event plans to ensure conformity with original plans
is the gist of controlling. Evaluation is an activity that seeks to understand and measure the extent to which an
event has succeeded in achieving its purpose.

Five Cs of Successful Event Planning

CONECPT COORDINATION CONTROL CULMINATION CLOSEOUT

Planning An Event
⚫ Setting Objectives
- identification of goals & objectives by examining environment.
⚫ Developing Premises
- Assumptions about environment in which plans are made and implemented.
Ex- no. of people attending event, use of technology, government permission, etc.
⚫ Identifying alternative courses of action
- Different alternatives to evaluate cause of external factors may affect functioning of
events. (COST,RISK,BENEFITS)
⚫ Evaluating alternative courses
- detailed plan about event dept., committees, M2M records, Event Flows execution.
⚫ Selecting an alternative
- Most appropriate plan should go along with event execution.
⚫ Implementing the plan
- each committee to pitch and implement the course of action.
⚫ Follow-up action
- regular and timely follow-up will benefit event organiser to know the facts.
 CHAPTER 2
TOPIC 1-
5 Ws:
Who– Who is your target audience? As an exhibitor, who do you want to attract to your
booth? As show management, what brands do you want to bring to your attendees? As a
corporate event host, who will benefit from this shared experience? After deciding who your
target audience is, you can answer specific questions. Does your audience reside in a
specific region? What is the demographic of the audience? How will the audience impact the
event as a whole? Are there specific schedules of your audience that need to be taken into
account?

What– What is the main take away for this event? What are the specific aspects that make
this event THE event to go to this year? What aspects of your event needs to be decided
months before the event? What elements can be planned a few days before? (hint: none)
What amenities need to be present at your events? What does the event schedule look like?
How long do your events need to be to get the message across and to make a lasting
impression on attendees?

When– When will this event take place? Is there a time of year that your desired venue is
available? Is there a time of year that is less hectic in your desired city? What will the
weather be like during your desired event dates? Is there a specific time of year when your
audience is most/least busy? How often will this event take place? Will the event take place
during a specific time in a sales cycle for your audience?

Where– Where is your event going to take place? What venue, in what city? Where will
attendees stay if they come from out of town? Is there an airport, public transportation or
accommodations around the desired location? How easy is it to get to your desired venue or
city? Where do most of your attendees live?

Why– Everything you do for your event will have a purpose. Why did you choose “this” over
“that”? What are the overall goals of the event and what should you record for changes for
future events?

If you have a concrete Who, What, When, Where and Why determined for your event, you
can better plan for the more detailed elements of your event, and stay focused on your
goals.
TOPIC 2-
IMPORTANCE OF 5 Ws
•Communicate Basic information about events.
•Clarity right from event planners to coordinators to volunteers to attendees.
•Incorporates 7 C’s of Communication
•Clarity, Correctness, Conciseness, Courtesy, Concreteness, Consideration,
Completeness.
•Exhibits traditional communication processes to maintain the flow in events.
•Even the communication technologies are based on this.
TOPIC 3-
Principles for Holding an Event

Principles of Clarity of Purpose (Clear objectives)

Principle of clarity of purpose states that the company should clearly mention their
objectives.

Principle of Focus (Target Audience)

Without customers there is company. Every company͛s greatest assets are its customers.
Principle of Communication (Media Contacts)

Objectives and goals of the organisation should be made known to all in the organisation.

Principle of Connectivity (Logistics)

Events of the company may be held indoor or outdoor.

Principle of Facilitation (Engaging the Audience)

Company generates revenue because of the audience.

Principle of Promotion (Giveaways)

The principle of promotion says company should strive to promote their company in
every activity they do.

Principle of Confidence (Ready to take challenging questions)

People are curious listeners & learners. They would want to explore all possibilities to gain
more information about the event or the company.
Principle of People Management (providing proper staff)

The success of any event is largely dependent on how good the event was organised and
coordinated.

Principle of Documentation (Recording the event)

Company should design & develop a proper documentation mechanism in the organisation.
Principle of Evaluation (Review)

The process of any activity will complete with evaluation.

Principle of Customer Convenience (Easy registration and access to event place)

Providing convenience to customers should be the prime concern of any organisation.

Customers would like to enjoy good experience with the company.
Principle of Acknowledgement (Culture of saying thanks)

Like inviting participants to attend the event, it is equally important for the company to
acknowledge and thank the participants for their time and valuable

presence.

Principle of Commitment (Owning the event)

The principle of commitment demands full involvement of all the individuals involved in the
process of event completion

Principle of Technology Integration (Use of Technology)

The principle of technology integration emphasises the use of technology in integrating all
the related event management activities
Principle of Continuous Learning (Continuous Improvement)

An important key for any organisation is continuous growth. This can happen only when the
people in the organisation learn new things continuously.

Principle of Optimum Utilisation of Resources

Every organisation, big or small, will have limited resources

Principle of Maximum Care

Customer care is closely associated with Customer Satisfaction. Superior ideas and

wonderful products will bring image to the organisation only if customers are satisfied.

TOPIC 4-
FIVE BASIC PRINICPLES OF EVENT PLANNING

• Principle of participants
• Principle of venue

• Principle of visitors

• Principle of communication

• Principle of relationships
TOPIC 5-
LICENSING AND PERMISSION COMPLIANCES

• Telecom Related Licenses- For Ring-back Tones, Music Messaging, Mobile audio
streaming and ͚audio cinema.

• Radio License- All Private FM and Government owned Radio stations community radio
stations.

• Public Performance (Background Music) - License of sound-recordings in public (i.e.

excluding domestic home and private vehicle), in the background

• Loudspeaker License : Any public event held in any public or private venue requires a
loudspeaker license.

• Premises License A premises license allows an event to carry all the licensable activities at
the venue such as providing late night entertainment

• IPRS (Indian Performing Right Society Limited) - License IPRS is a license for
playing\performing non recorded music in public, a license “for the artistes, of the artistes”.
Supposing there is a popular artiste performing live in India, then the event will require an
IPRS license.

• Excise License - Excise license is a tax levied for the sale or supply of alcohol. Organizer
needs to procure excise permission in order to serve alcohol in a live or recorded music
event in India.
• Performance License - Performance license allows a child (anybody below 18 years of age)
to perform and take part in the musical event.

• Public Entertainment License - This is usually issued by the local authority for all buildings
and locations in the open air at which entertainment is provided to the public.

• Street Trader’s License - usually required when the sale of goods is in operation, or where
food or hot\cold beverages are sold.
TOPIC 6-
CRISIS, CRISIS MANAGEMENT:

Differences between key terms:

• Problem – result of natural negligence, avoidance
• Disaster – more a sudden
• Crisis – difficult situation arises which is of certain intensity
• Emergency

Crisis:
1) General definition:
A crucial or decisive point or situation, especially a difficult or unstable
situation involving an impending change.
2) Event perspective definition:
Crisis is a situation that underlies a probability of potential loss for the
organization and time constraint to solve.

CRISIS MANAGEMENT:
1) A Crisis Management Plan (CMP) is a detailed guide outlining the policies
and
2) procedures to be followed in case there is an emergency situation. The
plan suggests that a
3) Crisis Management Team (CMT) and an Evacuation Team be assembled.

4) The goals the CMT are to do the following:

➢ Provide guidance to managers regarding appropriate procedures and
resources
➢ Protect the safety and well-being of all employees
➢ Provide for the care of employees and their families through
personnel service
➢ Minimize posttraumatic stress reaction among employees
 ➢ Ensure that accurate and appropriate information about the incident
conveyed to appropriate audiences
➢ Plan the orderly return of the workplace to a normal mode of
operation
➢ Outline preventative measures that should be taken in advance

5) The CMT will manage the risk aspect of the crisis by following these
steps:
1] Identifying Risks and Hazards
The first step is identifying the risk or hazard and ascertaining when and
how a
problem might occur. The next stop is to analyze the likelihood of
problem
arising, as well as the resulting consequences.
In terms of hazards that represent potential risks, these include the
following:
➢ Fire
➢ Plant and equipment
➢ Hazardous equipment
➢ Spills
➢ Stacking of unbalanced heavy items
➢ Temporary fencing, staging, seating and other venue features
➢ Moving vehicles

2] Risk Assessment
In compliance with health and safety law there is a legal requirement to
undertake a risk assessment of those hazards, which could cause harm
to your staff and/or members of the public attending the event. A risk
assessment is a systematic approach to the control of hazards and
should be done in relation to the physical characteristics of the venue,
likely audience behaviour, technical installations, nature of performance
etc. It involves:
1. the identification of foreseeable hazards,
2. evaluating the risks associated with them and
3. considering what needs to be done to reduce the risks to an
acceptable level.
 The process should be comprehensively documented and recorded.

3] Managing the Risk

Every event has attendant risks; the first step in managing those risks
involves examining all areas of your event to determine where losses can
occur. This examination is not limited to safety issues, but can ensure
that the event is conducted in the safest possible manner and if
something unfortunate does occur that the loss does not further impact
the organisation either financially or through adverse publicity. There
are four general areas of losses associated with events:
• Personnel
• Property
• Income
• Liability

4] Problem solving
Once the risks and hazards have been prioritized, the final step is to look
at most
effective ways of managing them. Control measures include the
following:
1. Elimination plans to eliminate the risk altogether (for example,
erecting covered
walkways to protect spectators from rain).
2. Substitution plans (such as looking for a better-designed grandstand).
3. Isolation plans (for example, isolating dangerous or noisy equipment).
4. Engineering controls (for example, using safety barriers and fences to
limit access and to control crowds).
5. Administrative controls (for example, erecting warning signs and
training staff well in procedure).

6) The following risks need to be considered if relevant to the event you

are planning:
Natural disasters
Financial risk
Legal risk
Technology related risk
Mismanagement
Safety and security risk
Risking at sports events
CHAPTER 3
EVENT BRIEF:

An event brief is a complete overview of the event you are planning to run. Written before
any practical plans are made and long before the date of the event. It includes any details
relevant to the event and how you expect it to run such as key dates, limitations etc.

ELEMENTS OF EVENT BRIEF:

• Description of event
• Overview—
o Event title
o Event date(s) and event format
o Event run time
o Event location
o Event description
o Event management platform
o Event website/registration link
• Goals
• Budget
• Timeline
• Establish team roles and responsibilities

EXAMPLE / TEMPLATE OF EVENT BRIEF:

 CHAPTER 4

CO-ORDINATION AS A FACILITATING FUNCTION=

DESCRIBE ROLES AND IMPORTANCE OF CO-ORDINATION IN EVENT

CHAPTER 5