EVENT MANAGEMENT

Content

1 Event Management Introduction
2 Types of Events / functions
3 Role of sales and marketing
4 Taking bookings
5 Planning and organizing themes of Indian and
International cuisine
6 Concept & planning for MICE segments
7 Venue Planning –Search, Space Requirements,
Site Inspection, Site Confirmation,
Pre-Event Meetings

1 Event Management Introduction

Event Management is the board is the use of undertaking the executives to the creation and improvement of huge scope Events like celebrations, meetings, functions, weddings, formal gatherings, shows, or shows. It includes concentrating on the brand, recognizing its interest group, formulating the Event idea, and planning the specialized angles before really sending off the Event.

The most common way of arranging and organizing the Event is generally alluded to as Event arranging and which can incorporate planning, booking, site determination, getting vital grants, planning transportation and stopping, setting up for speakers or performers, organizing stylistic layout, Event security, cooking, organizing with outsider sellers, and crisis plans. Every Event is different in its tendency so cycle of arranging and executing of every Event varies on the premise of kind of Event.

The Events business presently incorporates Events of all sizes starting from the olympics to business breakfast gatherings. Numerous enterprises, beneficent associations, and vested parties hold Events to showcase themselves, construct business connections, fund-raise, or celebrate accomplishments.

2 Types of Events / Functions.

Reason: Organizations plan and hold these gatherings with designated crowds, and give them pertinent data.

Description: Seminars are generally more limited occasions, two or three hours, ½ day, or even an entire business day. They have single or different speakers and by and large hold all members together in a similar space. Meetings, then again, commonly have various meetings that happen simultaneously that are intended for various interests, various positions or jobs, and even expertise level. They are commonly held at hotels, start with a feature meeting and afterward hold breakout meetings by point. A conference is typically made arrangements for half of a day however for the most part meetings length the course of one to two days or some of the time longer.

2.2. Trade Shows

Purpose: Organizations attend trade shows as a lead generation activity. They may also choose to host or sponsor a trade show to reinforce their image as an industry leader among those who attend, such as members, customers, prospects, and suppliers.

Description: Event planning for trade shows involves negotiating sponsorship rates for trade show booth space, advertising and promotion at the event, and sometimes speaking opportunities at the event for the leadership at your company to speak. Many logistical details exist to assure that the trade show booth, promotional materials, giveaways, and staff arrive on time for your company.

2.3. Executive Retreats and Incentive Programs

Purpose: This is where the big bucks are spent on a per person basis. Executive retreats and incentive programs are often held at luxury resorts in exclusive destinations, and they receive the most visibility in an organization. Business development and organizational planning are typically the topics of the agenda, but equal weight is given to enjoyable activities as part of the original incentive and reward.

Description: Executive retreats and incentive trips typically last between three and five days and require attention to site selection, lodging, transportation, catering, business meetings, and golf and other activities. Negotiation skills must be sharp because these programs involve all aspects of event planning.

2.4. Golf Events

Purpose: One most loved occasion at each association is to hold its yearly golf outing. Relationship Management is the essential goal; in any case, business content must continuously drive occasion arranging, not the reverse way around.

Depiction: Most fairways favor their clients to save tee times either first thing or at 1 p.m. on the off chance that you are not leasing the course and clubhouse for the entire day. That can cause booking issues as it connects with the conference content. During the arranging stage, it is vital to keep inside clients on target, and not permit them to limit the business time.

2.5 Appreciation Events

Purpose: These projects permit an occasion host to invest casual energy with its visitors in a contemporary climate, offering the two players a chance to fabricate compatibility and more deeply study common business needs. Appreciation occasions can go from programs designed for representative appreciation to those for showing client appreciation, the two of which have turned into a staple in corporate America.

Description: There are boundless conceivable outcomes and kinds of appreciation occasions that associations hold consistently. Normal projects include:

· Tickets to the most popular events in town

· Private parties at music festivals

· Dinner and theater

· Holiday parties

· Day at the race track

· Suites at sporting arenas

· Day and evening cruises

2.6. Company or Organization Milestones

Purpose: Organization achievements give a business or association the chance to commend a great opening or other significant achievement or commemoration.

Description: Organization achievement occasions differ altogether in their execution, yet will more often than not follow comparative projects as representative and client appreciation occasions. These types of events tend to be celebratory in nature and can be limited to company employees or expanded to include clients, vendors, and even the local community depending on the company's size and stature in the community.

2.7 Team Building Events

Team building occasions likewise give a special open door to representatives to get to know each other in a non-workplace cooperating to tackle and complete exercises. Team building occasions are intended to do precisely that - assemble more grounded groups.

Description: Corporate team building events have been encapsulated by outside and actual gathering exercises like a ropes course. In fact, there are companies all around the nation that specialize in hosting team building events in their intricate indoor and outdoor courses. That said, team building events can also focus on other types of teams building activities from workshops to sensitivity training.

2.8. Product Launch Events

Purpose: Product launch events can include internal product launch meetings to inform all employees across the company about any upcoming products to full-blown product launch parties to create a buzz surrounding the product's release among customers and the media. Product launch events are most common for business to consumer (B2C) companies.

Description: Product launch events are generally meant to generate media coverage and industry buzz prior to a product's release. The launch event may include a flashy introduction to the product along with an address from the companies most important executives. Enormous item dispatches likewise will quite often be a lot of a major party with notable visitors, supper, and diversion relying upon the business.

2.9. Board Meetings and Shareholder Meetings

Purpose: Board meetings and shareholder meeting both server extremely important purposes for both private and public companies. Board Meetings act as a chance for board individuals to meet to survey business execution and meet with organization leaders to pursue significant choices. Shareholder meetings, on the other hand, provide companies the opportunity to share recent performance, targets, future goals, and business strategies with its shareholders.

Description: Yearly, half-yearly, or even quarterly gatherings can be little inward gatherings of board individuals or enormous scope renowned business occasions for investors that reach in size contingent upon the size of the organization and investor turnout.

3 Role of Event’s Sales and Marketing Manager

Event sales managers market, sell and coordinate occasion space for the benefit of a lodging, café, or another venue provider. They handle client requests and are the resource for all occasion subtleties. Event sales managers' leads regulate the aggregate coordination of all occasion data and assets, and are answerable for accounting the board, deals prospecting, and business advancement.

General Responsibilities

Key exercises performed by occasion project leads incorporate recording the executives, business advancement, market research, client relationship with the board, sales prospecting, occasion arranging and coordination, strategies oversight, the income of the executives, and correspondences. They likewise plan propositions for clients and keep up with efficient occasion records. Event sales managers assemble and keep up with working associations with inside and Event sales managers' outer accomplices, and influence these connections to convey imaginative and critical occasions.

Communications and Customer Relationship Management

Event sales managers have astounding client relationships the executives and relational abilities. They are polished and articulate and utilize these abilities to oversee client connections. Event sales managers are dynamic individuals from cordiality and event arranging ventures and seek after new market chances to increment occasion deals. They meet with clients consistently, and frequently direct voyages through the occasion office. Event sales managers give precise and convenient data to clients, sellers, and meeting organizers. They constantly center around further developing consumer loyalty to make client dedication and convey a positive event insight.

Event Planning

Event sales managers are responsible for all elements of event planning, including negotiating contracts and identifying event logistics. They coordinate event logistics, proactively communicate event information, and set clear expectations for event delivery. Event sales managers work well under pressure, are able to manage multiple activities simultaneously, and re-prioritize efforts when plans change or the need arises.

Event sales managers prepare detailed event reports, including sales data worksheets, cost projections and other financial metrics. They analyze and reconcile disparate event details, and consolidate the information into actionable event plans.

ü Create and manage project plans for all event and marketing activities.

ü Coordinate events, trade and meetings shows by identifying, assembling, and organizing needs; establishing contacts; developing assignments and schedules; organizing mailing lists to ensure event success.

ü Give administrative support to every member of the marketing team as required.

ü Assist Communications Manager in updating office communications posted throughout the building, including but not limited to the all bulletin boards, bathroom communications, and community televisions.

ü Manage scheduling for monthly “Employee Spotlight” with partner brand.

ü Assist in updating information on the employee portal and run monthly and ad hoc.

ü Maintain email lists for various communications such as internal and external communications.

ü Track customer issues, forward to customer service and track to ensure resolution.

ü Attend the monthly awards process.

ü Give support in social media monitoring process as required.

ü Assist in collating marketing materials as needed.

ü Make and maintain files for graphic related projects.

ü Update work information by taking part in instructive open doors (for example perusing exchange distributions).

ü Achieve association objectives by tolerating proprietorship for finish of new and various solicitations.

ü Keep up with records of press inclusion.

4 Taking Booking

At the point when the client is prepared to make a booking a record is opened; this can be written by hand or modernized relying upon the foundation. The document will contain the client's Subtleties and will be utilized to hold every one of the necessities for the specific occasion, as well as all correspondence sent and got. At the gathering while the booking is affirmed an occasion booking structure will be finished. The essential data that is recorded is displayed underneath.

§ Date and time of the event (including access and clear down times).

§ Client details.

§ Event Type.

§ Event Location at the establishment.

§ F & B requirement.

§ Method of Service.

§ Number of people expected for attending (and confirmation of final deadline for actual

Numbers attending).

§ Plan of Table.

§ Price charged (e.g. Inclusive or per head).

§ Inclusive or cash bar and wines.

§ Provision for guests with special needs.

§ Additional charges for equipment hire, etc.

§ Contractual requirements (deposit payments, payment in advance, etc.).

The requirements for a function will depend upon the nature of the event and it is useful to have a checklist of these. In addition to the information listed above, the following might also be considered:

● overnight accommodation
● band, cabaret, dancing (and meal requirements)

● list of toasts

● date for final inspection visit by client
● photographer

● place cards
● car parking

● floral decor for the tables, rooms,
● special liquor license

● music, dancing or entertainment licenses
● colour of linen if able to offer a choice
● seating plan

● sign-posting
● cloakrooms

● private bar facilities
● cancellation policies

● telephones
● weddings – time of service, due arrival time at venue,
● security

● lectern

● marketing

● secretarial facilities

● toastmaster

● audio-visual equipment

● syndicate/breakout/interview

● rooms

5 Panning and organizing themes of Indian and International cuisine

While this is a high-level overview of some of the steps need to follow when developing a National and International event

1. Develop Event Goal and Objectives

Any event requires a deliberate collaboration to deal with the entirety of the subtleties. Consider distinguishing one key Event Chief or Occasion Seat as well as individual Directors for subcommittees, for example,

2. Organize a Team

Any event takes a concerted team effort to handle all of the details. Consider identifying one key Event Manager or Event Chair as well as individual Chairpersons for subcommittees, such as:

· venue management;

· speakers;

· entertainment;

· publicity;

· sponsors;

· volunteer management

3. Set a Date

The date might already be pre-set for a reoccurring event, but if this is a new event, be sure to consider the following before firming up your date:

· To be aware of religious and statutory holidays

· Stay away from school occasion time spans (e.g., winter, spring and summer occasions)

· Actually take a look at dates with key members - e.g., speakers, moderators, celebrity visitors, and so forth.

4. Brand the Event

The event must be branded well to make awareness as per theme. For international theme large scale branding is required and international customers need to be targeted.

5. Create a Master Plan:

This plan ought to envelop all parts of the occasion, including:

• Setting, operations and cooking the executives (contracts, licenses, protection, and so on.)

• Speakers/moderators (recognizing, affirming, strategies and the board)

• Exercises/diversion

• Exposure/advancement (on the web and disconnected, e.g.,: site page and online advancement; occasions schedules; printed programs; media relations; signage; virtual entertainment, and so on.)

• Enrollment (online sign-up, installment and following; nearby sign-in, and so on.)

• Support/accomplice the executives

• Volunteer administration

6. Determine Management Processes

strong administrative team need to be organized to manage all the administrative process.

7. Establish a Budget

Budget should incorporate estimates for all of the key items identified on Theme Event Master Plan. Don’t forget to include any travel or accommodation costs for speakers, presenters, etc.

6 Concept & planning for MICE segment

MICE stands for
Meetings,
Incentives,
Conventions and
Exhibitions

Meetings & Conferences

Gatherings are only one sort of corporate occasion — alongside corporate accommodation, client engaging, and the a wide range of kinds of worker occasions, for example, impetus travel, group building/persuasive occasions, occasion gatherings, and noble cause raising money days.

Gatherings that happen in away areas or abroad, which include a program of occasions and exercises, travel, and convenience, are much of the time practically the same in configuration and design to motivating force travel programs.

The primary distinction is the reason for the occasion; gatherings are normally to instruct, train, examine, offer, or sell, while impetus head out programs are for the most part to remunerate. Thusly, there are a more prominent number of tomfoolery/get-togethers, exercises, and trips, and less — if any — conferences or formal introductions engaged with motivator travel programs.

Positively from a gathering organizer's viewpoint, there is definitely not a ton of contrast between what goes into putting together an impetus travel program versus a gathering. For this reason a great deal of meeting organizers work on both corporate gatherings and impetus travel programs.

Conferences & Exhibitions

Similarly, some meetings and conferences will include a trade show or exhibition—or vice versa (which technically makes them a convention). Therefore, a meeting or event planner who works in this sector will often be experienced in—and responsible for organizing—both types of events. In fact, in many countries outside of the country, these types of meetings planners are often referred to as 'conference & exhibition organizers.

ü Standardized services – All attendees for the same MICE event will have very similar requirements as to service standards while similar MICE events would usually have similar programmes and thus standardized services are required

ü Enhance secondary businesses – Many suppliers are needed for MICE events. Booth set-up companies and decoration experts are necessary for the exhibition. Entertainment agencies are needed for incentive travel parties.

ü Improve host city image – The city which holds the international MICE event can give travelers a professional image

ü Independent of tourism attractions – Business travelers travel primarily for the purpose of attending a MICE event, not for the attractions of a destination. Even if a city doesnot have unique attractions, it can still be chosen to hold an event due to other reasons, such as ease of access

ü No fixed destination– Many MICE events are not fixed on a host city or country. As long as a city has adequate MICE venues and facilities, it is possible for the city to be selected to hold the event

ü Flexibility of venue selection – Other than traditional venues such as exhibition centers or conference halls, MICE events can make use of existing facilities that may originally have other purposes, e.g., universities.

7 Venue Planning –Search, Space Requirements, Site Inspection, Site Confirmation, Pre-Event Meetings

7.1 Event Venue – Search
7.2 Space Requirements
7.3 Site Inspection
7.4 Site Confirmation
7.5 Pre-Event Meetings

7.1 Event Venue – Search
An Event venue might be an on location or offsite area. The Event manager is normally not answerable for activities at leased Event or diversion scenes, however will screen all parts of the Event nearby. A portion of the undertakings recorded in the acquaintance might pass with the setting, however for the most part at an expense.

Corporate Event manager book Event scenes to have corporate meetings, conferences, organizing Events, expos, item dispatches, group building retreats or instructional courses in a more customized climate.

When a definite Event concept and laid out that the Event is practical, nitty gritty scene arranging can occur to advance from Event idea to Event execution. The accompanying exercises ought to aid this cycle.

Having a scale guide of the venue and encompassing region will aid the beginning phases of arranging. This will assist with setting format plan and furthermore distinguishing what is in the space encompassing your Event for example entrance, exits, workplaces, capacity regions, shipment docks, vehicle leaves, access courses, and so forth. Note that sometimes particular highlights of settings, for example, lower passages/roofs, points of support or geological elements may not be clear from two layered plans, so visits are fundamental. Instruments like Google Earth can likewise be a helpful approach to review the region encompassing your setting.

7.2 Space Requirement
You ought to deliver clear scale drawings of the setting noticing perspectives like execution regions, staff and visitor regions. This will then, at that point, tie into perspectives like security, faculty organization and passes for controlling access around your setting. Different focuses for thought incorporate the area of providing food and bars (these might be fixed or adaptable), product and retailing, latrines, medical aid and conceivably crisis administrations.

6 square feet for each individual is a decent guideline for a standing group, it might reach out up to 9 square feet for every individual for a few extraordinary occasions. Mixed drink hour for 100 individuals who will be generally standing, it will duplicate 100 by 6 to decide need a setting with 600 square feet of accessible and useful space for the occasion.

7.3 Site Inspection
Site reviews are something beyond concluding whether you like the space. Effective site examinations — the ones stuffed with smart inquiries and explicit solicitations — require a site review agenda to make the gathering as productive as could really be expected.

1. Timing
In an ideal world, you'd plan your site examination a year out from your occasion, with follow-up visits a half year and one month out.

Be that as it may, the new standard is by all accounts a solitary visit only a couple of months from the occasion. Not to stress however — a site review agenda is an extraordinary device for this present circumstance since it assists with ensuring you get your affairs in order in only one visit.

2. Scheduling
Event organizers can commonly plan a site examination through a salesperson at the property by means of telephone or email. In the event that it's a lodging, they could likewise organize your free room at this stage, albeit not all locales offer free rooms with each review.

3. Preparation
Organizing a site visit demands time usage abilities from both the organizer and the actual scene. Ensure you're ready with your site visit agenda and fundamental exploration finished before you show up. Furthermore, on the off chance that the visit feels hurried, make a note of that too.

Checklist for site inspection:

The event planner’s site inspection checklist
Basic info
Site inspection date
Venue name
Venue type
Address
Contact information
Venue availability
Site specifics

AAA rating

Mobile rating
Is the venue ADA compliant? If no, why not?
Is there any upcoming construction planned? If so, when?
Deposit amount and due date
Attrition penalty
Neighborhood
Building appearance
Landscaping
Cancelation policy
Event logistics
Nearest hotel (if venue is not a hotel) & distance from venue
Parking fees
Nearest airport & distance from venue
Valet parking availability
Recreational services available
Freeway accessibility
Directional signage

Food & beverage
Availability and/or cost for each of the following:
Continental breakfast
Full breakfast
Lunch

Dinner
Tax rate
Coffee (per gallon)
Service charge

Guarantees needed by
Overset guarantee by (%)
Special packages

The Site Inspection Checklist & Guide for Planners

Site inspections are more than just deciding whether or not you like the space. Successful site inspections — the ones chock full of thoughtful questions and specific requests — require a site inspection checklist to make the meeting as fruitful as possible.

7.4 Site Confirmation

Once site supervision accomplishes, the site supervisor should fill up the site inspection form and note down the points to be added as per type of event. In mega event safety, security, capacity and other basic facilities to be taken in consideration while observing the site.As part of procedure concern should make a site confirmation report upon satisfaction about the site for the event.

Objectives of Site confirmation

ü To give affirmation of investment and illuminate a forthcoming participant about the fundamental occasion subtleties:

ü To inform applicant about a successful payment transaction for a paid event

ü To market a referral program

ü To encourage a applicant to sign up for a newsletter or to keep interacting with the event organiser in some way.

7.5 Pre-Event Meetings

The Pre-Event Planning (PREP) Meeting is intended to help the facilitating association to have a fruitful occasion.

A PREP Meeting might be considered significant in the event that any of the accompanying conditions are met:

• The organization has sanctions put on it from a past occasion.

• The organization experienced issues or detailed worries on a past occasion, yet no assents were put on the gathering.

• The event is of an intricate sort and would profit from unexpected event arranging coordination and advisement.

• The event is a first-time occasion.

• The organization is a first-time tenant or is using an unexpected scene in comparison to what it has beforehand.

• Assuming the organization is under the new initiative.

Although many of the things must discuss during the pre-event briefing have already been set up and decided a long time ago, it’s important to agree on the action plan and onsite tasks each team member will have. List of topics should review during the pre-event meeting are:

1. Entrances layout of and the check-in procedure
2. Parking and access
3. The procedure for important guests
4. Onsite task supply
5. Volunteer management
6. Emergency contacts

for more notes visit
www.ehospitalitystudies.com © copyright reserved

Specialised F & B Service Management

Beverages Service
Paperback
January 2020 Edition
Author:
Dr. Deepa Prasad Venkatraman
Ulhas Chaudhari

Food & Beverage Services Practical & Techniques
Paperback
January 2020 Edition
Author:
Dr. Deepa Prasad Venkatraman
Ulhas Chaudhari