Do you know how to conduct a risk assessment? How to build an events team? How do you measure the success of an event? Event Planning and Management is the comprehensive guide for facing the new wave of live brand and customer experiences
Written by authors with extensive industry experience, this is an essential step-by-step resource for students and the next generation of event planners to plan and deliver a successful event. Using real-world examples such as National Health Service's (NHS) bespoke planning model and Standon Calling (the cashless festival), this book offers a structured, practical approach to all types of events, from the initial planning to the final evaluating stages.
Now fully updated, this third edition of Event Planning and Management provides a renewed focus on virtual and hybrid events. It also provides an expansion of health and safety advisory in light of COVID-19 and anti-terrorism, as well as new models such as the Cultural Risk Assessment, and further case studies. Accompanied by a host of downloadable resources, this book is the ideal end to end resource for students studying event planning modules and certifications, marketing and PR professionals.
Author(s): Ruth Dowson, Bernadette Albert, Dan Lomax
Edition: 3
Publisher: Kogan Page
Year: 2022
Language: English
Pages: 360
City: New York
Cover
Contents
List of figures and tables
Foreword
Preface
Acknowledgements
01 Events – the changing environment
Defining an event
Case study 1.1 The importance of understanding the event-ness of the event
Classifications and categories of events
Size of the events industry
Structure of the events industry
Case study 1.2 The Delegate Wranglers – international networking
Relationships with other industry sectors
Case study 1.3 Hybrid events: A reflection on the pandemic and its impact on the long-term event landscape
02 The event planning model
Event planning process
Case study 2.1 Legacy and impact: the future of business events in Aotearoa New Zealand, April 2022
Phase 1: Research, concept development and screening
Case study 2.2 Initial event planning – agency and client-side examples in the United Arab Emirates
Phase 2: Design and detailed planning
Case study 2.3 Planning and managing university open day events
Phase 3: Managing the event on-site
Phase 4: Post-event: evaluation and reporting
A final word on the event planning process...
03 Research, concept development and feasibility screening
Phase 1: Research, concept development and screening
Mission
Case study 3.1 Harnessing a city’s capacity: The case of the Kirchentag Conference, Dortmund, Germany
Aims and objectives
Initial information gathering
Case Study 3.2 Supporting wedding venues – WedPro and Wedding Method conversion software by WeddingDates
Concept development
Screening and feasibility
Stakeholders
Sign-off
04 Developing your events programme and content
Event elements
Case study 4.1 Indian cultural events in Russia
The event experience
Case study 4.2 Organizing a Muslim funeral during Covid-19
Immersion
Theming
Programming
Case study 4.3 A workshop on participant-driven and participation-rich meeting design: The American Heart Association
Virtual event design considerations
05 Venue selection and site planning essentials
Selecting the destination
Case study 5.1 Trinidad and Tobago – Changing society through events: Buddy Walk® – Disability Rights Event – Down Syndrome Family Network
Venue selection process
Case study 5.2 One venue – multiple uses: MKM Stadium, Hull, East Riding of Yorkshire, UK
Case study 5.3 Victoria Hall – the challenges of planning weddings in a historic, charity-run venue
Analysing venue search results and negotiations
Planning the site layout
Designing the site layout
Producing a map of the site
06 Production and operational logistics
Event production
Logistics planning for events
Case study 6.1 Logistics at the Commonwealth Games, Birmingham, 2022
Pre-event
During the event
Post-event
Case study 6.2 Taming the complexity of a hybrid exhibition’s speaker programme
Event and public safety
A final word on safety…
07 Staffing and human resources in events
Complex people concerns in events
Complex team structures
The pulsating events workforce
Developing an operational events team
Case study 7.1 How to work on the essential skills for managing events: The Event Management Learning Model applied in formal higher education in Portugal
Developing role descriptions
Diversity and teams
Case study 7.2 Equality and diversity: UK music festivals
Recruitment and training
The Events Management Body of Knowledge (EMBOK)
Practical implications: staffing levels
Wider team of teams: individuals working together
Team-building tools
Creatives and logics
Companies working together – corporate personality style?
Understanding communication preferences
Collaborative and partnership working – a new way forward for events in the team of teams
Case study 7.3 Health and Safety as part of the Events Team – Expo 2020, Dubai
Staffing – events team
08 Drawing in the crowds – marketing events
Developing a promotional plan
Identify and appeal to your target audience
Promotional tools
Social media for event promotion
Case study 8.1 Using social media and events to promote the Historical Museum and Museum of the Viking Age in Oslo, Norway
Traditional media
09 Finance, budgeting and procurement in events
Outsourcing
Budgeting
Responsible finances
Case study 9.1 The King Charles I Commemorative Parade, London – the financial impacts of public policy on a small community event
Case study 9.2 Baked by Maya
Purchasing and procurement
Case study 9.3 Technology developments for event management budgeting
Case study 9.4 Wild Rumpus collaboration with Manchester Metropolitan University Event Management students
Factors to consider in effective procurement and good financial management for events
Case study 9.5 How to measure success: ROI is more than ticket sales
10 A practical guide to managing an event on the day
Case study 10.1 Air Traffic Control: How to run a global ceremony
Your responsibilities as an on-site events manager
Before the event
During the event
Common challenges
After the event
Case study 10.2 Teaching the impossible
How to be a successful events manager: what industry specialists say
11 Measuring event success – evaluation insights
The purpose of evaluation
Case study 11.1 Hybrid events are here to stay: organizing and evaluating the conference of a non-profit Italian organization in the healthcare sector in Rome, January 2022
Case study 11.2 Evaluating financial aspects of an events organization
Developing an evaluation plan
Online event management software
Evaluation issues
Impacts and legacies of events
Case study 11.3 Post-event evaluation: sustainability perspectives and hybrid events – The Aston Martin Virtual Product Showcase
12 Events – the future
Future themes
Case study 12.1 A more diverse future for the events industry?
Case study 12.2 The future of the events industry – physical, virtual and hybrid events
Creating bespoke events
Case study 12.3 Pivot my business or risk losing it
Innovation is key to future success
Case study 12.4 Event First Steps and Event Grads® – creating graduate networks for future events professionals
Index
