EVENT MANAGEMENT AN INTRODUCTION TO Mazura Stapah Kartini Kamarulzaman Norshahanis Hashim
Polytechnic eBook Series EVENT MANAGEMENT AN INTRODUCTION TO
©2023 by Politeknik Kota Kinabalu (Malaysia) First published 2023 elSBN 978-967-2301-77-6 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior permission of the copyright owner. This e-Book is for the use of anyone anywhere at no cost and with almost no restrictions whatsoever. It is not intended for sale nor is it profitable. Editor: Nafizah binti Hassan Writers: Mazura binti Stapah Kartini binti Kamarulzaman Norshahanis binti Hashim Published by: Politeknik Kota Kinabalu No. 4, Jalan Politeknik KKIP Barat Kota Kinabalu Industrial Park 88460 Kota Kinabalu Sabah
This book is dedicated with much love to a very important person in our life, our parents, spouse, family, mentors, colleague, students and whom appeared as our support system. We owe them a debt of gratitude for always being there when we need them the most. Special thanks to our event educator, Mr. Ahmad Dan (retired from Jabatan Perdana Menteri, Putrajaya), Miss Hazira (UiTM Puncak Alam), Mr Ismail Mohamed (Politeknik Merlimau), event’s click Mdm. Ruhanawati Iran, Mdm. Maisarah Mansor all the way from Politeknik Merlimau, Melaka. Not to forget, we must give credit where credit is due especially to the owner of some photo used in this ebook. Special thanks to Mr Nabil Saifuddin, Unit Pembangunan & Instruksional dan Multimedia Politeknik Kota Kinabalu and Politeknik Merlimau (UiDM), students from Diploma in Tourism Management and also Diploma in Event Management Politeknik Merlimau, whom hosted several events conducted in PMM, MPWS, Ministry of Tourism, Art and Culture (MOTAC) while hosting World Tourism Conference 2013 in Melaka and some anonymous whom photo been used in this ebook. Finally, to you dear reader, for making this journey worthwhile. For my readers, who breathe life into these pages. To all those who pick up this book, thank you for giving my words a chance. It is hopefully that this book would give you some overview on managing event in future. Dedication
The Authors Mazura binti Stapah Senior Lecturer, Diploma in Wood Based Technology (DBK), Civil Engineering Department Politeknik Kota Kinabalu. Kartini binti Kamarulzaman Senior Lecturer, Diploma in Wood Based Technology (DBK), Civil Engineering Department Politeknik Kota Kinabalu. Norshahanis binti Hashim Senior Lecturer, Diploma in Wood Based Technology (DBK), Civil Engineering Department Politeknik Kota Kinabalu.
This eBook covers the fundamental event managing including the overview of event management such as its’ definition, types and objectives of event management, the basic things one should know in planning several types of event, managing the event including the lay-out of event, financial and budgeting, event logistic and legalities and also preparing the event’s proposal. Other than that, readers also been exposed with the post event activity which are preparing the post-event correspondence, survey of the event and the post-mortem activity among the event’s host. Synopsis
Table of Content TOPIC 1: GETTING ORGANIZED What is An Event 2 What is Event Management 3 Concept of Events 5 Types of Event 6 Tips for Formulating an Event's Objectives 9 The Even’s Objectives 11 TOPIC 2: EVENT PLANNING Layout Planning for the Event 19 Financial Management and Event's Budget 20 Event's Logistic : Event's Logistic For Conference 23 Event's Logistic For Concert 24 Event’s Logistic For Family Day 26 Event's Logistic For Wedding Celebration 29 Event’s Promotion 31 Public Relations in Event 32 Event’s Risk Management 33 Legalities of Conference Event 34 Legalities of Sports Event 36 Legalities of Concert 38 Legalities for Trade and Exposition 39 Preparing Event's Proposal 41
Table of Contents Table of Content TOPIC 3: MANAGING THE EVENT Prepare an Event Checklist 46 Conference Planning Checklist 47 Sports Event Planning Checklist 48 Trade and Exposition Planning 49 Dinner Event Checklist 51 Concert Planning Checklist 53 Criteria for Event's Venue Selection 55 Seating Lay Out for Conference Event 56 Venue Preparation Tips 57 Managing Event’s Guest 59 Managing Event’s Guest Of Honor For The Event 61 Emcees Preparation Guide 63 Floor Manager For Event 65 Ushering The Event 67 Protocol Guideline for the Event 69 Choosing A Food Vendor 70 Etiquette In Event 72 Rehearsal For Event 74 Issue Involving The Event's Site 75 Creating the Event's Media Kit 77 Creating an Event's Invitation Card 79 Tips for Giving Speech at Event 81 Guidelines For Preparing The Event's Backdrop 83
Table of Content TOPIC 4: POST EVENT Responsibilities After the Event 88 Preparing the Post-Event Correspondence 89 Survey of Dinner Events 90 Running the Post-Mortem for the Event 91
"Event Getting the right things to the right places at the right time, for the right cost." Family Day
T OPIC 1: GET TIN G O R G A NIZED Topic 1: GETTING ORGANIZED What is an Event? What is Event Management Concept of Event Category of Event Purpose of Event At the end of the topic, student will learn about the following: Let's Start! SO, Photo Corner for Dinner 1
T OPIC1: GET TINGORGANIZEDWHAT IS AN EVENT ? The Award Winner Having A Photo Session with the VIP’s 2
Establishing the goals of the event, choosing a suitable location, working with vendors and suppliers, making a budget and timeline, setting up transportation and lodging for attendees, managing logistics, ensuring safety and security precautions, and coordinating with performers or speakers are all tasks that fall under the category of event management. WHAT IS EVENT MANAGEMENT? The planning, organising, and execution of events, such as conferences, meetings, weddings, festivals, and other special occasions, is known as event management. This entails overseeing all aspects of an event, from its inception and planning through its execution and analysis thereafter. T OPIC1: GET TINGORGANIZEDDiscussion for Event Project 3
T OPIC1: GET TINGORGANIZEDDEFINITION OF EVENT MANAGEMENT Strong organisational abilities, attention to detail, good communication, and the capacity to function well under pressure are necessary for successful event management. To guarantee that the event runs smoothly, event managers must be able to think creatively, solve problems, and quickly adjust to unanticipated scenarios. Event management is the planning, executing, controlling a planned temporary gathering which hopefully becomes a memorable moment among the guests. 4
CONCEPT OF EVENTS An event is an occurrence that can be planned or unexpected and is frequently significant or interesting. A concert, festival, conference, gathering, party, sporting event, or business meeting are all examples of events that bring people together for a particular reason. Events can also refer to certain occurrences or episodes with a noteworthy effect or significance, such as historical occurrences, political events, or natural disasters. In general, an event can be any form of famous or noteworthy incident that has some level of significance or impact, whether it was planned or not. T OPIC1: GET TINGORGANIZEDTeamwork, factor for event success 5
1. Business events: Organized by companies or organizations to promote their brand, products, or services. Examples include trade shows, product launches, and corporate retreats. 2. Social events: These events are typically for socializing and entertainment purposes. Examples include weddings, birthday parties, and anniversaries. 3. Educational events: These events are designed to impart knowledge and provide learning opportunities. Examples include conferences, seminars, and workshops. 4. Sports events: These events are focused on athletic competition and physical activity. Examples include marathons, basketball games, and football matches. TYPES OF EVENTS 5. Cultural events: These events showcase the culture, traditions, and customs of a specific community or region. Examples include music festivals, art exhibitions, and food fairs. T OPIC1: GET TINGORGANIZED6
6. Political events: These events are organized by political parties or individuals campaign, debate, or raise awareness about political issues. Examples include rallies, town hall meetings, and political conventions. 7. Religious events: These events are organized by religious institutions or individuals to celebrate, worship, or observe religious traditions. Examples include religious festivals, pilgrimages, and prayer meetings. 8. Charity events: These events are organized to raise funds or awareness for charitable causes. Examples include charity auctions, benefit concerts, and charity runs. These are just a few examples of the different types of events that exist. Event organizers can also create hybrid events by combining different elements from multiple event types to create unique experiences. T OPIC1: GET TINGORGANIZEDAcademic Visit as Part of Event 7
T OPIC1: GET TINGORGANIZEDTYPES OF EVENTS Educational and Scientific Conferences Seminars Training Political and State Political summits Royal occasions State visits Recreational Games Outdoor activities Adventure activities Sport Competition Individual/Team Amateur/Professional Local/International Cultural Celebrations Festivals Carnivals Religious events Business and Trade Meetings Product launches Trade Shows Arts and Entertainment Concerts Performances Awards ceremonies Categorization by type by Getz’ typology of events 8
2. Be SMART: Make sure the goals you set for your event are: T OPIC1: GET TINGORGANIZEDTIPS FOR FORMULATING AN EVENT’S OBJECTIVES 1. Start with the end in mind: Consider what you hope to accomplish with your event before you begin. What results are you seeking? Are you attempting to create leads, spread the word about a cause, or cultivate connections with important stakeholders? Your ability to develop effective event objectives will increase as you become more detailed about your goals. 3. Consider your target audience: Think about who you want to reach. Whom is the event aimed at? SPESIFIC MEASURABLE ACHIEVABLE RELEVANT TIMELY S M A R T 9
6. Obtain feedback from key players. Last but not least, don't create your event objectives in a vacuum. To gain their opinions, talk to important stakeholders, including sponsors, participants, and partners. This can assist you in ensuring that the goals of your event are realistic, relevant and achievable. 5. Utilise a combination of quantitative and qualitative measures: To gauge your success, you should combine both types of metrics. Concrete information is provided by quantitative indicators like attendance figures or revenue generated. Qualitative metrics that measure the impact of your event include participant comments and media coverage. T OPIC1: GET TINGORGANIZED4. Align your objective with your overall strategy: Sync your event goals with your entire organisational plan. Your event goals should be in line with your overall organisational strategy. By doing this, you can be confident that your event will support your overall objectives and further your long-term success. Rapporteur Team for Conference 10
T OPIC1: GET TINGORGANIZEDTHE EVENT’S OBJECTIVES 11
T OPIC1: GET TINGORGANIZEDTHE EVENT’S OBJECTIVES 12
T OPIC1: GET TINGORGANIZEDTHE EVENT’S OBJECTIVES 13
DIFFERENT OBJECTIVES BY TYPES OF EVENTS Business events: Companies or organisations put on these occasions to advertise their names, goods, or services. Trade shows, product launches, and company retreats are a few examples. Social events These gatherings are usually held for amusement and socialising. Weddings, birthday celebrations, and anniversaries are a few examples. Sports events Athletic competition and physical activity are the main topics of these occasions. Marathons, basketball games, and football games are a few examples. Educational Event Events intended to convey knowledge and offer opportunities for learning are referred to as educational events. Conferences, seminars, and workshops are a few examples. T OPIC1: GET TINGORGANIZED14
Cultural Events Events that highlight culture, traditions, and customs from a particular community or area are referred to as cultural events. Examples include art exhibits, food fairs, and music festivals. Political events These gatherings are planned by political parties or individuals to promote political issues or to debate them. Political conventions, town hall meetings, and rallies are a few examples. Religious events These occasions are planned by religious organisations or people to honour, worship, or carry out religious customs. Festivals, pilgrimages, and prayer gatherings are a few examples. Charity events These gatherings are held to support charitable causes by raising money or public awareness. Charity races, benefit concerts, and charity auctions are a few examples. DIFFERENT OBJECTIVES BY TYPES OF EVENTS -End of Topic 1- T OPIC1: GET TINGORGANIZED15
TUTORIAL#1 T OPIC1: GET TINGORGANIZED1.Event management is ___________________________ _________________________________________________ 2. Match the event’s objectives with the CORRECT Types of Event Cultural Events Events that highlight culture, traditions, and customs from a particular community or area are referred to as cultural events. Examples include art exhibits, food fairs, and music festivals. Political events These gatherings are planned by political parties or individuals to promote political issues or to debate them. Political conventions, town hall meetings, and rallies are a few examples. Religious events These occasions are planned by religious organisations or people to honour, worship, or carry out religious customs. Festivals, pilgrimages, and prayer gatherings are a few examples. Charity events These gatherings are held to support charitable causes by raising money or public awareness. Charity races, benefit concerts, and charity auctions are a few examples. QUESTION 16
TUTORIAL#1 T OPIC1: GET TINGORGANIZED1.Event management is 2. Match the event’s objectives with the CORRECT Types of Event Cultural Events Events that highlight culture, traditions, and customs from a particular community or area are referred to as cultural events. Examples include art exhibits, food fairs, and music festivals. Political events These gatherings are planned by political parties or individuals to promote political issues or to debate them. Political conventions, town hall meetings, and rallies are a few examples. Religious events These occasions are planned by religious organisations or people to honour, worship, or carry out religious customs. Festivals, pilgrimages, and prayer gatherings are a few examples. Charity events These gatherings are held to support charitable causes by raising money or public awareness. Charity races, benefit concerts, and charity auctions are a few examples. ANSWER the planning, organising, and execution of events, such as conferences, meetings, weddings, festivals, and other special occasions 17
Layout Planning for the Event Financial Management and Event's Budget The Principles for Organising the Event Event's Logistic Event Marketing Public Relation in Event Risk Management and Legalities for Event Preparing Event's Proposal TOPIC 2: EVENT PLANNING At the end of the topic, student will learn about the following: T OPIC 2: EVEN T PLA N NIN G Guest of Honour Giving Prize to the Winner 18
LAYOUT PLANNING FOR THE EVENT Pick a theme and/or activities Make an invitation list Pick a time and place The size and scope of the event Establish the event's purpose and objectives This will help you to know why the event is happening and what you aim to accomplish. The size and scope of the event, as well as how much you may spend on each component, can all be decided upon by knowing your budget Choose a day and venue that will suit your guests' schedules and stay below your spending limit. Take into account elements like the climate, accessibility, and facilities. Based on your budget and the capacity of the venue, decide who you want to invite and how many people you can fit. If it's acceptable for your event, pick a theme and/or activities that will inspire people to participate. T OPIC 2: EVEN T PLA N NIN G 19
FINANCIAL MANAGEMENT AND EVENT’S BUDGET General guidelines for creating an event's budget and financial management plan. Please remember, though, that the specifics will vary depending on the nature and size of the event, as well as any unique requirements or limitations. 1.Define the event's aims and objectives: Outlining the event's goals and objectives is the first stage in creating a financial management plan and budget. This will assist you in determining the essential costs and resources needed to accomplish these objectives. 2. Make a revenue strategy: Depending on the event, you might be able to make money via selling tickets, receiving sponsorships, charging exhibitors fees, selling items, or from other means. Determine the various sources of income and calculate the prospective earnings 3. Create financial controls: Create financial controls to oversee and manage the event's funds after the budget has been created. This can entail opening a unique bank account for the occasion, regularly monitoring expenditures and income, and putting in place internal controls to ward off fraud and other financial irregularities. T OPIC 2: EVEN T PLA N NIN G 20
4. Throughout the event's planning and execution: keep an eye on the budget and make necessary adjustments to make sure that costs don't exceed the allotted amount. If additional costs crop up, alter the budget as needed to keep the event financially feasible. 5. Create financial reports: Create financial reports that list the event's revenue and costs after it has occurred. This will enable you to assess the event's success and pinpoint problem areas. Overall, efficient planning and money management are essential to the success of any event. By doing these actions, you can contribute to making sure that your event is profitable and succeeds in meeting its objectives. T OPIC 2: EVEN T PLA N NIN G 21
EVENT'S OBJECTIVES: Event objectives are particular aims or results that the event planner wants to accomplish. Raise brand awareness: A brand or product may be made more visible by holding an event, which will help potential customers form a favourable impression of it. Create leads or sales: By giving guests the chance to interact with the good or service being presented, events can also create leads or sales. to instruct or inform visitors about a specific subject or problem. Presentations, workshops, or panel discussions can be used to do this Events can be utilised to strengthen bonds between a business and its clients, business partners, or staff. Celebrate successes: Celebrations of successes, such as a company milestone or the conclusion of a project, can be organized through the organization of events. Networking: An event might be planned to give participants the chance to meet one another and develop connections that will be helpful to their businesses or careers. Events can also be utilised to collect money for a specific organisation or cause. T OPIC 2: EVEN T PLA N NIN G 22
EVENT’S LOGISTIC FOR CONFERENCE The planning of a conference might involve a wide range of activities, such as: Choose a location that can accommodate the expected number of guests, has the required technology, and fits within your budget. 1. 2. Planning and monitoring the conference budget, which includes payments for the venue, catering, technology, advertising, and other charges. 3. Management of the registration process includes organising attendee registration, overseeing ticket sales, and offering customer service. 4. The organization of lodging for out-of-town delegates as well as transportation to and from the conference site. 5. Catering: Choosing and overseeing the conference's catering services, including menu preparation, food and beverage service, and dietary needs. 6.Audio-visual equipment: providing speakers and presentations with audio-visual tools such speakers, microphones, projectors, and video conferencing equipment. 7. Creating possibilities for networking and setting up events so that participants can get to know one another. 8. Development and implementation of a marketing and promotion strategy to draw people to the conference. 9. On-site management: Ensuring that all conference-day logistics, such as setup and breakdown, AV assistance, and catering services, go without a hitch. 10. After-event follow-up includes gathering participant comments, assessing the conference's success, and making plans for upcoming events. T OPIC 2: EVEN T PLA N NIN G 23
The effective operation of the event depends on meticulous preparation and attention to detail during the concert planning process. Here are a few logistical things to think about when planning a concert: Venue: Finding a good location for the concert is the first step. When selecting a location, factors including capacity, location, acoustics, parking, and accessibility should be taken into account. Booking the performers for the show is necessary after securing the venue. Contracts must be negotiated, rehearsals must be scheduled, and all technical specifications must be met. Promotion: To get more people to the concert, you must develop a marketing strategy. This could involve classic advertising techniques, email marketing, and social media marketing. Ticket pricing must be determined, and a system must be developed for using a platform for online ticket sales, for example. To prevent ticket fraud, security measures must also be taken into account. Staffing: You must employ ushers, security guards, and technical team to assist with the event. Equipment: You must make certain that all required equipment is on hand and in good functioning order. This comprises instruments, stage decorations, and audio and lighting gear. Transportation: You must plan the transportation of the performers and the personnel, as well as take into account parking and visitor traffic. EVENT’S LOGISTIC FOR CONCERT T OPIC 2: EVEN T PLA N NIN G 24
EVENT’S LOGISTIC FOR CONCERT Refreshments: You need to make plans for participants' access to food and drink service, as well as make sure there are enough restrooms. Safety: You must create a safety strategy that takes into account potential hazards and emergency circumstances. Cleanup: Lastly, you need to make plans for post-event cleanup, which includes getting rid of trash and returning rented items. You can make sure that your concert goes well and is a success by considering these elements and developing a thorough plan. T OPIC 2: EVEN T PLA N NIN G Entertainment During Dinner Event 25
EVENT’S LOGISTIC FOR FAMILY DAY It might be difficult to plan the logistics for an outdoor family day event, but with careful planning and close attention to every last detail, it can be a successful and enjoyable event for everyone involved. The following are crucial logistics to take into account for an outdoor family day event: Location: For the family day event, pick a suitable outdoor location that can hold the expected number of attendees and the planned activities. Take into account elements like parking, accessibility, and amenities like protected spaces and restrooms. Date and time: Choose the family day event's date and time that best suits your target market. To avoid duplication or competition, be sure to look into any nearby activities that may conflict. Plan a range of activities, including games, sports, arts and crafts, face painting, live music or performances, and educational exhibits, that are appropriate for all ages and interests. Ensure that you have all the tools and materials required for each activity. T OPIC 2: EVEN T PLA N NIN G Family Day 26
EVENT’S LOGISTIC FOR FAMILY DAY Choose the type of food and beverages that will be provided at the family day event. Create a menu that suits your preferences and financial constraints by working with a catering service or food vendors. Take into account the nutritional needs and allergies of your visitors. Rentals: Take into account the requirement for renting items like furniture, tents, and other supplies. Choose a rental business that can offer what you require. Plan and put into action safety precautions including having a first aid station, emergency contact information, security guards, and a lost-and-found booth. Recruit and train volunteers to assist with the preparation, registration, activities, and cleanup of the event. T OPIC 2: EVEN T PLA N NIN G The trip participants having dinner 27
EVENT’S LOGISTIC FOR FAMILY DAY Promotion: Spread the word about the family day event using a variety of platforms, including social media, email, fliers, and local media. Parking and transit: Consider providing shuttle buses, bike parking, or carpooling as choices for guests' parking and transportation. Waste management: Make arrangements for waste management, such as recycling and trash removal, and instruct visitors on how to dispose of their waste correctly. You can make sure that your outdoor family day event works well, is enjoyable, and memorable by taking into account these logistics and scheduling ahead of time. T OPIC 2: EVEN T PLA N NIN G Vacation Trip for Family Day 28
The logistics of a wedding celebration might be difficult to plan, but with careful planning and close attention to the little things, it can go well and be a special occasion. Here are some crucial planning details for a wedding reception: Venue: Pick a location that will work well for your wedding celebration and can hold the number of people you anticipate. Date and time: Choose the wedding celebration date and time that works best for you and your guests. To guarantee their availability, be sure to coordinate with the venue. Choose the type of food and beverages that will be provided during the wedding reception under catering. Create a menu that meets your budget by collaborating with a restaurant or catering service that suit with your budget. Consider the requirement for leases of furniture such chairs, tables, linens, and dinnerware. Choose a rental business that can offer what you require. Decorations: Pick a theme or colour scheme for the wedding celebration, and arrange the decorations in accordance with that theme or colour scheme. To assist you in this endeavour, think about hiring a wedding planner or designer. EVENT’S LOGISTIC FOR WEDDING CELEBRATION T OPIC 2: EVEN T PLA N NIN G 29
Choose the style of entertainment, such as a live band, a DJ, or other entertainers, that you want for the wedding reception. Plan the wedding party's and the guests' transportation, if necessary. To make sure everyone gets there in safety and on schedule, think about hiring a limo or shuttle service. Provide details on nearby hotels or other lodging options for out-of-town visitors. Invest in a professional photographer or filmmaker for your photography or videography needs to capture the special moments of the wedding celebration. Timeline: Make a thorough schedule of all the activities that took place during the day, including the ceremony, cocktail hour, reception, and any other events. You can make sure that your wedding celebration works well and is a memorable occasion for everyone involved by taking these logistics into account and planning beforehand. EVENT’S LOGISTIC FOR WEDDING CELEBRATION T OPIC 2: EVEN T PLA N NIN G 30
The marketing techniques and initiatives used to spread the word about and spark interest in a forthcoming event are referred to as event promotion. Here are a few typical strategies for event promotion: Use social media networks like Facebook, Twitter, Instagram, and LinkedIn to advertise your event. You can either construct paid adverts or use organic reach to publicise your event. Send emails with event information and registration links to your current clientele or email subscribers using email marketing. Influencer marketing: Collaborate with professionals in your specialised field who can help promote your event to their following. Create blog entries, films, or other information pertinent to your event and distribute it via your website and social media channels as part of content marketing. Public relations: Make contact with media outlets and trade magazines to request that they cover your event. Event Listing Sites: To reach a larger audience, list your event on event listing websites like Eventbrite, Meetup, and Eventful. Partnerships for Events: Join forces to jointly market the event with other companies or associations in your sector. Encourage guests to tell their friends and family about how excited they are for the event. EVENT’S PROMOTION T OPIC 2: EVEN T PLA N NIN G 31
Building and maintaining relationships between a company or individual and their target audience is known as public relations (PR). From product launches to fundraising events for charities, PR may be used to handle a variety of events. Key components of event PR could include: Pre-event promotion include alerting the intended audience to the event through press releases, social media posts, and other advertising strategies. The objective is to enhance attendance by creating buzz and excitement about the event. PR experts may work with journalists and media outlets to get coverage of the event through media relations. Interviews with important event organizers, feature articles, or live broadcasts from the event site could all fall under this category. Crisis management: If a problem or issue arises during the event, PR specialists may be contacted to handle the situation and reduce bad press. After-event follow-up: To get feedback from participants and media outlets and promote coverage of the event's success, PR professionals may contact them. They might also take use of this chance to start marketing the subsequent event in a series or to keep in touch with important stakeholders. PUBLIC RELATIONS IN EVENT T OPIC 2: EVEN T PLA N NIN G 32
The process of identifying potential hazards connected to an event and putting policies in place to lessen those risks is known as event risk management. The following actions can be conducted to determine event risk management: 1. Identify any risks and hazards that could arise during the event by doing a risk assessment. Physical risks, such as injuries or accidents, as well as financial and reputational risks, may all be included. 2. Set clear goals and objectives for the risk management plan by establishing the risk management objectives. These can include lowering the probability and severity of potential risks, making sure that legal requirements are met, and safeguarding the organization's reputation. 3. Create a risk management strategy: Create a thorough plan to address the risks that have been identified. This might incorporate safeguards like insurance coverage, security protocols, emergency response plans and contingency plan. 4. Put the risk management plan into action and make sure that all key stakeholders are aware of the precautions that have been taken. 5. Monitor and assess: Regularly assess the event for any potential new hazards and assess the success of the risk management plan. To maintain effectiveness, the risk management plan should be updated as necessary. In order to ensure the security and success of the event, rigorous planning, execution, and evaluation are all necessary steps in the continuing process of event risk management. EVENT’S RISK MANAGEMENT T OPIC 2: EVEN T PLA N NIN G 33
LEGALITIES OF CONFERENCE EVENT Depending on where and what kind of conference it is, there may be different legal considerations. The following are some general legal factors that could be relevant to a conference: Contracts: The conference planners might have to sign agreements with the venue, suppliers, sponsors, and speakers. The terms and circumstances of the agreement, such as payment, cancellation, liability, and intellectual property rights, should be explicitly stated in these contracts. Permits & Licence: Depending on where the conference will be held, the organisers may need to apply for and receive the necessary permits and licences from the local government. For instance, if alcohol will be served or if amplified sound will be used, they might need a permission for the use of a public area, a liquor licence, or both. Liability: Any injuries or property damage sustained during the event may subject the conference organizers to legal action. They might need to buy liability insurance to safeguard themselves from claims. T OPIC 2: EVEN T PLA N NIN G 34
LEGALITIES OF CONFERENCE EVENT Intellectual property: The conference's organizers should make sure they have permission to utilize any copyrighted information or registered trademarks. They might be required to ask for permission or pay licensing fees to the intellectual property owners. Employment laws: The planners must abide by employment laws and regulations, such as minimum pay and overtime obligations, if they want to hire personnel or contractors to assist with the conference. Accessibility: The conference should be accessible to attendees with disabilities, according to the organizers. This can entail offering modifications like sign language interpreting services, wheelchair accessibility, and assistive technology. Data protection: The conference's organizers must abide by data protection rules, such as the California Consumer Privacy Act (CCPA) in the United States or the General Data Protection Regulation (GDPR) in the European Union, if attendees' personal information will be collected. These are a few of the legal factors that could be relevant to a conference. It is crucial for organizers to seek legal advice from professionals to make sure they are adhering to all pertinent laws and rules. T OPIC 2: EVEN T PLA N NIN G Academic Conferences 35
T OPIC 2: EVEN T PLA N NIN G The planning of a sporting event necessitates certain legal issues. When organizing a sporting event, be aware of the following legal considerations: Permits and License: Depending on the venue and type of the event, the organizers of the sporting event may need permits and licenses from municipal or federal authorities. This could apply to licenses for the sale of food and beverages as well as licenses for the use of public facilities. Liability and insurance: Physical actions that take place during sporting events have the potential to hurt spectators or players. In order to cover liabilities and damages in the event of mishaps or injuries, organizers should get insurance. Intellectual property: Event planners must make sure that any trademarks, catchphrases, or other intellectual property they utilize does not violate the rights of others. Contractual Requirements: Organizers may be required to sign contracts with a number of different parties, including vendors, sponsors, and participants. These agreements must to be properly structured to make sure that everyone is aware of their rights and obligations. Safety and security: Event planners need to make sure that participants and spectators can feel safe and secure at the venue and its surroundings. This includes putting in place suitable emergency plans in the event of unanticipated circumstances. LEGALITIES FOR SPORTS EVENT Department Sport’s Day 36
T OPIC 2: EVEN T PLA N NIN G LEGALITIES FOR SPORTS EVENT Anti-Doping: Organizers may need to develop anti-doping policies and processes to guarantee fair play and adherence to relevant rules and regulations, depending on the sport. Privacy and Data Protection: Organizers must make sure that any personal information obtained from participants or spectators is handled in line with the relevant data protection legislation. When planning a sporting event, it's critical to seek legal counsel from a qualified professional to make sure that all legal requirements are completed and that any dangers are minimized. The Winner Celebrating Their Achievement with VVIP 37
LEGALITIES FOR CONCERT To ensure legal compliance and everyone's safety, there are a number of legal considerations that must be made while planning a concert event. Key legal considerations for a concert include: Getting the required license and permits: The organizers must get the necessary license and permits from the local government for a number of features of the event, including the usage of the location, the sale of alcohol, and rules regarding sound and noise. Insurance and liability: The event's organizers must make sure they have sufficient liability insurance to cover any mishaps or injuries that may occur. They might also require additional coverage for the equipment, the venue, and the performers. Contracts and agreements: The event's planners need to have agreements in writing with all of the performers, vendors, and service providers. These contracts should outline the terms and circumstances of the engagement, including the cost, time frame, and duties. Security and crowd management: To minimize dangers and potential incidents, the organizers must make sure that there are sufficient security and crowd management measures in place. Copyright and intellectual property: To avoid any potential legal problems, the organizers should get permission before using any intellectual property or copyrighted content, such as music, artwork, or logos. Regulations pertaining to health and safety must be followed by the event's organizers, who must also make sure that participants have access to suitable facilities and amenities and that the event's venue is safe for usage. When organizing a concert event, it is crucial for organizers to acquire legal counsel and assistance to ensure compliance with all relevant laws and regulations. T OPIC 2: EVEN T PLA N NIN G 38
LEGALITIES FOR TRADE AND EXPOSITION To ensure conformity with municipal, national, and international regulations, trade and exposition require a number of legal considerations. When participating in trade and expositions, enterprises must take a number of legal considerations into account. Trade agreements: Companies are required to abide by international trade agreements. These agreements control taxes, quotas, and rules of origin as well as other aspects of international trade. Business must abide by laws controlling the import and export of commodities, including those pertaining to licensing requirements, customs clearance procedures, and documentation specifications. Trademarks, patents, and copyrights are examples of intellectual property that businesses must make sure they have the legal right to use and display in their trade and exposition activities. Product safety and labelling: Companies are required to abide by the product safety and labelling laws of the nations in which they conduct business. These regulations frequently include things like product labelling, safety precautions, and adherence to industry standards. T OPIC 2: EVEN T PLA N NIN G Expo and Trade at the Shopping Mall 39
LEGALITIES FOR TRADE AND EXPOSITION Contracts and agreements: Businesses must have written agreements in place with their trading partners outlining the specifics of their business relationship, such as the costs involved, the terms of payment, and the timing of deliveries. Employment laws: Companies are required to abide by the employment laws of the nations in which they conduct business, including rules regarding hiring, firing, and employee compensation. Taxes: Companies are required to abide by the tax laws of the nations in which they conduct business, including rules regarding income tax, value-added tax, and customs taxes. To ensure compliance with all legal requirements, it is crucial to speak with legal experts who are informed about the rules and regulations that relate to trade and exposition activities. T OPIC 2: EVEN T PLA N NIN G 40