EVENT MANAGEMENT

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SMM40803 EVENT MANAGEMENT

DR. HANUM BT HASSAN 


TOPIC

1. Introduction to event management

  • Event Management
    • project management
    • play huge part in the success of brand/organization
  • Skills
    • networking skills
    • organizational skills
    • creativity
    • adaptability
    • observational 
  • Involve
    • understand objective
    • establish timeline
    • select venue
    • source
    • manage budget
    • marketing and communication
    • manage risk
    • thinking sustainably
  • Event Manager
    • think logic, strategic, creative
    • plan, promote, organize business and social events
    • running events, ensure target audience engaged, message event market properly
    • manage whole process from plan, run event, carry post-event evaluate
    • hands on, involves work as team
    • liaise with client exact event requirements
    • produce proposal
    • research venues, supplies, contractors, negotiate price, hire
    • liaise with sales, marketing team
    • manage team, give full briefing
    • insurance, legal, health, safety obligation are followed

2. Type of event management

3. Managing the risks of an event

4.  Working with clients

5. Steps for planning an event

6. Invitations, greetings and dress codes

7. Table manners & table settings

8. The event

9.  Project Implementations (week 13)

10. Postmortem project (week 13)


ASSESSMENT DISTRIBUTION

  • Individual 20% week 6
  • Project report 20% week 14
  • Logbook 20% week 14
  • Event Project 40% week 13
    • 2 jam 9.30-11.30/ 3.30-5.30
    • pf2
    • weekday

LIST OF TEXTBOOK/REFERENCES

1. The practical guide to organising events (2017)

2. Events management an introduction (2018)

3. Event planning and management (2018)

4. Pengurusan acara sukan (sports event management handbook) (2017)

5. Events management (2011)


DISTRIBUTION SQUAD

10 GROUPS (18-19 MEMBERS)

GROUP 8


WEEK 1: EVENT MANAGEMENT BODY OF KNOWLEDGE

1. DOMAINS

- administration

- design

-marketing

- operations

- risk

2. CORE VALUES

- creativity

- strategic

- continuous improvement

- ethics

- integration

3. PROCESSES

- assess

- select

- monitor

- communicate

- document

4. PHASES

- initiation 

- planning

- implementation

- event

- closure


WEEK 2: PROPOSAL DEFENSE 

  • PowerPoint
  • structure
    • event background: time, date, venue, demographic, insight, like & dislikes 
    • objective: leisure/cultural/personal/organizational
    • concept: core idea, design, activity, 
    • theme: decoration, set up, color, layout
    • program flow: scenario
    • creative: layout, reception, stage, backdrop, display, banner
    • budget: realistic (venue, refreshment, program, promotion, 


GROUP 8: PROCESSES

1. Explain meaning, description, example

2. 5 mins presentation

3. 3 slides


DEPARTMENT LIST OF TASKS

  • Logistics & data analyst
    • Venue Management
    • Transportation & accommodation Coordination
    • Vendor Management
    • Equipment and Supplies:
    • Risk Management and Contingency Planning
    • On-Site Coordination
    • Database Management
    • Performance Metrics and KPI Tracking
    • Data Security and Compliance
    • Real-Time Reporting and Dashboarding
  • Media and publicity dept
    • Social Media Management
    • Content Creation
    • Photography and Videography
    • Media Monitoring and Analysis
    • Brand/identity managements
    • Media Kits
    • Advertising
  • Public relations and protocol dept
    • Guest List Management
    • VIP Protocol and Hospitality
    • Ceremonial Arrangements
    • Seating Arrangements
    • Protocol Briefings and Guidelines
    • Gifts and Tokens of Appreciation
    • Language Services
    • Protocol Documents and Materials
    • Pre-Event Planning
  • Disaster management & special duties dept
    • Handling emergencies
    • Take active participation in last minute task
    • Venue managements
    • Runner
    • Risk Assessment and Planning
    • Response and Recovery Operations
    • Crisis Communication
    • Continuous Monitoring and Assessment
  • Technical and finance dept
    • Grant Management
    • Expense Tracking and Reimbursement
    • Contract Management
    • Financial Risk Management
    • Cost-Benefit Analysis
    • Event day main tech support
    • Helps in sponsorship
ROLES & RESPONSIBILITY 

  • CHAIRMAN
    • provide strategic director for event
    • working closely with event manager
    • board of directors
    • organize committee to establish goals, objectives, mission, vision
    • preside over all meetings
    • responsible for perfection of meeting
    • examine minutes meeting
    • ensure all action decided are taken accordingly
    • discuss planned activities can be carried out well
    • perform other task by lecturer
    • make important decisions: event planning, execution, budget
    • team representative
    • supervise activity 
    • provide guidance, resolve conflicts
    • mentor media and publicity department
  • Event Manager
    • Replace the chairman in his absence
    • Maintain the existence of each unit and carry out disciplinary duties
    • Assist make important decisions regarding event planning, execution and budgeting
    • providing guidance, resolving conflicts
    • Handling any last-minute issues or changes
    • Move as a floor manager during the day of the event
    • Check and balance duties
    • Do the final review of letters and matters related to formalities
    • Mentor to the disaster management & special duties dept
  • Vice Event Manager
    • Replace chairman and event manager in their absence.
    • make an active participation in data managements.
    • providing guidance, resolving conflicts
    • create an email for the team
    • Back Stage Management
    • Ensuring the accuracy, consistency, and reliability of data.
    • Workload priority managements
    • Maintaining and ordering supplies.
    • Mentor to the logistics and data management dept
  • Secretary 
    • Prepare the meeting memos.
    • Producing agendas and taking the meeting minute.
    • Reserving meeting rooms, and distributing materials.
    • Set up a formal letter template.
    • Arranging appointments.
    • Prioritising workloads.
    • Coordinating mail.
    • Organizing documents and paperwork and maintaining a filing system.
    • Mentor to the public relations and protocol dept
  • Financial Manager/Treasurer
    • Prepare a bank account
    • Financial reporting
    • Budgeting
    • Collects money from each group members when needed
    • Monitoring cash flow
    • Oversee financial statements and budgets to forecast a company's financial needs.
    • Carrying out risk management activities
    • Fundraising
    • Check and balance duties
    • Mentor to the technical and finance dept

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