Professional Documents
Culture Documents
Learning Objectives 1. Understand the initial event planning process- conducting a feasibility study. 2. Review the factors that must be considered in implementing an integrated planning strategy. 3. Discuss the Logistics of event planning 4. Know some event planning tools that area used to set track tasks.
Chapter 7 sheds the light on the entire event planning process- from conducting a feasibility study and risk audit and outlining what information needs to be included in a bid of document to detailing the myriad factors that must be considered when carrying out an integrated planning strategy. With the event plan in place, the problem logistics is addressed, including the logistics of site management, security, communication, traffic and protocol. Also discussed are event planning tools to ensure that the schedule is on track.
As planning is a dynamic process, professional event manager must be ready to react to any eventually.
There are constant changes to the environment, competitiveness of market, travel behaviour and stakeholder involvement. If it is hoped that an event will be sustained and develop over time, strategic proactive planning must be in place. The event must continue to add value, with constant quality improvements.
Preliminary Planning
Detailed Planning
Implementation /monitoring
FEASIBILITY STUDY
Feasibility analysis should be undertaken with a permanent event to determine changes that may be required to sustain and develop the event, or whether further resources should be committed to the event.
RISK AUDIT
During the feasibility study stage event planners should look at the potential at risks involved With this should be a contingency planning on ways to deal with these risks should be occur.
BID PROCESS
A bid process can occur either for hosting an event for the first time or on a recurring basis.
BID PROCESS
Often international or regional tourism events required the preparation of a bid document. An event company will need to pitch in to win event business such as product launches, cocktail receptions and concert, and will similarly invest in and prepare event proposal.
BID PROCESS
Clients of corporate events look criteria such as costs and budge; background and experience of the event company ; previous dealings with the event company and whether it has handled an event before for them; network of the event company on issue of ticket distribution and media, community, and government connections, whom they may wish to attend the event.
BID PROCESS
There may also be the issue of personalitieswhether the client and the event company are able to work amicably with each other. The event client may not have formal bid criteria but merely an event idea that the event company would have to work upon.
BID PROCESS
A BID DOCUMENT OR EVENT PITCH SHOULD BE A PERSUASIVE AND CONFIENCE-INSPIRING. THE INFORMATION SHOULD CONTAIN DIRECT AND INDIRECT CUES OF WHY BIDDER IS THE COMPNY OR DESTINATION CHOICE. It should naturally answer the event objective and criteria.
Factors to consider when planning for an event Physical capacity Destination and Venue OnSite Arrangement Destination Marketing Strategy Human Resource Management Social Exchange Stakeholder Involvement Impact Assessment
Infrastructure
Financial Management
The HR Process
Volunteers
Event Logistics
With an event in place, the role of logistic team is to ensure that the programme stays on track. There should essentially be no direct event intervention, but maintenance of the scheduled flow of the event. The logistic team coordinates with several other groups throughout the planning to the actual staging of the event. These groups include those concerned with production, security, hospitality, communication, transportation and onsite arrangements.
SITE MANAGEMENT FLOW SECURITY COMMUNICATION ENVIRONMENTAL MONITORING AND WASTE MANAGEMENT HOSPITALITY HOSTING PROTOCOL Guest Honour, Titles, Arrival and Greeting Sequence, Seating sequence, Flags and anthems
THE MEDIA TRAFFIC QUEUES AND SIGNAGE TICKETING EMERGENCY, RISK AND CONTINGENCY PLANNING STAFF PROVISIONING SHUTDOWN
Logistic System
Review and Evaluate
Evaluate
Programme Setting
They follow for the event schedule to be constantly monitored and for corrective action to be taken if needed to keep to the event timetable.
Planning an event is a dynamic process and involves a systematic decision making process. There should be an initial feasibility study that examines the possibility of success together with a risk audit so that a contingency plan can be put in place
Some events have a formal bid process to go through, and the necessary information must be gathered for the bid document.
There are numerous factors to consider when planning, including destination and venue, physical capacity, impact assessment, infrastructure transportation and links, financial management, stakeholders involvement, social exchange and human resource management.
With event plan in place, the logistic team must handle issue of site management, security, communication, waste management, hospitality hosting, protocol, the media, traffic, signage, contingency planning, staff provisioning and shutdown
Event planning tools like Gantt charts and Critical Path Analysis networks are used to keep track of tasks and their completion dates, to ensure that the event timetable is being followed.
END CHAPTER 7