EVENT MANAGEMENT

A SPECIAL EVENT
A special event is a one-time event focused on a specific purpose such as a groundbreaking, grand opening or other significant occasion in the life. Special events may also be created for other targeted purposes. These one time special events are different from "programs" offered on a continuing basis.

EVENT PLANNING TIPS

Develop strategies for success
Make sure the purpose for the special event is important enough to merit the time and expense needed to properly stage, publicize and evaluate the event.
Carefully match the type of event that is selected to the purpose that it serves. Do you want to reach out to new users or thank your supporters? Ensure that the support staff fully supports the special event. Select a working committee Start planning at least three months, and in many cases, a year ahead of time. Develop ways to evaluate the event's success. Measurable event objectives may include attendance, the amount of money raised, or increases in circulation. Talk to others who have successfully staged similar events.

EVENT PLANNING TIPS

Make a checklist
A checklist provides a step-by-step guide to organizing and executing a special event.

Create a budget
The objective is to provide event planners with a financial blueprint. The budget should be specific, and include revenue opportunities (sponsorship, ticket sales, donations. concession sales) as well as expenses printing, permits, insurance, speakers, food, supplies, security).

EVENT PLANNING TIPS

Consider logistics
With many activities going on simultaneously, there are many details to be checked. Major areas to consider and plan for include: size of space or building used, utility support needed, setup (tables and chairs. tents, portable toilets, parking, signage) coordination, cleanup, emergency plans. transportation, and public services such as police and fire departments.

Plan publicity
Promoting a special event takes creative thinking balanced with practicality. The primary objective is to publicize the event, but secondary objectives should be considered.

EVENT PLANNING TIPS

Evaluate the event
Take time to evaluate right after the event while the details are fresh. You may want to consider having a questionnaire for participants to fill out. Some general evaluative criteria include:
Did the event fulfill its goals and objectives? Why or why not? Identify what worked and what needs fine-tuning. Which vendors should be used again? What items were missing on the checklist? Was the event well attended? Was informal and formal feedback about the event positive? Given all that went into staging, was it worth doing? Finally, it is important to remember to celebrate your successes and to thank all those who contributed.

TYPES OF EVENTS
Entertainment
Concert

Corporate
Participation in trade shows

Fun Fair Exhibition Fashion show Sports event International day events Shopping festival Marathon

Press meeting/ conference Seminar Workshop Launch Corporate Dinner Contests/lucky draw Inauguration Award ceremony

Event Title Day/ Date Time

EVENT MANAGEMENT CHECKLIST

Venue (Preference) Alternate Day/ Date Time Alternate Venue (Preference) Type of Event # of Invitees

Entry Conditions Free Ticketed Invitation Families only Couples only Others Yes Yes Yes Yes Yes Yes No No No No No No

Food and Beverages Security Giveaways Valet parking

Drinks only Yes No

Lunch

High Tea

Dinner

Yes No Yes No

Quantity:

Sound system Lighting Photography Video recording Multi-media projection Master of Ceremony Ushers/ Volunteers

Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes

No No No No No No No No No No Preferred choice: # of rolls: Broadcast quality # of projections: Preferred Choice: Females Males Both VHS

Qari N.O.C Chief guest

Any specific verse:

Branding Requirements

Items
Backdrop Banners Balloons Tent Cards Mike Boxes Goody Bags Invitation cards Flyers Media kit folder Others

Creative Design
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No No No

Qty

Production
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No No No No No No

Details

Entertainment Event

Artist

Back-up artist

Artist requirements

Artist budget

Press Kits (Pre Event)

Final press release

b c d e f g

Press Release (Urdu and English)

Backgrounder Fact Sheet (If required) Photograph with caption Product sample (if available) Press Kit folders

Venue Checklist (On the day of the event) a b c Display board Registration desk with flowers Writing pads and pencils

d
e f g h i j k l m n o

Guidance signs
Public Address system Mike - Rostrum Mike - Cordless/ collar Projector and Screen Pointer (if required) Seating arrangement (theaterical, round table etc) Table and seat covers (maintain brand colour) Flower arrangements Cleanliness and Hygiene Lights White board and Markers

Strategic Support (Pre event) a b c d e f Speech Presentations Planted questions Expected questions MC - Selection and script Event Cue sheet

Participants (Pre event) a b List of corporate invitees List of Media Invitees

Invitation cards (designing and printing)

Distribution of Invites

VIP Arrangements (Pre event) a Pick and drop for Chief Guest

List of VIP's attending

Confirmation of VIP attending

VIP seating

Security and Event Management (Pre event) Confirm security arrangements Team selection Individual responsibilities of team members

a b

Name cards and badges

Follow-up (Post event) a b c d e Press and photo release (Immediate) Cross check of invitees list

Thank you letter to participants

Media follow-up Daily press coverage report for client Comprehensive event report for management

EVENT KIT BAG

Markers Scotch tape Masking tape Small hammers Nails (small and large) Thumb tags Stapler (larger) Scissors (small and large) Torch Cutter Bundle of rope Saw Candle First Aid Kit Matches Folding Umbrella Measuring Tape Screw driver set Level Tester Insulation Tape Safety pins

Thank you!