Presented by:

Adam King

Eventpod Pvt.Ltd
Sydney Office: Level 1, 100
Clarence Street, Sydney, NSW
2000, Australia
Contact no. :+61 (0)2 8296
5890
Email: info@eventpod.com.au
http://eventpod.com.au/

Concerts

Trade Shows/
Executive Retreat
Fairs
Product
Team Building
Launches
Golf Events
Meeting
Seminars
Business
s
Press
Dinners
Conferences
Annual Dinner
Theme Parties
Incentive Travel
Opening Ceremonies
Board
Shareholder Meetings/ AGM
Meetings
Conferences

Networking Events

Event
Managment

Application of the management practice of

project management to the creation and
development of festivals and events.

To bring all factors together to

produce a workable event

Advisor
Chairman
Event Planner

Advisor

Chairman
Event
Manager
Finance

Sponsors
hip

Marketing
&
Promotion

Logistic

Food &
Beverage

A person who
plans and executes the event
Event managers and their teams are often
behind-the-scenes running the event.

Devising the Event Concept

Identifying the target audience
Marketing and Communication

Negotiation

Client Service
Scriptwriting
Logistics

Budgeting

Booking Venue
Audio-visual production

Initiatio
n
Evaluati
on

Plannin
g

Shut
down

Implementa
tion
Control &
Monitorin
g

Feasibility study select an event

Objective

Concept development - timing, skills

Contextual factors budget, legal/ regulatory,

economic, social, political, technological and
environmental factors

 Work breakdown structure (Gantt Chart)

1. Determine tasks in detail
2. List in correct sequence
3. Establish the timetable
. Development of operational and contingency plans
. Assessment of resource needs
. Budgeting

What types of Planning?

Venue

(Room Layout, registration area, catering, signs, stores,

transportation)
Audio Visual
Program
Marketing

Schedules

Checklists

People Management

Setting benchmarks/ standards

Tools

Key Task

Integration of shutdown into key event

tasks

 WHY defining the purpose of the event

WHO key markets, stakeholders
WHERE location/ venue
WHEN timing/ duration
WHAT type/ form of the event, scale, key program and
creative elements and theme

1. Proposal
2. Budget
3. Venue/Site selection and design
4. Production Schedule
5. Speaker & Supplier Checklist
6. Sponsorship
7. F & B Menu
8. Guest List
9. Risk Management
10. Marketing
11. Promotion

Evaluation

Shutdown and Reporting

A plan or suggestion put forward for

consideration or discussion
by others.

1. Executive Summary
2. Contents Sheet
- Major section headings + details of any attachments
3. Introduction
- Your approach
4. The Concept
- Description including broad outline timings for the actual show
- Include floor/ site plan to assist understanding (detailed plans are
in the Planning section or as attachments)
- Include artists impressions if they add to understanding

Indentify Income
1.Ticket sales
2.Sponsorship
3.Merchandising
4.Advertising
5.In-kind

Indentify Expenditure
1.
Food & Beverage
2.
Administration
3.
Wages & salaries
4.
Venue
5.
Lighting, sound & visual
6.
Staging
7.
Graphic design
8.
Printing
9.
Decoration
10.
Entertainment
11.
Marketing & Promotion

Pre-Event
2. Venue/ Site Selection &
Design
Guidelines for Selection
1.Availability
2.Size of the event
3.Layout and suitability
4.Stage, field of play or performance area
5.Transport and parking
6.Proximity to accommodation
7.Services available e.g. F&B
8.Technical support e.g. PA system, projector
9.Cost

Pre-Event
3. Production
Schedule
What is to happen
When will it happen
Where will it happen
Who is responsible
Gantt Charts/ Production Schedule

Speaker Checklist
1.Send invitation
2.Get writing confirmation
3.Biodata and photograph
4.Slide presentation
5.Accommodation & Transportation Arrangement

Pre-Event
4. Speaker & Supplier
Checklist
Supplier Checklist
1.List of suppliers
2.List of requirements from every supplier
3.List of their roles and date to set up
4.i.e. audio and visual projector, notebook, PA system,
microphone, cable
5.i.e. photography how many photographer you need,
location of the photographer

Pre-Event
5. Sponsership
Why should companies sponsor?
1.Gain access to target markets for promotional messages
2.Generate consumer awareness used to introduce or build a brand
3.Positioning/repositioning of the existing service/ product
4.Exclusivity to lock out their competitors
5.Demonstrate product attributes

1.Your stakeholders (members, participants) are likely to approve

of commercial sponsorship
2.Your event has rights/ benefits of value to a potential sponsor,
e.g. access to target markets
3.You have the human resources to sell and service sponsors, e.g.
a good sales person
4.There are businesses/ organizations that you would be advised
not to seek sponsorship from

1.Overview of the event including mission/ goals, history, location,

current and past sponsors, program duration, staff, past or
anticipated level and predicted attendee profile
2.Sponsorship package on offer and its cost. This might range
from naming rights or sole sponsorship to designated
sponsorship categories
3.Strategic fit between the event and the needs of the
organization
4.Duration of agreement, e.g. agreement for one year, optional for
3 years renewal
5.Contact details

1.Who has sponsored the event recently?

2.Research the sponsors of similar competitor events who is in
the market?
3.Examine what particular companies or products have a fit with
your event

1.Identify the decision maker in the company that you are

approaching
2.Try to obtain a personal interview to discuss the
sponsorship
3.Sell opportunities (access to target market, capacity to
meet with specific VIPs)
4.Provide a benefit package (competitively priced) that will
meet some of their marketing needs
5.Be creative in the form that your sponsorship proposal
takes
6.Interact with potential sponsors in a professional way

1.Make sure that you keep in regular contact with your

sponsor manage the relationship
2.Discuss and agree with your sponsor on clear objectives
and agreement
3.Reports achievements as part of negotiating for renewal of
the sponsorship

Check and compare

the menu

Food Tasting

Confirm the menu

Prepare the Guest List

Send Invitation

Confirm the attendance

Is a way of helping you to identify and resolve the risks that

could result in accidents, injury or damage.

Risk Management
Process

Identify Risks

What can happen?

Analyse & Evaluate

the Risks

Identify Options

How can it happen?

Create an action plan

Treat the Risks

Event Marketing is a matching process in which the event

producer seeks to understand and meet the needs of their
audience

Is a planning for a promotion

Positioning Identify target market

How attendees regard a specific event or other
events of a similar nature

Marketing
Strategy

Identify
Target
Market

Segmenting
Event
Markets

Set
Objective

Geographic:
Exhibitors

Participants

No. of
Participants

Gross & Net

Profit

Demographic:

Local
Regional
international

Age

Sex
income

Socio-economic:

Education
occupation

Other:
Topic
Price

1. Promotion
.

.
.
.

Direct/ electronic marketing e.g. direct mail, electronic

newsletters, web advertising, mobile phone sms
blast
Advertising e.g. media releases, media kits, live
media crosses (media sponsor)
Sales Promotion e.g. cross promotions with sponsors
Others e.g. partnerships with media/ other events

2. Place (Distribution)
.

Direct e.g. through phone, internet

Indirect e.g. distribution through associations, banks,

telecommunications service centers, flyer distributors
etc

 Create or increase awareness of the event

Create or enhance a positive image of the event
Position the event relative to its competitors
Inform target market(s) of the event
Generate demand for the event
Remind target markets of the event details

Promotio
n
Promotion

Advertising

Publicity

Sales Promotion

Direct Marketing

Personal Selling

Running Sheet must state the following:

What is to happen
When will it happen
Where will it happen
Who is responsible

Event Day
Running
Checklist
Logistic Checklist
- Transportation, Stock, Layout, Furniture
Contacts Checklist
Guests, VIPs, Vendors, Liaison Officers, Speakers, Participants,
Public Authorities

Post Event
1. Evaluation
Why Evaluate Events?
1.To determine the success of the event in relation to its objectives
2.To enable feedback and improvement
3.To report to stakeholders
4.To ensure the future and reputation of the event
5.To contribute to overall data on events

Post Event
1. Evaluation
Event
Evaluation
Process

Data
Collection

Analysis

Reporting

Application

 Profile of attendees age, organization, occupation, whether

they came individually or in groups
Transport or parking statistic
Their expectations and satisfaction levels
Their suggestions for improvement
How they heard about the event this is important for your
future marketing strategy planning

 Shutdown should be planned as carefully as other stages of an

events
The majority of accidents and thefts occur in the shutdown phase of
an event
Checklists should be prepared for each shutdown area
Shutdown activities normally take place in reverse order to bump-in
and set up

1.

Arrange storage or disposal of all event signage, props and

equipments

2.

Settle all the payments and prepare an actual account

3.

Prepare a full report on the event outcomes and report to all key
stakeholders and media on the outcomes and achievements of
the event

4.

Make recommendations for future refinements and improvements

to the event

 Provides high quality

services.
Give proper attention to
every client.
Taking care of every
necessities of attendees.
Excellent facilities like
luxurious rooms with
perfect dining.
Corporate event planners
organize the event as per
the budget of the client.

Eventpod Pvt.Ltd
Sydney Office: Level 1, 100

https://www.facebook.com/eventpod

Clarence Street, Sydney, NSW

2000, Australia

Perth Office:31 Martin Avenue,

www.pinterest.com/eventpod

Nedlands, WA 6009, Australia

Contact no. :+61 (0)2 8296

5890
Email: info@eventpod.com.au
http://eventpod.com.au/

https://twitter.com/@eventpodau