DORIC MULTIMEDIA PVT.

LTD

EVENT MANAGEMENT
DMGT304

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S.No. DESCRIPTION
1. Event Management: Introduction: Size of Event, Types, Event
Team, Code of Ethics, Concept and Design of
Events.

2. Event Feasibility and Legal Compliance

3. Marketing and Promotion of the Event.

4. Financial and Risk Management

5. Planning for Events-preparation for Event Proposal.

6. Protocol and Staging.
7. Staffing, Leadership
8. Operations, Logistic, Safety & Security management,
Crowd Management and Evacuation
9. Monitoring, Control and Evaluation.

10. Careers in Event Management.

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Q1. As an event manager which factors you will consider for feasibility of
an event ? Explain in detail.

Ans. Feasibility

An event feasibility study is a controlled process for identifying challenges and

opportunities, determining objectives, defining successful outcomes and
assessing a range of costs and benefits of an event concept. It is a preliminary
study undertaken before the real work of an event/festival starts, to ascertain the
potential of the events success.

Risks Feasibility:

The staging of events has risks for the organisers that should be analysed and
understood. The organisers need to have a relative degree of confidence that:

_ The event will not result in a financial loss

_ The event is organised sufficiently well that all parties are satisfied

_ The organisation’s mission will be enhanced as a result of staging the event

_ The risk of injury is minimised as far as possible

_ There are contingency plans to ensure the safety and well-being of all
participants

Time Feasibility:

There are a number of crucial factors that determine whether there is sufficient
time to make all the necessary plans and arrangements to stage a special event.
In particular, the two most important factors are:

_ the ability to book a venue; and

_ the necessity to give participants an appropriate length of notice.

Funding Feasibility:

The feasibility study needs to be able to predict the financial outcome of staging
an event to a reasonable degree of accuracy. This entails developing a budget
where all expected revenues and all known costs are listed.
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1. The event goes ahead despite the loss of a major source of income i.e.
sponsorship is not as much as planned, a funding submission to government
fails or only half as many participants enter.
2. An unexpected cost arises but it is too late to cancel or change the event i.e.
venue costs escalate, errors are made in calculating the cost of officials, or extra
equipment has to be bought at the last moment.

Support Feasibility:

The feasibility study must gauge whether there is support for the event from
within the organisation. This is vital as an event is generally work and many
helpers must be found. Organisational meetings and numerous one-to-one
consultations will usually provide evidence whether support exists or not.
Events often need support from outside the hosting organisation if they are to be
successful.

Some of the reasons to contact and consult other organisations include:

1. To estimate the amount of interest in participating

2. To seek assistance with equipment lending

3. To share facilities and venues

4. To seek sponsorship or funding

Staffing Feasibility:

The human resources required to plan, organize and stage an event includes
everyone from the Event Director down to volunteers who serve at the food
stall. It is necessary to assess whether the organisation has or is likely to have
sufficient personnel for all event management tasks. If no-one is willing to offer
themselves as a event director or there is no-one with appropriate experience
who is affordable, then it must be assumed that the organisation is unlikely to be
successful at staging the event.

Venue and Equipment Feasibility:

Those who are responsible for assessing the feasibility of an event must
consider whether there is access to a suitable venue. The venue should be equal
to or better than the standard expected by all participants and other stakeholders.
If the organisation does not own sufficient equipment to stage an event it can be
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bought, borrowed or hired provided there is time and funds available. There
may be a feasibility problem if sufficient equipment does not exist locally and it
is too difficult or expensive to transport equipment from other places.

Environmental Feasibility:

The staging of events generally has some environmental impact. This may range
from traffic congestion and parking problems to damage sustained by the
environment.

Q2. What are major considerations while choosing an event venue? what
are factors affecting the event venue?

Ans. Major Consideration for Selecting an Event Venue:

1. Size of the event (including the size of the audience).

2. Layout of the site and its suitability for the event.

3. Stage, field of play or performance area.

4. Transport and parking.

5. Proximity to accommodation and attractions.

6. Supply issues for goods and services providers, such as caterers.

7. Technical support.

8. Venue management.

An inspection of the site should reveal any limitations, the aspects to consider
include:

1. Compatibility with the event theme

2. Audience comfort

3. Visibility for the audience (line of sight)

4. Storage areas

5. Entrances and exits

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6. Stage area (where relevant)

7. Equipment

8. Safety and security

9. Access for emergency vehicles.

10. Evacuation routes

Q3.what are guidelines for improved communication in the event team?

Ans. 1. Open door policy : When everyone is shut behind closed doors, it
creates an atmosphere of secrecy. This applies physically as well as
psychologically. As outlined in an article on Forbes, by physically opening your
door, or encouraging an open plan environment, you are clearly communicating
that everybody is part of the same team. You are effectively removing the
barriers. This also offers the team a message of transparency, an important
concept for building trust and clarity. Your team should also know that they can
come to you at any time for help and guidance, and that you encourage
interaction between colleagues.

2. Encourage two-way feedback : So you have been handed in the first draft of
the completed project and it just isn’t up to scratch. Handing it back with a note
to improve it is an example of poor communication at work. At this stage your
team member will be scratching their head, thinking “How?” they have already
submitted the work they thought was required – what exactly do they need to do
to improve it? Knowing how to give detailed and constructive feedback
comes into its own as a method of increasing team communications. Learn
how to offer feedback that coaches your team members rather than creating
extra boundaries.

3. Clarity of roles and responsibilities : Unclear instructions and

miscommunications are the cause of many problems at the average workplace.
If a team member is unsure exactly what is required of them, they are likely to
flounder and not complete the task to the correct standards.By clarifying roles
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and responsibilities you are jumping the first hurdle to increasing
communications. By using techniques such as Responsibility
Chartering (RACI) accountability for each task is placed with the most
appropriate person, which helps to clarify conception, expectation and
behavior of each different role.

4. Build the team spirit: If the team gets on well, they will automatically
communicate better.Do you remember when you first joined a firm as a junior,
standing awkwardly at the coffee machine, not knowing what to say to all your
new colleagues? Even now, there are probably still a few people in the office
who you just smile and say hello to in passing, without ever having a real
conversation. Building a team spirit not only gives everyone the opportunity
to get to know each other better, but helps to create an environment where
everyone feels they have an investment in the outcome. According to team
bonding specialists, Teambonding, this in turn improves communication
channels.

5. Use time wisely : - Monday morning coffee time Coffee breaks seem to be
randomly distributed within some companies, with different team members
breaking at different times.Why not consider going back to the “good ol’ days”,
when coffeetime was at a set time every day. The whole office downs tools and
meets up in the canteen for a cuppa and a chinwag, providing the ideal
opportunity for informal meetings and discussions.Coming together face-to-
face in an informal situation provides the ideal environment for team
members to relax and go over what they have been working on, and any
issues they are facing.

6. Training: When it comes to communication, you should never overlook the

virtues of training. Yes, training does take time, effort and money, but
according to Warkentin and Beranek, improved interactions were achieved by
teams that were given relative training. This particular research concentrated on
the benefits to virtual teams that rely on communications software, where much
of the traditional training has focused on use to the software rather than
“interpersonal communications dynamics”.

7. Use appropriate forms of communication : Every project that comes

through your office doors needs handling in an individual way, and the most
effective communication stream should reflect that. If a particular task requires

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a hands-on approach, then you may need to instigate more face-to-face meetings
to effectively communicate.Alternatively, your project may involve team
members in different locations, and in-house meetings will not be viable. In this
case technology comes into its own; video conferencing can be an effective way
for the whole team to “meet up”.

8. Online tools instead of meetings : Did you know that the average team
member spends over a quarter of their day in their inbox? According to a
report from Mckinsey & Company. On top of that nearly 20% of the day is
spent chasing information or seeking someone to help with specific tasks.
That is a lot of lost productivity time, which is why more companies are turning
to cloud-based task management software.This type of software allows you
to centralize whole projects in one place, allowing every member of the
team to access the information quickly and easily.

In summary set coffee times open door policy learning to give effective
feedback clarifying roles and responsibilities offering effective training building
the team spirit with social and sporting events and making good use of cloud-
based task management software.

Q4. Prepare a job description for an event manager?

Ans. Event Manager job description : This Event Manager job

description template is optimized for posting on online job boards or careers
pages and easy to customize for your company.

Responsibilities

Plan event from start to finish according to requirements, target audience and
objectives Come up with suggestions to enhance the event’s success Prepare
budgets and ensure adherence Source and negotiate with vendors and suppliers

Be in charge of hiring personnel (DJs, waiters etc.) Coordinate all operations

Lead promotional activities for the event Supervise all staff (event coordinators,
caterers etc.) Approve all aspects before the day of the event. Ensure event is
completed smoothly and step up to resolve any problems that might occur.
Analyze the event’s success and prepare reports.

Requirements:

Proven experience as event manager

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Skilled in project management

Knowledge of KPIs and marketing techniques for event management

Computer savvy; proficient in MS Office

Outstanding communication and negotiation ability

Excellent organizational skills

A knack for problem-solving

Customer-service orientation

A team player with leadership skillsor

BSc/BA in PR, marketing, hospitality management or related field is preferred.

Q5. As a finance manager for an event which issues/questions would you

consider for a smooth & successful conduct of an event?

Ans. Financial Analysis: From the development of realistic event budgets to

the post-event financial analysis that measures your success, event finances with
a comprehensive suite of services include the following:

1. Creation of an appropriate event budget

2. Management of your finances
3. Accurate accounting for all income and expenditure
4. Provision of updated accounts whenever required
5. Fast, efficient processing of delegate and sponsor registration fees
(cheque or credit/debit card payments)
6. Timely payment of all event expenses
7. Payment of event profit to your nominated budget code
8. Other financial services – we can also advise on associated services such
as the negotiation of event insurance cover.

This all adds up to much more than just a collection of receipts and
spreadsheets. As well as helping you achieve the commercial results one want,
good financial management gives an individual, the priceless peace of mind that
comes from knowing an event finances are always under control. It also helps to
build reputation as an event organiser who’s always in control.

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Q6. Critically analyse risk involved in events & explain the procedure of
risk management.

Ans. Risks Associated with Events

All recreation organisations should engage in a continual process of

examination and review of their existing events to ensure that the environment
is safe for participants, officials, volunteers and spectators. This process of
examination becomes even more important in the planning process for new
events. A failure to assess the risks involved in events can be disastrous as a
result of:

Risks of Injury

Injury to humans - athletes, coaches, referees, officials and spectators

Injuries to animals i.e. horses, livestock, other domesticated animals, wildlife

Risks of Reputation

Loss of an organisation or individual’s good name I .e. acquires a negative

image Community outrage over drugs in sport and cheating in a sport

Risks of Financial Loss:

Loss of assets due to theft, fire, flood or vandalism

Financial losses resulting from staging events, activities and/or programs

Loss of future income i.e. loss of sponsor

Financial losses arising from legal proceedings

Risks of Losing Facilities:

Loss of facilities due to environmental damage

Loss of facilities due to bio-hazards

Loss of facilities due to Acts of Nature

Risk management process

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1. Risk identification A structured approach to identifying the events that, if
they were to occur, could have a negative impact on the University.

2. Risk rating

A process to analyse and understand each of the risks, including understanding

what causes the risk to occur and what controls are already in place to manage
the risk; risk assessment also determines: how severe a potential impact could
be, and what is the likelihood of the University being negatively impacted in
this way.

Risk control : Controls represent a whole range of actions, measures and

strategies taken by management to eliminate or reduce risks. They include
documenting policies and procedures, ensuring separation of duties in certain
functions, implementing quality assurance programs, including appropriate
clauses in contracts, etc. A process should then be followed to identify efficient
and effective ways to mitigate against the risk, this can occur by either:
removing the risk reducing the likelihood of the risk impacting on the
University reducing the consequences if the risk were to occur, or
a combination of these approaches.

4. Risk monitoring and reporting : A process of regular review to ensure that:

new risks are identified and considered as they arise existing risks are monitored
to identify any changes which may impact on the University new risk controls
are being implemented according to the planned schedule existing risk controls
are still in place and working effectively that information on risks is adequately
communicated to appropriate parties, in particular the Vice-Chancellor and
President and the Audit and Risk Management Committee.

Q7:Discuss the various types of an event?

Ans: Types of Events Events can be classified into four broad categories based
on their purpose and objective:

1. Leisure events:e.g. leisure sport, music, recreation.

2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore.

3. Personal events e.g. weddings, birthdays, anniversaries.

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4. Organizational events e.g. commercial, political, charitable, sales, product
launch, expo.

Broadly speaking following are the categories of events:

1. Corporate event is another field which includes in-house events as well as

larger ones for promotion of products or services. Such fields become meeting
point of corporate people of same field.

2. Trade fairs are a great opportunity to present your latest products to

customers and business partners.

3. Trade shows are exhibitions where companies can present and demonstrate
their latest products. A professional presentation is crucial.

4. Meetings are common business events in large companies, perfect to discuss

operational and financial strategies.

5. Seminars are educational events for the training of managers and employees.
Most seminars are not comparable with boring lectures. Interactivity is core.

6. Conferences are popular and important business events. Everything about the
event management of academic, medical and business conferences.

7. Grand events include prospects like weather, security, celebrities and

companies etc.

Generally big budgets are involved in them.

8. Small events like little shows for children, small office parties need to need
the purpose and target audience.

9. Sporting events: There are these sports events which may be at inter school
level or intra school level or in colleges or even at state levels. Sports events are
not one day events, it needs extensive planning right from the day it starts till
the finale. On a larger level, national and international sports events are planned
by a bug group of event mangers working together.

10. There are musical events, where in audience has to be taken care of along
with issues like ticketing and managing availability of seats etc. accommodation
of the artist and co-workers is another deal.

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11. Networking events are personal marketing galas. Such events are great
opportunities for contact establishment and personal marketing.

12. Opening ceremonies are held to start conventions, annual meetings and
other events that last for two or more days. Find everything about opening
events.

13. Theme Parties are events that devote to a special topic. Popular events are
casino nights or Halloween parties. Ideas and planning tips.

14. Golf events are golf tournaments or retreats. Those events aim to acquire
new customers, to increase customer loyalty or to motivate employees.

15. Award ceremonies are great events to honor and motivate key staff or to
acquire and retain customers. Event planners are able to organize events to
remember.

Q8. Explain the five traditional techniques used to promote an event?

Ans: Focus on the Stars

When using social media to promote a large event, it’s incredibly important to
know which acts, names, performances, and shows will draw the most interest.

The first step before creating a Facebook page, launching a Twitter stream,
designing a social contest, or any other social media tactic is to figure out what
your event’s biggest draw is. Is it a big-name band? A star CEO? A celebrity
appearance? A landmark piece of art?

Once you’ve determined what the draw is, focus your social media outreach on
that main directive. Your entire social program should focus on driving
awareness among large groups of devoted fans – and encouraging these fans to
spread the word among their own networks.

Make Experiences Shareable:

Part of the power of social media is sharing – creating the type of content
people want to pass to their friends. When promoting an event with social
media, make sure the content you create is highly shareable – music, videos,
contests, games, giveaways, fun information about the headline stars. Then,
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make it easy to share via “share this” buttons. Encourage people to share
content in return for rewards; if a fan shares the festival page with 30 friends,
give them a discount on their tickets, for example.

In addition, remember to make experiences shareable by mobile, so festival-

goers can continue sharing during the event itself. (Hopefully, people won’t be
glued to their mobile device during an exciting, entertaining arts and music
festival, but many event-goers will have their smartphones and will want to use
them to share the experience of the event with friends who couldn’t join in the
fun.)

Location, Location, Location :Don’t forget to add a mobile component to any

social media promotion for a big event. Mobile check-in apps like Foursquare
can be used before and during the event to drive buzz and encourage sharing.

Make sure to work with organizers to create multiple pre-event and during-the-
event check-in spots, and make all venues with a special tag. For weeks before
the event, you can encourage people to check-in at these sites in return for
potential badges or prizes. A large number of check-ins creates the “I want to be
there, too” reaction in friends.

Don’t Forget QR Codes:

While QR codes haven’t yet reached the “must-do” in social media promotion,
their use is skyrocketing, especially among young people. During the month of
June 2011, according to one study, 14 million mobile users scanned a QR code.

You can use QR codes on posters advertising your event, allowing mobile users
to quickly scan the codes to get more information on tickets, venue, headliners,
and more. These codes can also lead people to your social sites, so they can join
in on the conversation. Once at the event, QR codes posted around the venue
can offer attendees a chance to keep the conversation going through promotions,
offers, and social links.

Q9: write detail note on evaluation of event mgmt..?

Ans: Evaluating the Event

Evaluation is an important part of the event management process. It allows

constructive criticism and feedback which helps build on improvements for other events.

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The size of the event an information you have regarding your audience will
determine the evaluation method used but the best option is a quick debrief
shortly after the event. One should also try and receive feedback from caterers,
venue staff, other parties involved,

Completing the Event

_ Prepare post-event report. Include guest feedback, recommendations things

that went wrong and a budget analysis

_ Ensure formal thank you letters are issued to speakers, any VIP’s who
contributed to the event and all sponsors

_ Issue informal messages of thanks to all staff that assisted (an email is
appropriate) Issue post-event media release (if appropriate

Event Management Checklist

1. Event Details: Event Place and Time, Event Purpose, Event Manager, Target
Audience.

2. Committees Organizing Committee

3. Documentation Checklist

4. Insurance Details

5. Interim Agreements Interim Agreements Table

6. Key Stakeholders Key Stakeholder Contact List Consultation with Key

Stakeholders

7. The Venue Potential Hazards Site Plan

8. Event Coordination/Management Communication Systems Information

Details

9. Event Promotion Media Other Signage

10. Traffic Management Patron Access Contingency Plan

11. Emergency Management Plan Coordination Centre/Contact Emergency

Medical Plan

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12. Security: Type of security/Security Plan Briefing to Staff

13. First Aid Access to Equipment Trained Staff

14. Catering List of Requirements Briefing with Staff

15. Infrastructure Toilets Shelter Video/AV Telephones

16. Public Safety Lighting and Power Temporary Structures Entry and Exit
Details

17. Occupational Health and Safety

Q10: Explain the scope of financial management in the study of events?

Ans: Scope or Content of Financial Management/ Finance Function:-

The main objective of financial management is to arrange sufficient finances

for meeting short term and long term needs. A financial manager will have to
concentrate on the following areas of finance function:

1. Estimating Financial Requirements: - The first task of financial

manager is to estimate short term and long-term financial requirements of his
business. For this purpose, he will prepare a financial plan for present as well as
for future. The amount required for purchasing fixed assets as well as for
working capital will have to be ascertained.

2. Deciding Capital Structure: -The capital structure refers to the kind and
proportion of different securities for raising funds. After deciding about the
quantum of funds required, it should be decided which type of securities should
be raised. It may be wise to finance fixed assets through long-term debts and
current assets through short-term debts.

3. Selecting a Source of Finance: -After preparing capital structure, an

appropriate source of finance is selected. Various sources from which finance
may be raised include: share capital, debentures, financial institutions,
commercial banks, public deposits etc. If finance is needed for short period then
banks, public deposits and financial institutions may be appropriate. On the
other hand, if long-term finance is required then, share capital, and debentures
may be useful.
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4. Selecting a pattern of Investment: - When funds have been procured
then a decision about investment pattern is to be taken. The selection of an
investment pattern is related to the use of funds. A decision will have to be
taken as to which asset is to be purchased. The funds will have to be spent first
on fixed assets and then an appropriate portion will be retained for working
capital. The decision-making techniques such as capital budgeting, opportunity
cost analysis etc. may be applied in making decisions about capital
expenditures.

5. Proper cash Management: - Cash management is an important task of

finance manager. He has to assess various cash needs at different times and then
make arrangements for arranging cash. The cash management should be such
that neither there is a shortage of it and nor it is idle. Any shortage of cash will
damage the credit worthiness of the enterprise. The idle cash with the business
will mean that it is not properly used. Cash flow statements are used to find out
various sources and application of cash.

6. Implementing Financial Controls:-An efficient system of financial

management necessitates the use of various control devises. Financial control
devises generally used are budgetary control, break even analysis; cost control,
ratio analysis etc. The use of various techniques by the finance manager will
help him in evaluating the performance in various areas and take corrective
measures whenever needed.

7. Proper use of Surplus: -The utilization of profit or surplus is also an

important factor in financial management. A judicious use of surpluses is
essential for expansion and diversification plan and also in protecting the
interest of shareholders. The finance manager should consider the following
factors before declaring the dividend;

a. Trend of earnings of the enterprise

b. Expected earnings in future.

c. Market value of shares.

d. Shareholders interest.

e. Needs of fund for expansion etc.

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Que11: which things would you consider for effective organisation of fair
trade and shows?

Ans: Trade Fair and Shows Notes

Business can achieve success only when it is promoted well in public. Trade fair
and shows are means of promotion when person(s) can put forward their brand
and let public know more about it. This brings them in to recognition in market
then show can be related to anything like food, clothing, automotive, textile,
jewellery, gifts, etc. They can easily gain new customers by providing them
with some good deals. In a trade fair and shows within limited budget, they can
organize best stuff for themselves with bigger space and proper arrangement.
Good management can always take them to the desired height provided they are
aware about the competition.

Following are some of the things which allows to successfully organize trade
fair and shows:

1. Building quality team work: Success can be handled by single person, but it
comes only when there are efforts of different people. In order to welcome
success by means of trade shows you need to carry out proper team work.
Organizing such shows require you to understand the market scenario and
making proper utilization of area for trade show. Allot work to people of
different department and take proper follow up.

2. Managing staff: Managing work allotted to staff members is not an easy

task. You need to first make them understand the work they need to carry out
and then examine the work done by them. See to it that internal conflicts
between staff members if any do not affect the result of your work. Give
instructions to them related to display of your product and see to it that they
make proper arrangements. Also arrange proper food and beverages for staff
members so that they can work properly.

3. Good networking: Get in touch with different members participating in the

course of trade fair and shows. Understand their way of dealing such shows to
achieve success. Build your networking skills in such shows in order to develop
business. Also get in touch with previous year members and try to understand
the negative and positive aspects of show.

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4. Sending proper invitation: Invite your members, clients, relative by mailing
them invitation card and also by messaging them. If required also send
reminders so that date of show does not get skipped from their mind. Send
special invitation to important clients in order to fetch more business.

5. Understanding competitors move: If you have competitors in the same show

displaying same products like you then keep a tab on their every move. You
have to come out as successful person after the trade show and for this you need
to beat the strategies adopted by business rival. You can enter market when you
prove yourself different from others successfully and for this it is essential to
make out the next move of competitors.

6. Visiting different trade fair and shows: There are many trade fairs and
shows organized by different countries, if possible try to visit such shows and
notice the way they display their product. Via internet you can get information
about such shows. If you can’t personally visit such shows then get information
by online means.

7. Plan strategies to enhance sales: The aim of such shows is to enhance sales
and this can be done by proper planning of trade fair and shows. Single person
cannot bring success with trade shows and so it is essential to plan strategies
with proper team work.

Q12: How will you design an event environment?

Ans: Event Design: It means, how is the event going to happen. The
administration of a professional event is the first competency that must be
mastered in the certified special events professional body of knowledge.
Comprehensive administration is the foundation for all successful events.

1 Inside the World of Event Design: A successful decorator must offer a full
range of services and products to be successful. Hargrove, Inc. will rent out a
single prop or create an entirely new themed event. This diversity has proven
successful for over 40 years. Although there are millions of new decorating
ideas for special events, not all of them are practical. Therefore, it is always
important to consider the following when choosing decorations:

1. What will the venue (site, building) allow in terms of interior/exterior decor?

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2. What are the policies regarding installation? What are the policies or laws of
the local municipality regarding decorating materials?

3. What is the purpose of the decor?

2 Decor Costs: When hiring a design professional for an event, expect to cover
not only the cost of labour, delivery, and the actual product, but also the
consultation fee of the designer. In some cases this consultation fee may be
included in the final bid for the job. If you are soliciting many different
proposals, it is best to outline your budget range for the project to the
prospective designers up front. This openness may dictate the selection of
products for your event. Labour is a major component of design charges
because the designer-decorator’s craft is so time consuming.

3 Developing and Implementing the Design for your Event

Once the design has been developed and the plan finalized, the two must be
merged to begin the implementation process. During the coordination phase we
arrive at the intersection of research, design, and planning and through the
convergence of these three places begin to operationalize the event itself. The
coordination phase provides us with the opportunity to see the results of our
early labours in research, design, and planning. It is also the opportunity to
ensure that we preserve the integrity of our early efforts. Too often, changes are
made during the coordination phase that affects the outcome of the event
negatively because they do not preserve the integrity of the design and planning
process.

4 Purposes of Event Technology:

Whether the purpose of your event is to educate or entertain or perhaps both, the
technology that you select will help you best achieve your goals and objectives.
In the conference event field you may select slide projectors, overhead
projectors, a Tele Prompter, or perhaps one microphone to improve
communications between the presenter and the participant.

5 Audio visual Effects:

The term audio visual was probably coined in the 1950s, when schools, and
later businesses and then associations, used slide and overhead projectors for
instructional purposes. During the 1970s this technology expanded rapidly with

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more sophisticated audio tools as well as video enhancement due to the
invention of video projection systems.

Q13: Discuss the 5p’s of event marketing?

Ans: Five Ps of Event Marketing

1.Product:

Successful salespeople have both expert product knowledge and effective sales
skills. Expert product knowledge is essential in today’s competitive
environment. The expertise the salesperson demonstrates regarding the
sponsorship package or other event component will differentiate this person
from the competition. More important than sales skills, demonstrated product
expertise shows the client that he or she is making a purchase that has added
value and helps to develop confidence as well as long-term loyalty.

2 Promotion:

You may have the best-quality event product, but unless you have a strategic
plan for promoting this product, it will remain the best kept secret in the world.
Even large, well-known mega events such as the Super Bowl, Rose Parade, and
Olympic Games require well-developed promotion strategies to achieve the
success they require.

Following is a systematic checklist to assist you with identifying and budgeting

for your event promotion:

1. Identify all event elements that require promotion from the proposal through
the final evaluation.

2. Develop strategies for allocating scarce event promotion resources with

efficient methods.

3. Identify promotion partners to share costs.

4. Target your promotion carefully to those market segments that will support
your event.

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5. Measure and analyse your promotion efforts throughout the campaign to
make corrections as required.

3 Price:

Market research will help you determine price. Part of this market research will
include conducting a competitive analysis study of other organizations offering
similar event products.

You may initially believe that your product is uniquely different from every
other event. However, when you interview potential ticket buyers or guests you
may be surprised to learn that they consider your event similar to many others.
Therefore, you must carefully list all competing events and the prices being
charged to help you determine the appropriate price for your event.

4 Public Relations:

Advertising is what you say about your event, whereas public relations is what
others (or that perception) are saying about your event. Since many events
require a second-party endorsement or even review to encourage people to
attend, public relations is significantly more valuable and effective than
traditional advertising.

5 Place:

In real estate, location is everything. In event marketing, distribution of your

product may be everything as well. The location of your event often determines
the channels of distribution. If your event is located in a rural area, not only may
it be difficult to promote the event due to limited media resources, but it may
also be difficult for your target market to make the purchase due to logistical
restraints.

Q13: what are the various promotional methods?

Ans: Promotional Methods

Online Promotion:

There is no question that the development of the Internet has become the most
important communication and marketing media breakthrough since the printing
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press in the mid-fifteenth century. It has fundamentally reshaped understating of
sales and marketing. However, since so few years have passed since the Internet
has become available for widespread public use, the marketing tools used in
cyberspace are still “works in progress.” You can take an active rol developing
Internet marketing rules and standards for event management.

Internet Marketing for EventsThe Internet can be a highly efficient tool in

overall event management organizations’ market in program. At the same time,
it can be major financial burden if an event management organization does not
formulate specific goals for its Internet marketing policy.

Brand Building:

Online marketing combined with television, media, and print is a major brand-
building tool.

The biggest advantage the Internet has over television and old-fashioned media
is the favourable cost/benefit ratio. Event management organizations can
achieve a much higher return on their marketing investments in Internet
promotions than in a traditional campaign. You can start simply by trading
space on the banner section of your Web site with a partner organization.

Online Sales:

An online sales concept is more applicable to companies that sell consumer

goods, not services.

However, event management organizations can still benefit greatly from

Internet electronic commerce features. Event management organizations
conduct registration, ticket sales, and distribution of materials over the Internet.

Customer Support:

Event customer support is one of the areas where the Internet can prove truly
indispensable. To date, few event management companies have realized the full
potential of this opportunity.

Industry analysts predict that in coming years, many event management

companies will shift their telephone customer support services to the Web.

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Market Research:

Increasingly, event management organizations are recognizing the Internet

potential for market research. Burke Inc., a leading international market
research firm with a history of over 65 years, conducts online focus group
meetings for its client in addition to face-to-face interviews and telephone
surveys.

Product or Service Development and Testing:

The Internet is an ideal place for event companies to test new products/services
before they are launched. An event organization can post information about a
conference that it is planning to organize online and monitor the interest that
users express toward the conference.

Preparing Contingency Plans:

An essential element in your planning must be the organizing of back-up plans

or arrangements in case of unforeseen events, emergencies or mismanagement
on the part of other people. For each of your plans, prepare an alternative, such
as back-up speakers, substitute venue or accommodation, different catering
choices etc.

Q14:what are the various methods of identifying the risks?

Ans: Methods for Identifying Risks:

Identifying risks is the first and perhaps the most important step in the risk
management process. If there is a failure to identify any particular risk then
other steps in the risk management cannot be implemented for that risk.

Some of the methods for identifying risks are as follows: Notes

_ Questionnaire: Distributed to staff and volunteers. The questionnaire may

include some sections which are standardized and apply to all organization, and
some sections that are specific to sport and recreation organisations.

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_ Organisation’s Records: Information that may point to risks exposures may
be found in documents such as:

_ Minutes of committee meetings

_ Event management plans and report

_ Policy documents

_ Contracts for facilities

_ Sponsorship proposals

_ Resource agreements with government funding providers.

_ Flowcharting: The programs, events and services provided by the

organisation can be flowcharted to identify all processes involved. The benefit
of a flowchart to the risk identification process is that it identifies possible ways
in which basic processes in sport and recreation management can be interrupted.
Any interruption to the provision of events, programs and services is a potential
for loss.

_ Professional Expertise: Sport and recreation organisations may consider

using risk management consultants with expertise to identify virtually any risk
exposure. However the services of such consultants may be available only at a
significant cost.

_ On-Site Investigations: On-site investigations provide opportunities for face-

to-face discussions with organisation personnel. Such discussions may lead to a
better understanding of the extent of harm and detriment arising when events
and activities do not go as planned. On-site investigations may also shed light
on the frequency with which undesirable events occur.

Q15: what are the various types of crises in event management?

Ans: Types of Crisis:

During the crisis management process, it is important to identify types of crises

in that different crises necessitate the use of different crisis management
strategies. Potential crises are enormous, but crises can be clustered.

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Lerbinger categorized following types of crises:

1. Natural crisis

2. Technological crises

3. Crisis of malevolence

4. Crises of organizational misdeeds

Natural Crises:

Natural crises, typically natural disasters considered as ‘acts of God,’ are such
environmental phenomena as earthquakes, volcanic eruptions, tornadoes and
hurricanes, floods, landslides, tsunamis, storms, and droughts that threaten life,
property, and the environment itself.

Technological Crises:

Technological crises are caused by human application of science and

technology. Technological accidents inevitably occur when technology becomes
complex and coupled and something goes wrong in the system as a whole.

Crises of Malevolence:

An organization faces a crisis of malevolence when opponents or miscreant

individuals use criminal means or other extreme tactics for the purpose of
expressing hostility or anger toward, or seeking gain from, a company, country,
or economic system, perhaps with the aim of destabilizing or destroying it.
Sample crises include product tampering, kidnapping, malicious rumors,
terrorism, and espionage.

Crises of Organizational Misdeeds:

Crises occur when management takes actions it knows will harm or place
stakeholders at risk for harm without adequate precautions. Lerbinger specified
three different types of crises of organizational misdeeds: crises of skewed
management values, crises of deception, and crises of management misconduct:

Crises of skewed management values are caused when managers favor short-
term economic gain and neglect broader social values and stakeholders other
than investors. This state of lopsided values is rooted in the classical business

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creed that focuses on the interests of stockholders and tends to view the interests
of its other stakeholders such as customers, employees, and the community.

Crisis of management misconduct: Some crises are caused not only by

skewed values and deception but deliberate amorality and illegality.

Crises of deception occur when management conceals or misrepresents

information about itself and its products in its dealing with consumers and
others.

Workplace Violence:

Crises occur when an employee or former employee commits violence against

other employees on organizational grounds.

Rumors:

False information about an organization or its products creates crises hurting the
organization’s reputation.

Q16: what are the key steps for planning of an event?

Ans: Steps involved in event planning

Following five steps are involved in Planning an Event:

Why (i.e. event objective):

Why you want to organise the event? What is your purpose of organizing the
event? What do you want to get through the event?

What:

What you are going to do in the event? (i.e decide event name, event profile,
event highlights, program menu, Food and beverage menu, Guest Profile,
Service providers, Entry Information,

Promotional Campaign and event budget.)

When:

When you are going to organise the event i.e. date and time?

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Where:

Where you are going to organise the event i.e. venue?

Who:

Who will be your organizers, sponsors, partners, clients and the target audience?
How many target audience you are expecting to visit the event and why?

How to get Organizers for Your Event?

1. Tell about yourself and your company.

2. Specify Why you are worthy of Sponsorship.

3. Give your event plan details.

Q17: what are the various tools used for event planning?

Ans: Tools used for Event Planning:

Planning a successful conference or meeting takes time and forethought, and are
encouraged to begin early. As the demand for resources is high, It is
recommend to begin planning an event as soon as possible.

1 Invitations:

For most events, invitations are an important step. Whether it is an internal

company meeting, a birthday happy hour, or your next city-wide tweetup, there
are endless invitation platforms available. Each is unique and works best for
different scenarios.

_ Doodle.com is a slick tool for finding common, free meeting times for a group
of people. It allows you to easily overlap the different schedules of a group of
people that needs to meet.

_ Twtvite.com is an easy, simple, and quick invite tool based completely on

Twitter. What it lacks in long term event planning resources, it makes up for in
ease of use.

2 Organization Tools:

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Events can overload us with information and logistics, from planning the
location to organizing

information for attendees. Fortunately there is a tool out there for pretty much
every organizational task you'll come across.

_ Wikis: For events that are organized by multiple people or in multiple cities by
volunteers, a wiki can provide an easy communication and organizational
platform.

_ Google Maps: If your event involves multiple venues or a city that is away
from home for your attendees, consider creating a custom Google map as a
visual guide of useful places and addresses.

3 Online Marketing:

It is getting pretty easy to plan and market an event entirely online these days.
Marketing your event to the masses is probably the most wide open category for
online event planning tools.

Almost any social network or community presents marketing opportunities.

Find the one that fits your event and target audience the best and try to use the
tools creatively.

_ Facebook Events offers an "invite your friends" feature that is one of the
easiest share opportunities online.

_ Ustream: Livestreaming of events is becoming more and more common, and

streaming your content for free is a great marketing tool.

_ Avartize.com allows attendees to champion your event with very valuable real
estate: their avatars.

4 Communities, Connecting

If you have multiple or repeating events, you need to try and organize the
community that will inevitably form around them. These resources range from
loose affiliations that allow you to browse groups to more complete social
networks. Many groups will start on the lower end of the scale, say a Facebook
Group or Meetup.com, and evolve over time into more of a complete social
network of their own.

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_ Meetup.com is built to help people form grassroots offline meetup groups.
Groups are $72 a year and come with a nice set of community and invite tools.

_ Twitter Lists - If a good portion of your attendees are on Twitter, consider

forming a

Twitter list as people register.

5. Conversation Tracking Notes

Spotlighting and monitoring the ideas, discussions, and debates that take place
at your event is very useful. Being able to show everyone the conversations
others are having about the event makes introductions easier, broadens
conversations, and generally opens people up to more of the content.

_ VisibleTweets.com includes stylish animations, and takes two seconds to set

up. It's incrediblyuseful for live event keyword showcasing.

6 Full-Featured Event Planning

If you know you need long term event planning management, you need to take a
close look at some of the more robust, full-featured tools. These sites can even
serve as your complete event home page if you wanted them to. From ticketing,
to social tools, to managing attendee databases, these resources can be a life
saver for any business or group looking to plan multiple events.

_ Eventbrite.com is the most popular event planning tool in this category, and
for good reason. The web site is very intuitive and lists almost any resource you
can think of on their main management page, keeping most tasks one click
away.

_ Amiando.com is the biggest international event management service with the

most languages supported. If you need multiple languages for your event site,
Amiando is the perfect fit, and it also has a better community feel than
Eventbrite, its main competitor.

Q18: Discuss the role of event planner in event management?

Ans: Role of Event Planner

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Many business-to-business trade publications exist to help event planning and
production professionals become educated about the issues and trends in their
industry. Many are controlled circulation publications available at no cost to
qualified event professionals. Qualification is based on multiple variables like
job title, company type, industry segment or geographic region, and is at the
publisher’s discretion.

1. Send a Countdown to Hotel Sell Out: Every conference has a preferred hotel
with reserved room. Most attendees are procrastinators on booking the hotel.
With a regular email tell them how many rooms are left.

2. Send a “To Bring” Reminder to Attendees and Speakers: No one does this.
But why not send an email a couple days before the show reminding attendees
to bring cards, a bathing suit if it’s a warm area with a pool, sunglasses, etc.
Send the expected weather forecast. And send logistics of the event (hotel
address, conference address, etc.). This creates goodwill, excitement, and is a
little thing that prior to the event shows you’ve got your set together.

3. 20 Feet Badge Layout Test: Whether you’re an attendee or an exhibitor,

everyone is looking at badges to find someone they want to meet or talk to. And
this is the biggest motivator for coming to conferences.

4. Prepare Speakers on the Phone: Get on the phone with speakers to discuss
how presentations should go, expectations, guidelines, templates, etc.

5. Hand out a Pocket Agenda: Make it easy for attendees to see what’s next
without carrying a big book, reaching in the bag, and looking for page 5 in the
big book.

6. Separate Content and Exhibitor Fees: Should exhibitors be able to pay their
way to speak?

Would this create great content? Good magazines separate editorial from
advertising. Conferences should do the same.

7. Give Feedback to Speakers: Want great speakers to come back? Give them
feedback. Send them video or audio of their presentation.

8. Thank the Speakers: For the same reason you want to give feedback to
speakers, thank speakers after the conferences. Speakers are your product and
they’re your influencers for driving word of mouth attendance.
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9. Select Speakers Based on Feedback and Topic Popularity: Conference
excellence is based on logistics (facilities, organization, etc.), participants
(networking) and speakers (content).

So, great content is based on the right topics and the best speakers presenting
them.

Q19: what is event proposal?what are the various steps involved in the
event proposal?

Ans: An event proposal is a written proposal presented from a vendor that is

intended to elicit business from a prospective buyer. It differs from a business
plan, which is primarily constructed to obtain start-up capital by detailing the
organization and operational aspects of the business to demonstrate its profit
potential.

1 Writing an Event Proposal:

The amount of detail required in the event proposal will depend on the scale and
importance of the event. However event proposals generally share many
common components. The information that event proposals should convey
includes but is not limited to the following:

_ Experience of the Event Bidder

_ Venue and facilities offered

_The event program

_ Request for Proposal (RFP)

2 Proforma for Approval:

If the said conditions are fulfilled then, a confirmation is granted for the ok of
the proposal request. This is called proposal approval. Sample of this is given
below:

Fundraising Application (Refer to external fundraising guidelines.)

Please file with the Office of Institutional Advancement 30 days prior to event.

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Name of Campus Organization

Contact Person
................................................................................................................................
..........

Start date of event or project

....................................................................................................................

Describe the fundraising activity

............................................................................................................

................................................................................................................................
.......................................

................................................................................................................................
.......................................

Audience to be solicited
............................................................................................................................

Use of funds
................................................................................................................................
................

After the event:

Following the event, a summary of individuals and/or companies that were

solicited may be required. The follow-up summary may be waived with prior
approval of the IA Office.

...................................................... Follow-up report waived.

...................................................... Follow-up report required.

Proposal Approval:

................................................................................................................................
.......................................

Office Rep. Date

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3 Actual Proposal Notes:

An actual proposal consists of the following parts:

1. Problem Statement

2. Rationale or Justification for implementing the Project/event

3. Project Goal & Objectives

4. Strategy & Activities

5. Results: Outputs and Outcomes

6. Budget

This basic format of a proposal has expanded covering many concepts and
issues, confronting project funding and project implementation.

4 Event Proposal Guide:

Here is a Step-by-Step Event Proposal Guide for a Student-Organized Event:

1. Please check the event calendar to see if there is an event on the date that you
wish to hold an event. Any potential conflicts may not be approved. Conflicts
may include:

Conflict with another club’s event, or group of clubs’ events.

2. Please fill out the Event Proposal Form to the best of your ability. Remember
the form is very much like an Executive Summary. A more complete proposal
must be attached to the

Event Proposal Form. Your proposal should include at the very least:

(i) Number of participants

(ii) What kind of event is it? (Conference, speaker panel, etc…)

(iii) Where you wish to hold the event (campus, off-campus, etc…)

(iv) Budget and projected costs for the event

(v) How is the event going to be paid for? (by club funds, sponsorship)

(vi)Potential sponsors
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(vii) The time length of the event

(viii) Address all stakeholders (if there is alcohol how will you mitigate the risk
of underage drinkers, drunk drivers – this is especially important with joint
clubs!)

(ix) Format of the event

(x) Identify all speakers if any

(xi) How will this event benefit the students?

(xii) Will you need A/V equipment, use of the projector?

(xiii) Will you require catering?

3. Submit the Event Proposal Package to the event president: The President
will then specify whether or not you need Event Staff approval. The President
will indicate on the Event

4.Proposal Form who will need to approve the event before a space can be
booked.

After the proposal has been approved the President will contact the Initiator of
the event to take the form to potentially the different key persons.

Q20: what are the tips and ideas for the corporate event planning?

Ans: Corporate Event Planning Ideas and Tips: Corporate events should
always be light yet appealing. Concentrate on the motive of even and
accordingly set your plan. The event should be more of informative that does
not mean you would ignore the entertainment stuff. Following are some of the
corporate planning ideas and tips:

1. Corporate event planning ideas

2. Opt for some change in location

3. Research about the past events of company and inquire about their locations.

If the location is office or any hotel then try to change the location by selecting
some beautiful place like resorts, water parks, etc. even if you are selecting
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some spacious hall then make sure you make it look elegant by giving it new
theme and decoration. Attendees should feel as if they have entered in some
heaven like place.

4. Add fun loving elements to event (Humor)

Corporate events usually have tag of boring as the activities carried out here are
mainly related to business and this is the motive of event. But while doing so do
not ignore the humor factor as nothing in life is perfect without humor. Try to
make the environment lighter by adding some fun loving elements to the event.

5. Recognize the efforts of employee

Corporate events are the best place to reward your employees and make them
feel special.

During such events make list of employees who have performed excellently and
reward them with best gifts. As an event manager you have to make sure that
gifts provided are properly wrapped and arranged in a proper order.

6. Look for best caterer

Food is important part of all types of events. Arrange the food which is finger
licking and people attending event go with smiling face. For this you need to
look for best caterer and do not compromise on quality. Discuss the food menu
with concerned authority and suggest something from on your part in the menu.

7. Make use of curtains and flowers Notes

8. Give change in arrangement of desk and chairs:

Arrange the desks and chairs in such a way that people should feel comfortable
and overall it should give good appearance. People sitting in front and those
sitting in back should also get clear view without any hindrances. Make
arrangements of water, pen, notepad, tissue paper, etc on every table.

Corporate event planning tips

_ Prepare your budget in order to successfully carry out further procedure.

_ Determine the purpose of organization of event; it can be anything like

meeting, conference, product launch, etc.

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_ Site or location for particular event.

_ Decide whether you need party style location or professional display in

location.

_ See to it that theme of corporate event or party accurately matches with its
purpose.

_ Make proper selection of date keeping in mind the convenience factor of

invitees.

Q21: Define event protocol?what are the objectives of event protocol?

Ans: The word "Protocol" means the correct and appropriate way of doing
things. Organizations need to equip staff with skills in protocol, etiquette and
events management through training.

This investment will build solid and productive relationships with business
associates and will result in better outcomes for the organization

Objectives of Protocol:

Following are the prime objectives:

_ Increase and strengthen participants' protocol and etiquette skills in handling

dignitaries.

_ Equip participants with skills to navigate today's culturally diverse business

environment.

_ Develop participants' skills in orchestrating VIPs visits, meetings, ceremonies

and special events.

_ Identify the various tasks in management of events and the human and
physical resources required to stage successful events.

_ Equip participants with skills to organize events without the help of event
coordinators thus saving the organization some money.

_ Review and determine the different marketing strategies appropriate for the
event being managed.

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_ Promote acceptable manners and respect for others.

Q22 Discuss the top tips for event staff management?

Ans: Top Tips for Event Staff Management:

_ Hold a pre-event meeting

_ Make yourself available throughout the event

_ Show your appreciation

_ Keep your staff informed

1 Hold a pre-event Meeting:

Before the day of your event, hold a meeting with your event staff and explain
to them what they will be doing the day of the competition.

Nothing is worse or more unproductive than hiring a large amount of people to

help you manage your event and they have no clue what they are supposed to be
doing.

2. Make yourself Available throughout the Event:

If your event staff has questions, you should be available to answer them.

_ If a problem arises, and someone on your staff does not know how to handle
the situation, you should be accessible. You can do this by carrying your cell
phone and handing out your number to everyone on the staff.

3 Show your Appreciation:

This is important if you are recruiting volunteers to help you with your event.

Everyone wants to feel appreciated for the work that they do, so be sure to
show them how appreciative you are. This can be done by giving them a goodie
bag, a t-shirt, sending them a handwritten “Thank You” note, or even thanking
them in a speech.

4 Keep your Staff Informed:

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_ Keep your staff informed and delegate responsibilities: Certain event
management software solutions allow you to send automated emails, and assign
role based permissions to the software.

_ If you have an event photographer grant him/her access to post photos and
manage the online gallery, but restrict their access to modify fees, dates, and
view financials.

Q23: what are the essentials for choosing the promotional staff for your
event?

Ans: Choosing Promotional Staff for Your Event:

There are several companies offering promotional staff for a wide range of
events but how can you be sure if they will do the best for you? Here is a guide
to choose the right promotional staff:

_ Who are the staff: There are many names for promotional staff, such as
Promotional Staff, Promotional Models, Event Staff, Field Marketing staff,
Sales Staff, Exhibition Staff, Models, Leafleting Staff, Festival Staff, Promotion
Staff, Grid Girls, Hospitality Staff, Road show Staff and Hit Squads.

_ Choose quality: The primary benefit of hiring promotional staff through an

established agency is that the staff are much more likely to have been screened.
They will also be more professional and experienced. You want promotional
staff who can deliver a great service for your company, so it pays to choose an
agency that can prove its experience and professionalism.

_ Smart pickings: At the very least, you should expect your promotional staff to
be reliable, efficient and perfect time keepers. This should go without saying.
But you should also look for recommendations of smart staff. They should
understand your company or products and be able to market and act for you in a
knowledgeable fashion. The quality benefits far exceed the cost difference when
hiring premium staff.

_ Which agency? An agency is only as good as the staff on its books. You’re
looking for promotional staff who are intelligent and polished – but also perfect
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for your requirements. An agency should be readily available and easy to work
with. If they take the time to talk through what you’re looking for and find out
your bespoke needs then they obviously care.

_ How does the agency treat you?: A good agency will work intelligently and
ask all the right questions. You shouldn’t need to prompt them to do this as this
is their job. They should also offer advice and make suggestions. The agency
and its staff needs to get on with your company and your staff for an effective
campaign.

_ Take it easy: If an agency tries to rush you into making a decision or seems to
be pushing ideas that you’re not sure about then back away.

_ Ensure insurance: The agency that you choose must be insured so that if
anything happens your company is not liable. While you are responsible for
public liability insurance for your event site (most companies include this as
part of their overall policy, but it’s still worth checking and getting a copy of the
certificate), promotional staff insurance shouldn’t be your responsibility. This is
cover that all promotional staffing agencies should cover.

Q24: Define event leadership? What are the models of global event
leadership?

Ans: Models of Global Event Leadership:

All successful events have five critical stages (see Figure 10.1) in common to
ensure their consistent effectiveness. These five phases or steps of successful
Event Leadership are :

- research,

- design,

- planning,

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- coordination, and

_evaluation.

1 Research:

Research: Excellent event research reduces risk. The better research you
conduct prior to the event, the more likely you are to produce an event that
matches the planned outcomes of the organizers or stakeholders.

The three types of research that are used for pre-event research are:

quantitative

qualitative, or

a combination or hybrid of both.

2 Design: Blueprint for Success:

Having researched your event thoroughly and determined that it is feasible, time
may now be allotted to use the right side of the brain—the creative capacity—to
create a general blueprint for your ideas.

3 Planning Consistently Effective Events:

The planning period is typically the longest period of time in the Event
Leadership process.

Historically, this has been due to disorganization. Disorganization is best

characterized by frequent changes resulting from substitutions, additions, or
even deletions due to poor research and design.

4 Coordination: Executing the Plan:

As the light turns green, the tempo accelerates, and now you are faced with
coordinating the minute-by-minute activities of the event itself. Event Leaders
should maintain a positive attitude and see problems as challenges in search of
the right solution, it is also important that you apply critical analysis to every
challenge that comes your way.

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5 Event Evaluation:

The Event Leadership process, as shown in Figure 10.5, is a dynamic spiral that
is literally without end. The first phase—research—is connected with the last—
evaluation.

In this last phase, you will ask: “What is it we wish to evaluate, and how will
we best accomplish this?” You can evaluate events by each part of the Event
Leadership process or through a general comprehensive review of all phases. It
is up to you and your stakeholders to decide what information you require to
improve your planning and then implement effective strategies to accomplish
this phase.

Q25: Discuss the security issues during event management?

Ans: 1.Health and Safety :

Security of event participants is always paramount in event professionals’

minds, but is not mentioned in an event sustainability plan as often as
eliminating bottled water. Yet a single, minor breakdown in safety procedures
can devastate an event and its participants.

• Possible objective: Provide a safe environment for event staff and participants.
Target: 100% of emergency response incidents assessed for proper risk
management and action

2. Accessibility and Inclusion:

There are many barriers that can marginalize event participants: venue and
experience design, affordability, access to technology and cultural, racial,
gender and other differences.

3.Fairness:

From hotel worker labour disputes to the use of unpaid labor, misuse of public
funds for meetings and events, and purchase of fair trade items, the event
industry has been targeted for fair practices. Exploring fairness as an aspect of
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event sustainability involves sometimes difficult discussions about equity and
appropriate compensation for those impacted by what we do.

• Possible objectives: Eliminate use of any product that benefits from child
labor. | Eliminate use of any products and services that benefit from forced or
compulsory labor. Target: 100% compliance.
• Best practices: Developing and integrating fairness policies into purchasing,
hiring and contracting.

Carbon Emissions

A four-day national tradeshow can cause 850 kg of emissions per in-person

participant. That’s equivalent to burning two barrels of oil. A participant
enjoying the same event’s virtual environment may emit fewer than 2.5 kg of
emissions: less than 1% of a barrel of oil.

Solid Waste

The average conference participant produces 0.64 kg of landfill at event venues

each day. Food waste is a particular challenge, and can comprise over of 40% of
an event waste stream. In addition, tenting, carpet, vinyl, adhesive and
polystyrene are common non-divertible event materials that can be left behind.

Pollution

From cleaners, to paint, graphics, generators and portable toilets, many of the
products we use at events have pollution risks. Some events are also particularly
sensitive to pollution where held in sensitive environments such as parks, or
near watersheds.

Q26: what are the essential features of art event management system?

Ans: Essential Features of a State of the Art Event Management Systems:

1. System integration: It is the most essential feature desirable in these systems.

It has to integrate the different players namely the event management
companies, its key partners and its client’s service needs into a conglomerate.

2. Enhance customer relationships: A good event management system must

not only fulfil customers’ business needs but should also go out to enhance
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customer relationships. In other words it should be customer friendly and also
be liked to other event booking products not dealt by the main event managing
company. It should be capable of receiving customer complains through emails
and also be able to redress these complains through a method inbuilt in the
system itself. It should provide not only for online registrations for an event but
should also have provisions for dropping out.

3. Must provide related ancillary services also: It is essential that a good event
management system must be capable of not merely managing events
effectively, it should also be able to do other ancillary services as handling
customer accounts, raising bills for special services or facilities provided to
delegates, processing their credit cards and so on.

4. Must be needed specific: As events differ, EBMS must be capable of

addressing that the specific need of the company. Obviously, the events in a
sports meet, a medical convention or a performing art show will all be entirely
different with totally different focuses.

5. Ability to access multiple data sources but give appropriate information

sources only: Systems must be capable of processing information from a single
database or by connecting to multiple smaller databases through a network of
individual PCs located in different venues of the event. Again when providing
information to customers or lower level managers or key partners.

Q27: As a safety manager how you would handle crowd in the event?
Justify your answer?

Ans: Crowd Management

It comprises of the steps taken to organize and manage crowds. The key points
to consider are:

1. The number of people at the venue

2. The likely behavior of the spectators

3. The timing of the event, session times and peak times

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4. The layout of the venue and other facilities

5. The security services

6. Conduct an evaluation of all structures available for mosh pit management

7. Obtain engineering and specialist advice

8. Isolate the mosh pit from general audience.

9. Introduce mosh pit safety announcements in advance of the and during

shows.

10. The legal requirements and general guidelines.

(i) Crowd Actions: To have an effective plan, facility management must be

aware of the characteristics of the audience attracted by a particular event. Once
the facility operator, police commander and event promotor know their crowd
they must plan accordingly.

(ii) Public Education: Schools, governmental and social service agencies have
prepared us to confront many situations which pose serious threats to our
personal safety

(iii) Drugs and Alcohol Abuse: Drug and alcohol abuse is a national crisis, not
just a problem at rock concerts. That recognition does not, however, diminish
the problem at rock concerts and at other events where patrons use illegal drugs
or abuse alcohol.

(iv ) Roles and Responsibilities: The role and responsibility of those parties
involved in an event should be specified in writing and known to all prior to an
event.

(v) Tickets: By using computer technology and standardized ticket design, we

can sell tickets

to an event at both local and non-local sites for the convenience

(vi) Queueing: Whenever large crowds gather for the purpose of peaceably
entering an area it is vital that the processing of those people be organized,
orderly and disciplined, and, if ticket taking is going to take place, that it be
coordinated with the queueing of patrons.

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(vii) Contraband Screening: Searching patrons for contraband has become
increasingly prevalent.

Q28 : Prepare a job description for catering service manager?

Ans: Assistant catering managers help general managers and executive chefs in
supervising the daily operations of a catering business. They may work in
restaurants or hotels, but may also travel to various venues to direct the food
services of banquets, weddings and other catered events.

They often hire staff members and train them in food hygiene, safety procedures
and customer service.

Salary and Benefits Information:

According to PayScale.com, annual wages for catering managers ranged from

$29,586 to $56,701 as of 2016. Assistant catering managers often enjoy
occupational benefits, such as free meals and drinks. Some earn bonuses or
commissions for delivering exceptional performance and increasing company
profits through sales. Employers may also offer additional food service
management training to qualified candidates.

Employment Outlook:

The U.S. Bureau of Labor Statistics (BLS) reported that employment of food
service managers was expected to increase by 5% from 2014 to 2024. While
food service management opportunities in recreation and retail businesses may
increase, overall job growth would be stunted by a projected decline in dining
establishments.

Training Programs:

Experience working in the food service industry is an important factor in

obtaining one of the limited positions available in catering management. In
addition, employers often prefer applicants who have completed formal training
in food and beverage management. Certificate and associate's degree programs
are offered by community colleges and technical schools that prepare students
for entry-level supervisory positions in catering and hospitality. Courses
typically include food service operations, food preparation, catering
management and hospitality purchasing.

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Professional Certification:

Certification is available for managers and assistant managers who have

experience in the catering profession. The National Association of Catering
Executives (NACE) offers a Certified Professional Catering Executive (CPCE)
designation that requires passing an aptitude and skills assessment exam. NACE
also holds training programs for all levels of catering management. Similarly,
the National Restaurant Association (NRA) offers a Foodservice Management
Professional (FMP) certification. FMP candidates must have at least three years
of experience or equivalent, hold the NRA's Food Protection Manager
Certification and pass a two-section exam.

Aspiring assistant catering managers may coordinate staff, oversee food prep
and deliveries, and supervise other tasks at the discretion of the catering
manager. These professionals need work experience in the food service
industry, and they may have certification in professional catering or foodservice
management.

SHORT QUESTIONS

Q1: Why event management is significant?

Ans: The purpose of the event should drive all the planning.

1. To facilitate an exchange of information, bringing participants up-to-date

with the latest changes in financial planning software products.

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2. To achieve a memorable out-of-body experience for financial planners in
order to develop a positive association with a new software product.

Q2: Define the term feasibility?

Ans: Feasibility study is an assessment of the practicality of a proposed project

or system. A feasibility study aims to objectively and rationally uncover the
strengths and weaknesses of an existing business or proposed venture,
opportunities and threats present in the environment, the resources required to
carry through and ultimate the prospectus.

Q3: write a short note on internet event marketing?

Ans: Event marketing in the internet is a cheap and efficient way for the
promotion of your events. Current trends in event marketing use web-based
tools. Event websites can give attendees instant access to event details, travel
accommodations and registration. Today’s society expects immediate
gratification which can be satisfied by a well-maintained event website. Most
event management companies offer event marketing services including an event
website, online registration and email reminders.

Q4: what is the importance of adequate staffing?

Ans: Trained Employees Perform Better:

When you train employees on all aspects of their job and give them insight into
other positions in your business, you develop well-rounded individuals who
have a working knowledge of their positions and those of their colleagues.

Smart Scheduling Streamlines Service:

Selecting the right people to work together can create an effective team dynamic
that leads to more efficient delivery of products and services.

Q5: who are service professionals?

Ans: Service Professionals has helped to educate consumers looking to invest

small to large sums of money on their home improvement projects with great
success. Our process is designed to save you time and money when searching

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home improvement contractors for your project. We work with reliable
Professionals that will provide you with a Free no-obligation quote.

Q6: what is event description?

Ans: The event description should typically give community members a sense
of who, what and how. Briefly explain who is speaking/performing and what
will they be talking about or doing. A lecture title alone generally won’t get
people to attend.

Provide more details and context to generate interest. If there are multiple event
sponsors, the description will also list the co-sponsors.

Q7: what are the sports events?

Ans: The term “event” in the sport and recreation industry usually refers to a
situation where participants, facilities, equipment and other resources are
coordinated to enable a form of sport.

The events conducted by Sport/Recreation organisations include:

_ Competitive or non-competitive sport and recreation events

_ Courses

_ Promotional events

_ Conferences

_ Fundraising events

Q8: Discuss the Two types of sports events?

Ans: Competitive events: may range from the Olympic Games to a small local
under 7’s soccer match and anything in between. The scope of the events
therefore depends upon the purpose of the event, the extent of participation, the
facilities and equipment required, and the importance of the event in terms of
community interest.

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Promotional events are not primarily organized for the benefit of the player or
participant. They are organized to promote the sport or form of recreation
activity to a target market with the underlying objective to increase
participation.

Q9: what do you mean by term campaign?

Ans: A campaign is a marketing program that represents one or more contracts

or orders from a customer. For example, you might have a campaign to
introduce new products, …

q10: what is event controlling?

Ans: Controls allow the specification of event methods. Event methods provide
a way for a control to asynchronously notify its client that something has
occurred. Event methods are especially useful when you don't want client
resources to be bound up with a network request or a long running operation.

Q10: Define logistics management?

Ans: Logistics management encompasses the planning stages of the

transportation of products and services in a company's supply chain. Logistics
executives and logisticians oversee these aspects of supply from the point of
origin to the final destination.

Q11: who are sponsors?

Ans: a person or organization that pays for or contributes to the costs involved
in staging a sporting or artistic event in return for advertising.

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Q12: what is monitoring of an event?

Ans: Monitoring is used to oversee progress of products, outputs, and

outcomes. Reporting advises the correct people at the correct time of positive
and negative events, allowing for progression or remedial action as appropriate.
Controls then assist with both monitoring and reporting by provision of required
review points such as End Stage Assessments.

Q13: what is RFP?

ANS: A request for proposal (RFP) is a document that solicits proposal, often
made through a bidding process, by an agency or company interested
in procurement of a commodity service or

valuable asset, to potential suppliers to submit business proposals.[1] It is

submitted early in the procurement cycle, either at the preliminary study, or
procurement stage.

An RFP is used where the request requires technical expertise, specialized

capability, or where the product or service being requested does not yet exist
and the proposal may require research and development to create whatever is
being requested.

Q14: What is evaluation?

Ans: Evaluation: Evaluation is a systematic determination of a subject's merit,

worth and significance, using criteria governed by a set of standards. It can
assist an organization, program, project or any other intervention or initiative to
assess any aim, realisable concept/proposal, or any alternative, to help in
decision-making; or to ascertain the degree of achievement…

Q15: What do you mean by communication?

Ans: Communication is a way of sharing information. There are three main

types of communication: written, verbal and non verbal. Each form has its
benefits and drawbacks.

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Q16: what do you mean by staffing?

Ans: Staffing for an event is as diverse as the event itself. Adequate staffing
depends on the number of guests anticipated to attend the event, and are
employed to handle the multiple tasks that under-gird a successful event.

Q17: what do you mean by term protocol?

ANS: The word "Protocol" means the correct and appropriate way of doing
things. Organizations need to equip staff with skills in protocol, etiquette and
events management through training. This investment will build solid and
productive relationships with business associates and will result in better
outcomes for the organization

Q18: Define risk feasibility?

Ans: Risks Feasibility

The staging of events has risks for the organisers that should be analysed and
understood. The

organisers need to have a relative degree of confidence that the event will not
result in a financial loss _ The event is organised sufficiently well that all parties
are satisfied The organisation’s mission will be enhanced as a result of staging
the event.

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