Event proposal preparation can seem like a difficult undertaking, but with careful planning and attention to detail, you can produce a persuasive proposal that highlights the essential elements of your event and persuades stakeholders to support it. The following stages will assist you in creating an event proposal: Define your event goals: It's crucial to have a firm grasp on the purpose and objectives of your event before you begin crafting your proposal. What do you hope to accomplish? Whom are you trying to reach? What sort of event experience are you hoping to give guests? Create a budget: Make a thorough budget that covers all of the expenses related to your event, including venue leasing, catering, promotional items, and equipment rentals. Make sure you take into account any prospective cash streams, such as ticket sales and sponsorships. Choose a location: Consider aspects like location, size, and amenities when choosing a venue that is right for your event. T OPIC 2: EVEN T PLA N NIN G HOW TO PREPARE EVENT’S PROPOSAL The Event’s Crew with the Invited Speakers 41
HOW TO PREPARE EVENT’S PROPOSAL Make a timetable of the events: Create a thorough event calendar that includes the agenda, events, and any other pertinent details that attendees should be aware of. Create a marketing strategy: Create a thorough marketing strategy that outlines tactics for advertising, email marketing, social media, and other channels to promote your event. After completing the aforementioned procedures, you may start creating your event proposal. Your proposal should contain an executive summary, a description of the occasion, a thorough budget, a marketing strategy, and any other pertinent data. Review and edit: Before submitting your proposal, carefully go over it to make sure it is clear, easy to understand, and error-free. Incorporate any feedback received from the reviews of others into your final draught. Overall, careful planning and attention to detail are needed while creating an event proposal. You can make a strong proposal that highlights the benefits of your event and persuades stakeholders to support it by following these steps. -End of Topic 2- T OPIC 2: EVEN T PLA N NIN G 42
T OPIC 2: EVEN T PLA N NIN G TUTORIAL#2 INSTRUCTION: Choose either TRUE or FALSE for the following question based on different type of event. For Trade and Exposition Event, business must abide by laws controlling the import and export of commodities, including those pertaining to licensing requirements, customs clearance procedures, and documentation specifications. 1. 2. For Conference Event, the conference's organizers should not have to ensure 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. 3. For Concert Event, booking the performers for the show is necessary after securing the venue. 4. For Sport Event’s, the 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. 5.The event's organizers must make sure they have sufficient liability insurance to cover any mishaps or injuries that may occur. QUESTION 43
T OPIC 2: EVEN T PLA N NIN G TUTORIAL#2 INSTRUCTION: Choose either TRUE or FALSE for the following question based on different type of event. For Trade and Exposition Event, business must abide by laws controlling the import and export of commodities, including those pertaining to licensing requirements, customs clearance procedures, and documentation specifications. 1. 2. For Conference Event, the conference's organizers doesn’t need to ensure 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. 3. For Concert Event, it is necessary for booking the performers for the show after securing the venue. 4. For Sport Event’s, the 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. TRUE FALSE TRUE TRUE 5.The event's organizers must make sure they have sufficient liability insurance to cover any mishaps or injuries that may occur. TRUE ANSWER 44
A Checklist for Planning An Event Criteria for Choosing the Event's Location Seating Lay Out for Conference Event Tips for Venue Preparation Managing Guests at an Event Managing Guests of Honour A Guide to Emcees Preparation Event's Floor Manager The Event's Usher Protocol Guideline for the Event Choosing a Food Vendor Etiquette in Event Rehearsal for Event Issue Involving the Event's Site Creating an Event's Invitation Card Tips for Giving Speech at Event Guidelines for Preparing the Event's Backdrop Creating the Event's Media Kit Survey of Dinner Events TOPIC 3: MANAGING THE EVENT At the end of the topic, student will learn about the following: T OPIC 3: M A N A GIN G T HE EVEN T The Event’s Winner with the Invited Guest 45
PREPARE AN EVENT CHECKLIST Define the event's objectives and purpose. Establish the available resources and budget. Decide on the event's date, time, and venue. Make a guest list and mail invites or save-the-dates to everyone on it. Make plans for any essential licenses or permits. Plan the event's schedule, including any events or entertainment, and employ vendors like caterers, audio/visual technicians, and decorators. If necessary, set up registration or ticketing systems. Organize guest parking and transportation Create a backup plan in case of crises or unforeseen circumstances Before the event, set up the location and equipment. Provide personnel or volunteers to help attendees at the event Before the event, practice or rehearsal should be done. Make sure that all relevant safety precautions are implemented. Following the event, tidy up and leave. Don't forget to adapt the checklist to the particular requirements of your event. Wishing you success as you plan! T OPIC 3: MA NA GING T HE EVENT 46
CONFERENCE PLANNING CHECKLIST Establish the objectives and goals of the conference. Set the event's date and location. Create a budget and research prospective funding sources. Establish a planning team for the conference and assign roles. Find and book presenters and keynote speakers. Create a conference schedule and agenda. Choose and secure a location for the event. Make plans for the essential tools and services, such as catering, audiovisual equipment, and transportation. Create marketing and advertising plans and materials. Create a registration procedure and system for attendees. Create and distribute conference handouts, name tags, and programmed copies. Set up processes for handling logistics and dealing with any unforeseen problems. To determine the conference's performance and pinpoint areas that need improvement, conduct a post-conference evaluation. You may arrange a conference event that achieves your goals and exceeds guests' expectations by using this checklist and remaining organized. T OPIC 3: MA NA GING T HE EVENT 47
SPORTS EVENT PLANNING CHECKLIST Establish the objectives and goals for the event. Create a budget and distribute resources appropriately. Select the venue for the event and arrange for the required insurance and permits. Make a schedule of the events and decide the day and time of the event. Create a marketing and promotion plan to draw onlookers and participation. To assist in running the event, find and train volunteers and employees. Set up the necessary tools and supplies, such as sporting goods, first aid kits, and snacks. Co-ordinate with vendors, such as those that supply food and drinks, entertainment, and sponsors. Create a backup plan in the event of bad weather or other crises. Create a mechanism for participant registration and payment. Establish a method for recording information on participants and spectators, such as attendance, comments, and outcomes. To ensure the security of participants and spectators, coordinate with the local law enforcement and emergency services. Make a strategy for the clean-up and removal of the event's materials and equipment. Identify areas for improvement and collect participant and spectator input by conducting a post-event review. T OPIC 3: MA NA GING T HE EVENT 48
TRADE AND EXPOSITION PLANNING Establish precise objectives: Specify your goals for the trade fair or exposition, such as generating leads, increasing brand recognition, or introducing a new product. Pick the appropriate event: Choose the trade show or exposition that most closely matches your objectives and target market by conducting research on the available events in your business. Create a budget: Establish your budget for the event, taking into account costs like as booth rental, travel, marketing supplies, and giveaways. Create a visually stunning booth that represents your company and attracts attendees' attention. To assist you in creating a remarkable display, think about working with a professional designer or exhibit business. Create marketing collateral: Make promotional items such as business cards, flyers, brochures, and more that emphasize your goods and services. Include your booth number and contact details, please. Your workers should be trained on the goods, services, and messaging of your business. Make sure they are ready to interact with attendees and respond to queries. T OPIC 3: MA NA GING T HE EVENT Creating Event’s Budget 49
TRADE AND EXPOSITION PLANNING Promote your involvement: In order to let your clients and potential clients know you'll be there, use social media, email marketing, and other avenues. Encourage attendees to stop by your booth by offering rewards. Create a strategy for following up with leads after the event. Think about sending a customized email or extending a special offer to people who stopped by your stand. Measure your participation in the event's performance by keeping track of KPIs like leads produced, sales closed, and return on investment. Make use of this knowledge while organizing future events. Hope this is useful! T OPIC 3: MA NA GING T HE EVENT Communication in Promoting Events 50
DINNER EVENT CHECKLIST Describe the event's goal. Determine the purpose of the dinner gathering. Is it a party, a benefit, a chance to network, etc.? Calculate the budget: To assist you in planning the remaining aspects, establish a budget for the event. Pick a time and date: Choose a date and time that is convenient for your visitors and stays within your financial range. Choose a location: Choose a location that meets both your budget and the size of your event. Choose the menu: Create a meal that will accommodate your guests' dietary needs and culinary preferences. Employ a caterer: If you're not handling the meal preparation yourself, enlist the help of a reputable catering company. Choose your decorations: Choose the decorations that will improve the event's atmosphere while staying inside your budget. Invite people: Send invites with all the essential information, including the date, time, location, dress code, and RSVP information, at least three weeks before to the event. Plan for entertainment: Make plans for entertainment that will improve the visitor experience, such music or a keynote speaker. T OPIC 3: MA NA GING T HE EVENT 51
DINNER EVENT CHECKLIST Make a seating plan to ensure that attendees are seated comfortably and have the opportunity to mingle. Close out the details: Ensure that every detail is in place, including the seating plans, entertainment, and decorations. Confirm attendance with guests and any specific needs, such as food restrictions, by following up with them. On the day of the event, make sure that the venue is set up as intended by getting there early. Make a backup strategy: Be ready for any unanticipated events, such as bad weather or a vendor cancellation. Enjoy the occasion: Enjoy the dinner event with your guests while being at ease and having fun. T OPIC 3: MA NA GING T HE EVENT VVIP’s Table at the Dinner Event 52
CONCERT PLANNING CHECKLIST A planning checklist for a concert is provided below: Determine the event's objective: Make sure you are aware of the concert event's goal, the target demographic, and the budget before you begin organising. Select the venue for the event: Choose an acceptable location for the concert event that meets the demands for seats, acoustics, the stage, and the capacity of the crowd. Artists or bands that fit the event's theme and target demographic should be booked as performers. To support the event and showcase local talent, you can also hire local artists. Make a manufacturing schedule: Create a schedule for the event's stage setup, lighting, and audio needs. Engage the services of a seasoned event production firm to assist you with this. Create the marketing plan: Create a marketing strategy to advertise the event to the desired audience using print, radio, social media, and other platforms. Set up the ticket sales procedure, including ticket prices, VIP packages, and group discounts. Select a ticketing platform. Plan the logistics: Identify the guests' and artists' needs for travel, lodging, and security. T OPIC 3: MA NA GING T HE EVENT Announcing the Winner 53
CONCERT PLANNING CHECKLIST Plan the food and drinks: Choose what the attendees and the merchants who will provide them can eat and drink. Make a backup strategy: Create a backup plan in case unforeseen circumstances arise, such as inclement weather, technological issues, or artist cancellations. Execute the event: On the day of the event, make sure that everything goes as planned and that nothing goes wrong. Post-event analysis: Analyze the event after it has taken place to determine its success and pinpoint areas that could be improved. Remember that a concert event's success depends on careful planning. T OPIC 3: MA NA GING T HE EVENT Performance by Invited Entertainer 54
CRITERIA FOR EVENT’S VENUE SELECTION The type of event, the budget, the size of the event, the location, and other considerations can all affect the criterion for choosing the venue. However, there are a few standard factors that organizers take into account while choosing a venue, such as: Capacity: The location must be able to comfortably hold the anticipated number of guests. Location: The location should be conveniently close to hotels, transportation hubs, and other facilities. Cost: The venue rental price should be within the allocated spending limit for the event, taking into account any supplemental costs like catering, audiovisual gear, and decorations. The location should provide the event's essential amenities, such as seats, lighting, sound systems, and restrooms. Parking: The location ought to have enough spaces for attendees' cars to park there. Reputation: The location should have a good standing and receive favorable evaluations from previous events, which would suggest that it is a trustworthy and respectable option. Availability: The chosen day and time must coincide with the availability of the location. Accessibility: People with disabilities must be able to enter the location. Security and safety: The location needs to have sufficient security measures in place to guarantee the security of the visitors and their belongings. Event planners can choose a venue that fits their goals and contributes to the success of their event by taking these factors into account. T OPIC 3: MA NA GING T HE EVENT 55
SEATING LAY OUT FOR CONFERENCE EVENT Depending on the nature and goals of the conference event, there are many seating arrangements that can be used. Here are a few of the most typical seating configurations: Theatre Style: This arrangement is perfect for bigger conferences where participants won't need to take notes or take part in group discussions. There are no tables or desks present, only rows of chairs facing the podium or stage. Classroom Style: When participants must take notes and participate in group discussions during training sessions or workshops, this set up is frequently used. A table or desk is placed in front of each chair, and chairs are arranged in rows facing the front of the room. U-Shape Style: This arrangement is appropriate for smaller gatherings or conferences where participants must mingle. The speaker or presenter sits at the open end of a U-shaped arrangement of chairs around a table. Boardroom Style: This arrangement is perfect for smaller, more private conferences or meetings where participants must cooperate and reach consensus. The presenter or speaker is seated at the head of a huge conference table, which is surrounded by chairs. Banquet Style: This design is perfect for gatherings where people will be eating a meal, such as networking events or award presentations. Round or rectangular tables are set up, and seats are positioned around each one. T OPIC 3: MA NA GING T HE EVENT 56
It might be difficult to get a venue ready for an event, but it's crucial to make sure everything is set for the big day. The following are some crucial considerations for venue preparation: Space and Layout: Take into account the venue's dimensions and the way it will be set up for the event. Make sure there is adequate space for everyone to move around comfortably and consider the number of attendees. Seating: Make sure there is adequate seating for everyone attending the event, and arrange the seats so that they are cosy for the attendees. Lighting: The venue's lighting needs to be sufficient for the function. For instance, ensure there is sufficient lighting for a nighttime function. Sound: Take into account the venue's acoustics and make sure the sound system is suitable for the occasion. Make sure the location is at a comfortable temperature for the visitors. Check to see if the heating and air conditioning are functioning properly on a hot day and on a chilly one, respectively. T OPIC 3: MA NA GING T HE EVENT VENUE PREPARATION TIPS Having a photo session at the photo booth 57
Decorations: Take into account how the venue will be embellished for the occasion. This could involve adding blooms, flags, or other decorations that go with the occasion's theme. Make sure there is sufficient room and equipment for food services. This covers things like chairs, serving trays, and tables. Check that the location is accessible to those with impairments. This covers things like wheelchair accessibility and accessible restrooms. Security: Take precautions to safeguard the security of visitors and their valuables. This can entail placing surveillance cameras or employing security personnel. Last but not least, make sure the location is tidy and maintained before the event. Cleaning the floors, restrooms, and any other locations that visitors might use during the event are all included in this. VENUE PREPARATION TIPS T OPIC 3: MA NA GING T HE EVENT Venue preparation 58
MANAGING EVENT’S GUEST Even though managing event attendees might be difficult, it can be made simpler with careful planning and coordination. Here are some suggestions to assist you efficiently handle the attendees at your event: In advance: Make a thorough guest list to help you keep track of everyone who will be attending your event and start organising early. Consider adopting technology, such as online RSVP forms, event management software, or mobile apps, to assist you in managing your visitors. Clarity in communication Your visitors should be made aware of all pertinent information about the event, such as the time, date, location, dress code, and any further instructions. Clearly define the registration process: Make it simple for attendees to sign up for the event and provide them detailed directions on how to do so. Follow up with attendees: Get in touch with attendees ahead of time to confirm their participation and remind them of any crucial details. T OPIC 3: MA NA GING T HE EVENT The forum lead by the talented moderator 59
MANAGING EVENT’S GUEST Assign seating: Depending on the occasion, it could be useful to arrange for guest seating. With everyone having a seat and attendees being seated with those they know or who share their interests, this can assist ensure that everyone has a seat. Consider hiring employees, such as greeters, ushers, or event planners, to help with managing the event. Be adaptable: Be ready to manage unforeseen circumstances, such last-minute cancellations or adjustments to the guest list. Prepare a backup plan: In the event of emergencies, such as a medical emergency or bad weather, you should have a backup plan ready. Regarding your visitors, After the event, be sure to express your gratitude to your guests for coming and for their contributions to its success. T OPIC 3: MA NA GING T HE EVENT The Guests Enjoy their Dinner 60
It takes thoughtful planning and coordination to manage a guest of honor for an event so that both the guest and the event go well. Here are some pointers to assist you in handling a guest of honor for an occasion: Choose the guest of honor and explain why they are being celebrated by identifying them. This will make it easier for you to cater the event to their wants and needs. Engage in communication with the guest of honor after identifying them. Ask them if they can attend and go through the specifics of the event. This will enable you to better comprehend their needs and guarantee a satisfying encounter. Create a detailed event plan based on the preferences and interests of the honoree. This could involve picking a location, creating the schedule, booking lodging and transportation, and choosing food items. Coordinate logistics: To make sure the honoree is at ease and secure throughout their visit, coordinate logistics such as travel, security, and lodging. T OPIC 3: MA NA GING T HE EVENT MANAGING EVENT’S GUEST OF HONOUR FOR THE EVENT The Guest of Honour seat in front of the venue 61
MANAGING EVENT’S GUEST OF HONOUR FOR THE EVENT Designate a point of contact for the guest of honor: This person will be in charge of answering any queries or problems the guest of honor may have while they are here. Give the guest of honor a gift or other symbol of your appreciation: As a way of expressing your thanks for their involvement, give the guest of honor a gift or other token that has special importance for them. After the event, follow up with the special guest to express gratitude for their attendance and get their thoughts on how it went. This will assist you in honing your event organizing abilities and forging closer connections with potential honorees. T OPIC 3: MA NA GING T HE EVENT Guest of Honour signing the Guest Book 62
Your main duties as master of ceremonies are to engage the audience and maintain the event's flow. The following actions will assist you in getting ready for your job as an MC: Know the event: Before the event, spend some time learning about the theme, purpose, and format of the event. You can then adjust your vocabulary, tone, and delivery to the situation. Have a schedule: Obtain a copy of the event schedule and become acquainted with the timetable. This will enable you to maintain the event's schedule and guarantee that each phase goes without a hitch. Get your script ready: Create a script that includes your introductions, transitions, opening statements, and closing statements. Make sure you are comfortable with your script by practising it. The best way to improve your delivery is to do it in front of a mirror or alongside a companion. Be mindful of your tone, inflection, and tempo. To keep the audience interested, experiment with your tone and delivery. T OPIC 3: MA NA GING T HE EVENT EMCEES PREPARATION GUIDE Emcee’s Enjoy Handling the Event 63
T OPIC 3: MA NA GING T HE EVENT EMCEES PREPARATION GUIDE Plan for emergencies by anticipating potential problems or delays and creating backup plans. Have a backup plan in place, for instance, in the event that a speaker cancels. Put on appropriate clothing: Dress correctly for the occasion. Dress formally if it's a formal occasion. Dress casually if it's an informal gathering. Engage the audience: During the event, interact with the crowd by posing queries, sharing anecdotes, and urging involvement. Remember that being organized, interesting, and flexible are essential qualities for a successful master of ceremonies. You may contribute to the success of the event by taking these actions. Emcees Walk Around Among the Audience 64
FLOOR MANAGER FOR EVENT The typical list of duties for a floor manager during an event is: Pre-event preparation entails working together with the event planner and other pertinent stakeholders to comprehend the event's goals, the anticipated attendance, the venue's layout, and other logistical elements. Organizing with suppliers and vendors: Locating and coordinating with suppliers and vendors for the event's equipment, furnishings, and other items. Setting up the event space: Making sure the space is appropriately decorated and set up in accordance with the event's specifications, including placing seating, signage, and audio-visual equipment. Managing staff entails supervising and controlling the ushers, security guards, and other event employees. Assuring participants are informed of any necessary safety measures or emergency plans, as well as the security and safety of the event location. T OPIC 3: MA NA GING T HE EVENT 65
Attendee flow management involves ensuring that people pass through the event venue quickly and efficiently and that any congestion or bottlenecks are removed. Troubleshooting: Resolving any problems that come up during the event, such as faulty equipment, disruptive participants, or technical issues. Post-event clean-up: Working with the event planner and other stakeholders to make sure that the event location is dutifully cleaned and that any equipment is given back to suppliers or vendors. Overall, the floor manager is in charge of making sure that everything goes properly and that guests have a good time. Strong organizational and communication abilities are needed for this, as well as the flexibility to adjust to last-minute adjustments or difficulties. FLOOR MANAGER FOR EVENT T OPIC 3: MA NA GING T HE EVENT Floor Manager Gives Simple Briefing to the VVIP 66
Get ready in advance: Before the event begins, make sure everything is ready. This include preparing the location, making plans for the essential tools, and making sure that everyone attending and participating is aware of the timetable and rules. Welcome visitors: When visitors arrive, provide a cordial welcome and a warm greeting. Introduce yourself and other organizing team members, if you can. Provide any relevant details regarding the event, such as the location of the bathrooms, the seating arrangements, and the food and beverage options. After everyone gets a chance to settle in, provide a succinct summary of the event. This can include specifics regarding the event's goals, the agenda, and any important speakers or performers. Ensure that everything happens according to plan by keeping track of the time and making sure that each phase of the event begins and ends on time. By doing this, you'll be able to avoid delays and guarantee that everyone can take part in all the activities. USHERING THE EVENT T OPIC 3: MA NA GING T HE EVENT Usher accompany the Guest in the Event 67
USHERING THE EVENT No matter how well you plan, unexpected events might still occur, so be ready for them. Be ready to manage any unforeseen situations, such as scheduling changes or technical difficulties. Be kind and considerate: Throughout the celebration, be kind and considerate of your visitors' needs. When someone asks a question or expresses a concern, be prepared to respond quickly and courteously. Your politeness and desire to assist will be valued by your visitors. Overall, being prepared, careful, and hospitable are essential for ushering in an occasion. You can contribute to making sure that everyone has a great time and that the event is a success with a little planning and lots of excitement. T OPIC 3: MA NA GING T HE EVENT Having Photograph with the Event’s Usher 68
PROTOCOL GUIDELINE FOR THE EVENT There are a few important factors to think about when it comes to event procedures. Following are some general principles: Determine the event's objective, the target audience, the venue, the schedule, and any required permits or licenses during the planning stage. Effective communication is essential prior to, throughout, and after the event. Ensure that everyone involved is aware of their specific roles and duties, and keep everyone updated on any changes or additions. Safety: At events, this should always be the primary focus. Make sure everyone is aware of your emergency plan and what to do in the event of one. Planning is essential for logistics, including parking, seating selection, and food and beverage delivery. Have a thorough plan and enough employees to handle the event to ensure everything runs properly. Etiquette: There may be particular etiquette guidelines to follow depending on the type of occasion. Make sure everyone knows the laws or regulations and apply them as appropriate. Following up with attendees, suppliers, and employees after the event is crucial to make sure everything went as planned and to handle any problems that could have come up. Aspects of event protocol that are crucial include efficient preparation, communication, safety, logistics, etiquette, and follow-up. You can assist guarantee that your event goes off without a hitch and is a success by adhering to these rules. T OPIC 3: MA NA GING T HE EVENT 69
CHOOSING A FOOD VENDOR Here are some things to think about when choosing a vendor to provide food and drinks for your event: Look for vendors that specialize in catering for events and compare their offerings, costs, and menus. Do your research and evaluate multiple providers. Verify references and reviews: To learn more about the vendor's dependability and level of service, read online reviews or get references from prior customers. Make sure the merchant can meet dietary constraints like vegetarianism, veganism, gluten intolerance, or allergies. Analyze the vendor's background: Select a caterer with knowledge of catering for occasions of your size and style. Set up a sampling with the seller to try their food and make sure it lives up to your expectations for presentation and flavor. T OPIC 3: MA NA GING T HE EVENT 70
T OPIC 3: MA NA GING T HE EVENT CHOOSING A FOOD VENDOR Discuss the specifics of the event, such as the attendance, food choices, serving methods, setup, breakdown, and any additional services required. Examine the agreement: Make sure you carefully review the vendor's contract and make sure it has all the information and services agreed upon, such as price, a cancellation policy, and liability insurance. You may find a vendor who can deliver high-quality food and drinks and help your event succeed by using the advice in this article. food Vendor for Outdoor Event 71
ETIQUETTE IN EVENT There are some broad rules that can be followed to ensure that everyone feels at ease and appreciated, although etiquette can vary depending on the sort of gathering and cultural customs. If you receive an invitation, react as quickly as you can to let the host know whether you'll be there or not. Dress accordingly: If there is no dress code listed on the invitation, dress suitably for the occasion. Otherwise, follow the dress code instructions on the invitation. Arrive on time: Get there a few minutes early or on time for the function. Inform the host in advance if you expect to be late. Salute the host and express your gratitude for the invitation as you arrive. Respect everyone present at the event, regardless of their origin or worldview. Steer clear of contentious or sensitive subjects that could offend. Use nice words: When talking with individuals at the event, use polite language and etiquette. Keep your language clean and refrain from making offensive jokes. T OPIC 3: MA NA GING T HE EVENT Wear a Proper Attire Which Suit the Event 72
ETIQUETTE IN EVENT Offer assistance: If you see that the host needs help, volunteer to assist with setup or cleanup. Keep your manners up: If the occasion includes food, keep your manners up and use the utensils properly. Avoid talking while you are eating and wait until everyone has been served. When you depart, thank the host for hosting you and let them know how much you enjoyed the occasion. Follow-up: If you had a nice time at the event, get in touch with the organiser afterward to thank them and let them know how much you appreciated it. Remember that being respectful, kind, and mindful of others is the foundation of good manners. T OPIC 3: MA NA GING T HE EVENT Practising Table Etiquette 73
Start early: Give yourself ample time to practise and rehearse so you can develop confidence and prevent tension at the last minute. Practise in the same spot: If at all possible, conduct your drills in the venue where the event will be held. This might assist you in becoming used to the area and any possible distractions. Use the same equipment: During your rehearsals, be sure to practise utilising any equipment you will be using during the event, such as a microphone or projector. Use a camera or an audio recorder to take pictures or videos of your practise sessions. You can then assess your performance and make any necessary corrections as a result. Get opinions: Invite a friend, member of your family, or a coworker to observe your practise and offer criticism. You can use this to pinpoint any areas where you need to get better. Keep your attention on the task at hand during rehearsals by trying to block out all other distractions. You can improve your concentration and prevent blunders at the event by doing this. Keep in mind that practise makes perfect! You can boost your confidence and perform well by taking the time to practise and get ready for your event. Good fortune! T OPIC 3: MA NA GING T HE EVENT REHEARSAL FOR EVENT Rehearsal a Day Before the Event 74
ISSUE INVOLVING THE EVENT’S SITE Site selection is a vital component of event planning that can have a big impact on the event's success. The following are some typical site-related problems that event planners may experience and solutions for them: Accessibility: When choosing a venue, this is one of the main things to consider. The location should have plenty of parking or be conveniently reached by public transportation. Attendees may decide not to attend the event if the location is challenging to get there. Finding a venue that can hold the anticipated number of attendees is a problem that event planners also encounter. The venue should have adequate room to accommodate all the visitors, exhibitors, vendors, and other required equipment. Crowding can make people feel unsafe and also make their experience less enjoyable. Technical Infrastructure: The venue should also have the required technical infrastructure, including high-speed internet, a power source, and audio-visual gear. Lack of these amenities can lead to technological issues, impede the flow of the event, and even negatively impact the experience of attendees as a whole. T OPIC 3: MA NA GING T HE EVENT Extreme Outdoor Recreational Activity 75
ISSUE INVOLVING THE EVENT’S SITE Environmental Factors: The setting of the event can also be affected by environmental factors. Before choosing a site, it is important to take noise levels, air quality, and other aspects into account. Speakers or entertainers may be difficult to hear if the event is taking place next to a busy street or construction zone. Cost: Last but not least, the price of the venue may be a huge worry for event planners, particularly if it represents a large portion of the overall event budget. When choosing a site, it is crucial to take into account the leasing cost, security, and other related factors. Before choosing a location, event planners should do extensive research and site visits to handle these difficulties. When deciding on a course of action, they should also think about the demographics and needs of the participants, the objectives of the event, and the logistics of the event. They should also coordinate with the site's management to make sure that the necessary facilities, services, and infrastructure are available to support the event. T OPIC 3: MA NA GING T HE EVENT Safety Aspect Among Crucial Things to Be Considered 76
CREATING THE EVENT’S MEDIA KIT A media kit is a collection of marketing materials and details about an event that is given to journalists to assist them in writing about or reporting on the event. When creating a media kit for an event, be sure to include the following essential elements: Include the name, date, time, venue, and theme of the event before moving on to more specific information. Make sure the details are precise and succinct. Key messaging: Emphasise the event's key messages, such as its purpose, aims, and goals. Ensure that the primary messaging complement the overall event plan. Include a press statement that summarises the key facts of the occasion, together with any noteworthy details, quotes, and highlights. Brief bios should be included for any keynote speakers, special guests, or event organisers. Their names, positions, and an overview of their training or area of specialisation should all be included in this data. High-quality images and videos that highlight the occasion, the setting, and the speakers should be included. This could take the shape of an online photo album or a download link to a cloud storage service. Provide any statistics, data, or research that supports the topic or goal of the event, if any are available. Media outlets and journalists may be able to deliver more in-depth coverage as a result. Include the names, emails, phone numbers, and handles for the event organisers' social media accounts when providing contact information. T OPIC 3: MA NA GING T HE EVENT 77
CREATING THE EVENT’S MEDIA KIT Keep in mind that a media kit should be succinct and simple to use. It must contain all the pertinent details about the event in a concise, eye-catching fashion that grabs the media's attention. A crucial part of promoting and publicising an event to various media outlets is putting together a media kit. Media professionals, including journalists, bloggers, and other content producers, can quickly access and share the event's information and resources through a media kit. A media kit for an event should have the following crucial components: Give a brief description of the event, including its goal, date, time, and location. Create a press statement for the event that highlights its important components, including its speakers, sponsors, and any unique events or sessions. Include a thorough calendar of the event that specifies the times and places of the keynote addresses, panel discussions, and other events. Include biographies and pictures of any important attendees, panellists, and keynote speakers. Logo and branding for the event: Make high-resolution copies of the event logo and any other branding materials that media outlets can use to cover the event. Include top-notch images and motion pictures from previous occasions or advertising materials that highlight the event and its highlights. Give the names, phone numbers, and email addresses of the event organisers so that people may get in touch with them. Include the event's and its organisers' social media handles so that media outlets can tag and reference them in their coverage. T OPIC 3: MA NA GING T HE EVENT 78
Start by stating "You're Invited!" or "Join us for a special event" in the heading or subject of your invitation. Include the event's name, along with the time, date, and place. Include any crucial information, such as a dress code, in your message. Include a unique or attention-grabbing catchphrase to pique people' interest in the event. Give participants a brief overview of the event's goals, purpose, and what to expect. If you want to make the invitation more appealing and eyecatching, add any photographs, graphics, or designs. You can also select a complementary colour scheme. Include your contact details so that visitors can RSVP or get in touch with you if they have any queries or issues. Finally, end with a kind note that thanks the receiver and implores them to come to the event. CREATING AN EVENT’S INVITATION CARD T OPIC 3: MA NA GING T HE EVENT 79
CREATING AN EVENT’S INVITATION CARD T OPIC 3: MA NA GING T HE EVENT Creative Invitation Card 80
Find out who your audience is: Think about your audience and what they would be interested in hearing. If you're giving a speech at a wedding, for instance, you could want to emphasise the couple's love story and provide suggestions for a successful marriage. If you're giving a speech at a retirement party, you might want to consider the person's professional background and achievements. Keep it brief: It's crucial to keep your speech brief and to the point. Try to keep it between three and five minutes long. This will maintain the interest of your listeners and stop your speech from dragged out. Create a compelling opening: Your speech's introduction should pique interest in the crowd and establish the general mood. You might open with a true story or a saying that is appropriate for the situation. Be truthful and real: Your words should originate from the bottom of your heart. Avoid using cliches or too formal language, and communicate honestly and truthfully. TIPS FOR GIVING SPEECH AT EVENT T OPIC 3: MA NA GING T HE EVENT 81
TIPS FOR GIVING SPEECH AT EVENT Use humour when appropriate: If you feel comfortable doing so, it can help lighten the tone and make your audience more interested in what you have to say. Just make sure the jokes you tell fit the situation. Practise, practise, practise: To make sure you're comfortable with the language and delivery, practise your speech aloud multiple times. Make sure you're finishing inside the allotted time by timing yourself. Finish strong: Your ending should leave your listeners with a lasting impression. You may finish with a thought-provoking quotation or a heartfelt thank you. Never forget that being authentic and speaking from the heart are the most essential things. You'll be well on your way to providing a memorable guest of honour if you follow these suggestions. T OPIC 3: MA NA GING T HE EVENT 82
GUIDELINES FOR PREPARING THE EVENT’S BACKDROP As it establishes the mood and ambiance for the entire event, creating an event backdrop can be a significant part of preparing an event. The following advice will assist you in setting up the event's backdrop: The background should match the event's theme and purpose, so keep them in mind while choosing one. For instance, the backdrop should seem expert and have a business-like air if the event is a corporate conference. Pick the proper hues: The backdrop's hues should blend in with the event's general colour design and theme. Use eye-catching and pleasing to the eye colours. Use high-quality materials: The backdrop's look can be impacted by the materials used to make it. Pick materials that are strong, simple to work with, and have a polished appearance. Include graphics and images: Graphics and imagery can give the backdrop a distinctive and appealing touch. To display the event's branding, you can use event-related photos or make your own visuals. Include lighting: Lighting may make a background look better and create an atmosphere that fits the tone of the event. To give the backdrop depth and interest, utilise backlighting, uplighting, or both. Think about the location: For greatest impact, the backdrop's placement is essential. Make sure it is visible from all directions and does not block any crucial locations. Hire a pro: If you are unsure about your ability to create the backdrop yourself, think considering getting assistance from a professional event decorator or background specialist. They can offer knowledgeable counsel and design a magnificent background that meets the needs of your event. T OPIC 3: MA NA GING T HE EVENT 83
GUIDELINES FOR PREPARING THE EVENT’S BACKDROP Include graphics and images: Graphics and imagery can give the backdrop a distinctive and appealing touch. To display the event's branding, you can use event-related photos or make your own visuals. Include lighting: Lighting may make a background look better and create an atmosphere that fits the tone of the event. To give the backdrop depth and interest, utilise backlighting, uplighting, or both. Think about the location: For greatest impact, the backdrop's placement is essential. Make sure it is visible from all directions and does not block any crucial locations. Hire a pro: If you are unsure about your ability to create the backdrop yourself, think considering getting assistance from a professional event decorator or background specialist. They can offer knowledgeable counsel and design a magnificent background that meets the needs of your event. -End of Topic 3- TOPIC3:MANAGINGTHEEVENTe-backdrop for the Event 84
TUTORIAL#3 T OPIC 3: MA NA GING T HE EVENT INSTRUCTION: Choose the CORRECT match for the issue involving the event’s site Accessibility Venue Capacity Crowding can make people feel unsafe and also make their experience less enjoyable. The location should have plenty of parking or be conveniently reached by public transportation. Technical Infrastructure High-speed internet, a power source, and audiovisual gear. Lack of these amenities can lead to technological issues, impede the flow of the event, and even negatively impact the experience of attendees Before choosing a site, it is important to take noise levels, air quality, and other aspects into account. Speakers or entertainers may be difficult to hear if the event is taking place next to a busy street or construction zone. Environmental Factor the price of the venue may be a huge worry for event planners, particularly if it represents a large portion of the overall event budget. Cost QUESTION 85
T OPIC 3: MA NA GING T HE EVENT Accessibility Venue Capacity TUTORIAL#3 INSTRUCTION: Choose the CORRECT match for the issue involving the event’s site Crowding can make people feel unsafe and also make their experience less enjoyable. The location should have plenty of parking or be conveniently reached by public transportation. Technical Infrastructure High-speed internet, a power source, and audiovisual gear. Lack of these amenities can lead to technological issues, impede the flow of the event, and even negatively impact the experience of attendees Before choosing a site, it is important to take noise levels, air quality, and other aspects into account. Speakers or entertainers may be difficult to hear if the event is taking place next to a busy street or construction zone. Environmental Factor the price of the venue may be a huge worry for event planners, particularly if it represents a large portion of the overall event budget. Cost ANSWER 86
TOPIC 4: POST EVENT Responsibilities After the Event Preparing the Post-Event Correspondence Running the Post-Mortem for the Event At the end of the topic, student will learn about the following: T OPIC 4: POST EVEN T An Interesting Costume for Sports Day 87
RESPONSIBILITIES AFTER THE EVENT Depending on the type of event and the part you had in organising it, there may be different post-event duties. Following are some standard duties to think about: After the event, assess the event's success and note any areas that need to be improved. This may entail examining guest feedback, studying financial information, and evaluating the success of your marketing initiatives. Follow-up with participants: Send attendees a thank-you email, deliver any promised resources or documents, and ask for comments on the event. Complete financial reporting by ensuring that all expenses have been covered and that all vendors have been paid. To evaluate the event's financial success, create a final budget report. Recap with the event staff: To discuss what went well, what could have been improved, and any adjustments that need to be made for future events, meet with the event crew. Record the event: To aid in marketing and future event planning, take pictures, videos, and notes on important statistics. Address any concerns that remain: Resolve any problems or grievances that happened during the event, and then check in with sponsors or suppliers to see if they were pleased with their involvement. All things considered, it's critical to tie up any loose ends and make sure that everyone involved in the event is happy with the result. This will raise the possibility of success for upcoming events and contribute to the development of a positive reputation. T OPIC 4: MA NA GING T HE EVENT 88
PREPARING THE POST-EVENT CORRESPONDENCE To guarantee that you follow up with guests, thank sponsors and partners, and get input for future events, it is crucial to prepare post-event communication. You can follow these procedures to get ready for post-event correspondence: Create a list of everyone and everything you need to get in touch with following the event. Attendees, sponsors, partners, speakers, volunteers, and employees may fall under this category. Choose the appropriate correspondence type to send. These could be letters of appreciation, follow-up emails, requests for surveys, or feedback forms. As much as you can, personalize your correspondence. Mention the recipient's name and any particulars of the event in which they participated or made a contribution. Thank them for participating and helping out. Tell them how much you value their participation and the contribution they made to the event's success. Give any pertinent details or updates. This could entail disseminating information on event highlights, giving access to recordings or materials, or publicizing next events. T OPIC 4: MA NA GING T HE EVENT ’Interview with the Winner 89
PREPARING THE POST-EVENT CORRESPONDENCE Put a call to action in there. Encourage the receiver to perform a specified action, such finishing a survey or signing up for an upcoming event. Before sending your letter, thoroughly proofread it. Make sure your writing is clear and succinct, and that there are no typos or other problems. As required, follow up. Never be afraid to send a follow-up courteous reminder if you don't hear back from your initial correspondence. These steps will help you create efficient post-event correspondence that shows attendees, sponsors, and partners your gratitude and fosters lasting partnerships. SURVEY OF DINNER EVENTS How pleased were you with the event as a whole? What would you say is the level of the food's quality? What would you say about the staff's level of service? Was the location appropriate for the event? When did the event begin and end? Was the event properly planned? Was there a comfortable sitting arrangement? How would you rate the event's atmosphere? Was the event worth the money spent? Would you go to a similar event again? In addition, you may use open-ended inquiries like these: What aspect of the event did you like the most? What might have been enhanced? Do you have any further information to contribute about the event? T OPIC 4: POST EVEN T 90