Presentation

on
By
Event Management
Pradeep Kumar,
PGDM+DFT-08,
SIOM- PUNE
Event??????

Event can be described as a public assembly for the

purpose of celebration, education, marketing or
reunion. Events can be classified on the basis of their
size, type and context.
An event can be
vSocial/Life –Cycle event.

vEducation and career event.

vSports event.

vEntertainment event.

vPolitical event.

vCorporate event.

vReligious event.

vFund raising/Cause related event.

People Involved in event management
vEvent Manager.

vEvent coordinator.

vInformation Manager.

vLogistic Manager.

vSecurity Manager.

vInfrastructure Manager.
People involved in sponsoring an
Event.
vOrganizer, Sponsors, Partners, Clients, and Supporting
Agencies.
v
vCan either be an individual or a companies.
v
vSponsors are source of income and funding, sponsorship.
v
vThey can either finance the whole event or some of them can
provide some services.
v
vServices either at subsidized rate or many time free.
v
vThe money you get from sponsors put it as “Income”.
v
vBut some time you have to pay for sponsorship we put it as a
Expenditure.
Key elements in event
management.
Planning an event.

“We follow 5 'W's (i.e. Why, What, When,

Where, Who) and 1 H' (i.e. How) principle to
create an event plan”.
Why?

'Why' means, why you want to organize the

event i.e. event objective.
What?
'What' means what you are going to do in the
event i.e. what will be the:
1.Event Name. 12. Promotional
2.Food and Beverage Campaign.
Menu. 13. Programe Menu.
3.Event Profile. 14. Event Budget.
4.Guests Profile.
5.Event Theme.
6.Service Providers.
7.Obligations.
8.Type of Entry.
9.Favors.
10.Entry fees.
11.Event Highlight.
v
Time!!!
!!
Venue selection tips for your
Event
1.Target Audience/Guest size. 6.A) Parking facility.
2. B) Security
3.Target Audience Status. Arrangements.
4. C) Venue Staff.
5.Target Audience D) Restrictions.
Convenience. E) Additional Services.
6.
7.Climatic Conditions. 7. Venue Fees.
8.
9.Venue History.

6. Venue services.
Event Budgeting.
Cost elements can usually be grouped into four main
categories:

1.Operational/Production- personnel, security,

licenses/permits, construction, contractors, insurance,
administrative support.

2.Venue/site rental- flat fee, per% of ticket sales or per% of

ticket sales against a minimum flat rental.
3.
4.Promotion- Fliers, banners, public relations and other
forms of advertising.
5.
6.Talent- the costs to obtain the performers or participants.
7.
8.
 Market Research in Event Planning.
vMarket Research- find out whether there is a
market (i.e. audience) for your intended event or not.

v
vMarket Analysis- Age group, sex, qualification,
profession, knowledge level, income, status, liking,
disliking, personality, customs, tradition, religion,
lifestyle, etc.
v

vCompetitors’ Analysis- Qualification, knowledge

level, experience in organizing events, turnover, market
value, PR (media and corporate contacts) and market
share.
 SWOT Analysis in Event Planning
vProducts/Services Research - If you are organizing a
corporate event.
v
vHow company promotes its products.
v
vHow and to whom they are selling their product/services.
v
v Customers, product features , market share and market value
of the company.
v
vAbout their competitor’s.
v
vSWOT Analysis- Conduct SWOT analysis before developing an
event plan to develop a strategy which maximizes the potential of
strengths and opportunities of your project and at the same time,
minimizes the impact of the weaknesses and threats.
 Event Marketing (Promotion)
Following steps are involved in creating a promotional
campaign for your event:

1.Setup advertising objectives.

A). Why you want to advertise?
B). What is your objective of advertising?
C). What do you want to get through
advertising?

2.Decide your promotional Activities.

Media- Print, Electronic, Outdoor, Transit and
Miscellaneous media.
Media Vehicle- is a specific medium.
How Print media can be used.

1.Promote your event, sponsors and client through newspapers

ads, magazine ads, trade journals, press releases, tickets,
passes, invitations, banners and posters.

1.
2.Imprint Logo on your staffs shirts and caps and on the pens,
diary, gifts, exhibitions manual.
How Electronic Media can be used for
promotion

vPromote your event, sponsors and clients through TV and

Radio Ads.
v
vUse your company website.

vDevelop an event website just to promote your upcoming event.

v
vUse electronic signage Like Plasma Screen, LCD, LED Screen,
projection Screen.
v
How Outdoor Media can be used for
promotion

v Billboards and Hoarding ads.

v
vScrolling message billboard and mobile billboard.
v
vUse Canopy, Flex and giant Balloons.
How Transit Media can be used for
promotion

vRoad Shows are generally used in transit media.

v
vMobile billboards, mobile LED Display and caravan .