MODULE 2

EVENT MANAGEMENT PLANNING AND PROCEDURE

EVENT MANAGEMENT PLAN

Event planning is the process of planning a festival, ceremony, competition, party, concert or
convention.
Event planning includes budgeting establishing dates and alternative dates, selecting event
planning also includes some or all the following depending on the event
1. Developing a event
2. Arranging for speakers and alternative speakers
3. Coordinating location support (location, water, electricity and other utilities)
4. Arranging decor, tables, chair, tents
5. Event support and security
6. Catering, police, fire, parking
10 Basic Principles For Successful Event Management

1. Event Objectives –

What is the purpose of the event? What experience or feel do we want people to have?
Planning an event is impossible without clear objectives. A clear understanding of objectives
can be key of successful event management.

2. Budget Planning –

The second most principle of event management after deciding the objectives is budget
planning. Effective budget management minimizes your risk. Delivering a great event is easy
with unlimited funds, but great management is required to produce an event within a
constrained budget.

3. Know Your Target Audience –

The event can be of any type, if you are doing a product launch event then you must identify
the target audience of the product. It is vital to know so that you can build an event around
them. Because it must be your event objective to aware the audience about a product.

4. Timelines –

Determining what has to happen and when. Any large event involves complex time
management, scheduling, and coordination of other people’s activity – such as catering,
digital and technological setup and venue preparation. Timeliness is another key factor of
event management.
5. Venue Selection–

Venue selection may seem simple but the importance of finding the right venue should not be
underestimated. This involves research, contract and cost negotiation and building working
relationships.

6. Manage suppliers –

Suppliers management is an important part of event management. And every event involves a
plenty of suppliers. From caterers to lighting, diverse suppliers need contacting, short-listing,
negotiating costs with and finalizing contracts. From there, efficient management of all
suppliers, ensuring they fulfill their roles on time and within budget, is essential to the
success of the event.

7. Marketing and communication –

It’s never a case of if you build it they will come: delivering an audience requires marketing
the promise of what the event will deliver! Today this involves various channels across direct
mail, social media, and digital marketing.

8.Thinking Sustainably –

Making decisions in the event management process that consider the social and
environmental impact.

9. Managing risk –

Events management is complex, as having many elements contributing to an event means

multiple possible points of failure. Understanding what the risks are, the likelihood of each
one arising, strategies to minimize risk and developing a robust contingency plan in the event
of problems is a non-negotiable task in event management.

10. Backup Plan –

If you are planning any event, you must have a backup plan for the contingency.

LICENSES AND APPROVALS

Intellectual Property Rights (IPR): Intellectual Property as we understand is a property that
is the creation of human mind. It is a property created by the intellect of a human being. Every
human being has a right over her / his property, to use it or to restrict it from being used by
other person.
The laws related to IPR need to be considered in events especially for the following:
1) To play music: An event manager needs valid licenses and permissions to play music
especially by live performers. In case one does not have a valid license from an authorised
organisation to play their music, an event can be sued under IPR laws.
2) Use of trademarks and logos: Under Trademarks act, the registered logos and trademarks
cannot be used in any event without prior permissions.
3) Use of Designs and Art work: The copyright Designs and Patents Act ensures that patented
designs (any type) cannot be used by any other person.
PPL (Phonographic Performance Limited) License: The law protects music rights in
different ways. This means that businesses and organisations playing recorded music in public
(whether live or via CDs, radio/ TV broadcasts, background music systems or other sources)
will usually need to obtain PPL. The license allows the event organisers to use other artistes’
music with freedom at the event. Playing music in public without the appropriate licenses in
place is copyright infringement and is unfair to the members (performers, record companies,
songwriters, composers and music publishers).
IPRS (Indian Performing Right Society Limited) License: This license is required for
playing / performing non-recorded music in public. It is a license ‘for the artists, of the artists.’
For instance, in India, when a popular artist performs live, the event will require an IPRS
license. Also, the artist needs to be a registered member of IPRS. Unlike PPL, IPRS issues
licenses to the music users. It collects royalties for the artists, from the artists on behalf of its
registered artist members (such as lyricists, composers, publishers and performers of music)
and distributes the royalty to the music owners / members.
Excise License: Excise license is the license which the event organizer needs to procure in
order to serve alcohol in a live or recorded music event in India. However, when the event is
organized at an ‘alcohol on-licensed premise’, the organizer is not required to procure the
license. In excise license, apart from obtaining the license the event organizer is also required
to ensure that the event attendees are of legal drinking age (LDA). Usually, identity cards are
compulsory at the event to verify and confirm their age.
Loudspeaker License: Any event held in any public or private venue needing to use a
loudspeaker requires a loudspeaker license. The permission needs to be obtained from the local
police authorities. Depending on the nature of the event, the authorities may limit the size and
number of speakers to be used at the event.
Premise License: A license of the premise allows the event organisers to carry out all the
permissible activities at the venue. The activities include late night entertainment between 11
p.m. and 8 a.m., large-scale events allowing an audience of over 500 people, selling alcohol as
well as serving food and beverages during specific timings and so on. The license can be
obtained from the municipal authority under which the venue falls
Performance License: This is the license which allows a child (anybody below 18 years of
age) to take part in a musical event and make a paid performance. Again, the license can be
obtained from the local authority. So, if the event has a performance made by a child and is a
paid performance, the event organizers are required to procure performance license from local
authority.
Public Works Department License: It will be required to get this when there is a generator
at the event.
Foreign Artist Permission: Whenever you have people from another nationality performing
at your event, you require to get a license for it separately.
Public Entertainment License: This is usually issued by the local authority for all buildings
and locations in the open air at which entertainment is provided to the public.
Street Trader’s License: it usually required when the sale of goods is in operation, or where
food or hot\cold beverages are sold.

PERMISSIONS AND NOC

NOC (No Objection Certificate) is a written document obtained as approval from the local
authority. In case of organising an event, the event organiser needs to obtain NOCs from
different departments. The list is as follows:
No Objection Certificate from the Additional Collectors office
 No Objection Certificate from the Local Police Station
 No Objection Certificate from the Traffic Police Department
 No Objection Certificate from the Fire Brigade
 No Objection Certificate from the Electrical Inspector
 No Objection Certificate from the Health Department
 Police Commissioners Note
 Certificate regarding fitness of the machinery (in case of amusement rides).

ROLE OF GOVERNMENT AND LOCAL AUTHORITIES FOR EVENT

• Sport
• Facilities
• Parks and public places
• Transport
• Licensing
• Traffics
• Information service
• Police
• Emergency services

EVENT PROCEDURE
• Schedule – time, date
• Event planning group or committee – meeting, tables, chairs
• Budget – availability of funds
• Event logistics –location, needs, guest
• Invitation
• Time event program – how long program
• Facilities management – podium, banner, tables, chairs
• Parking and transportation
• External vendors – photography, video, lighting, sound
• Technology – projectors, microphones, screens

FACILITIES/ SERVICES REQUIRED FOR AN EVENT:

CATERING SERVICES FOR EVENTS
• Wedding catering – decorations, dinner, dessert.
• Corporate catering – breakfasts, box lunches, buffets
• Social event catering – from birthday to retirements parties
• Concession catering – seasonal, sporting event
Electricity facility
• Generation and distribution cables Electrical supplies Fuel Cable covers. dressing rooms,
production and site offices, catering, storage, etc.
• Transport & vehicles crane, off-road vehicles, trucks, vans, cars, etc. hire on site office
equipment computer, printer, admin supplies, etc.

EFFECTIVE HEALTH AND SAFETY

1. Everyone working in organization and at the event.
2. Everyone performing at or taking part in the event.
3. Everyone attending the event.
4. Everyone who may be affected by the event

FIRE FIGHTING ARRANGMENT

• Ambulance – first aid and event medical services
• Catering
• Electricity
• Water

EFFECTIVE USE OF WATER IN AN EVENT

• Drinking
• Disposal of Water bottles
• Disposal of waste water
• Water management
• Water testing

EFFECTIVE USE OF ELECTRICITY IN AN EVENT

• Generator suppliers
• Venue lighting
• Power users – stallholders and exhibitors
• Conserve energy use
• Safety equipment and emergency measures

EVENT PLANNING AND ITS STEPS

Event planning is the process of putting on and managing a variety of events, from something
as small as a meeting to as big as a convention and everything in between.

An event plan defines how an event will be executed. It addresses all the components of an
event such as the start and end dates, budget, venue, marketing, attendees and more. The scope
and complexity of the event plan vary depending on the size of the event, but the fundamental
challenges remain the same.
STEPS IN PLANNING AN EVENT:
• Step 1. Determine your event goals and objectives
• Step 2. Assemble your team
• Step 3. Establish an event budget
• Step 4. Choose a date & venue
• Step 5. Select the speakers
• Step 6. Event marketing & advertising
• Step 7. Execute your event

Event Planning Checklist

Goals and Objectives

 What’s your event’s reason for existing?

 What are the goals this event is expected to achieve?

  What are the revenue objectives?

 What is your target audience?

 How many people will attend?

 Is there a cost associated with ticketing and what is it?

 Where is the event being held?

 Create an event schedule.

Event Budget

 Figure out what the costs will be

 If you held similar events, use and adjust an old budget for a baseline

 What ticketing and registration software will be used?

 Finalize sponsor contributions

 Set ticket price

Date & Venue

 When will the event take place?

 Have a backup date in case issues arise

 Is there the best location for the event?

 Is the venue appropriate for your expected number of attendees?

 Decide on needed infrastructure: wifi, capacity, bathrooms, near

shopping & restaurants, etc.

 Hire a caterer

 Secure what equipment you’ll need

 What are your security needs?

 Do you need permits, licenses or insurance?

 Create event signage and communication plans for attendees

Speakers

 Research potential speakers

 Create a list of relevant speakers

 Create a pitch for speakers

 Pitch speakers

 Finalize speaker selection, get bios and headshots and arrange travel
and accommodations

Sponsors

 Develop a list of sponsors and what you can offer them.

 See if there are sponsors who have partnered with similar events.

 Reach out to potential sponsors.

Website

 Design signoff.

 Update the site or build a unique one.

 Make sure the site can handle expected traffic.

 Have a mobile-friendly site.

Event Marketing & Advertising

 What’s your messaging?

 Coordinate with digital tools and social platforms

 Add the event to online calendars

 Market the event with blog posts and other promotions like videos
and online ads

 Send reminders to all parties a month or two before the event date

Finalizing the Last Steps

 Schedule

 Caterer
 Speakers and scripts

 Venue

 Equipment

 Decorations

 Contracts