Managing

Events

Dictionary • Getting things done

through effective people and efficient processes

Peter F. Drucker• One who has the task

of creating a true whole that is larger than the sum of its parts; a productive entity that turns out more than the sum of the resources put into it

Main Functions of Management

• Organizing• Planning• Motivating• Communicating• Creating• Controlling• Problem solving

PLANNING

• Is the process of setting goals and deciding on the best approach to achieve them

Three Types of Plan• Strategic • Specific• Administrative,

organizational and structural plans

ORGANIZING • Is the process of

determining the special activities to be accomplished towards the end of objectives

• The gathering of these activities into relevant structures and the allocation of the achievement of objectives

• the act of rearranging elements

• Define the aims and objectives of the project– gain skills to do their jobs more effectively or to provide

improved services.• Brief all session organisers and workshop leaders on

preferred ‘styles’ of presentation.• Indicate in any briefing notes that sessions should be

participative and experiential.• Make training inputs as relevant to participants as possible

and provide experiences and exercises which are challenging, but also supportive and non-judgemental.• Provide opportunities to build up the confidence and skills of

participants.

• Analyze the background situation in which the event has to be achieved

• List all the tasks to be undertaken• Group together all related tasks• Establish links between these group of tasks

Main committee

Transport

• Establish an understanding of respective roles for all those involved

• Identify possible communication lines between various groups

Impelling to action

It is important to keep the staff motivated and

interested

It is important for an event leader to know what motivates his staff and do

his very best to satisfy their individual and group

needs

MOTIVATING

COMMUNICATION • Giving, receiving, or

exchange of information so that the material communicated is completely understood by everyone concerned and that appropriate action follows

Objectives: 1. To send a message2. To have a message

received3. To ensure

understanding4. To achieve correct

action5. To exchange

information

Methods of communication• Verbal communication• Non-verbal

communication• Written

communication• Visual communication• Electronic

communication

Is the ability to produce an original idea or thought through the use of imagination

CREATING

Monitoring the performance of

systems and resources

It is vital part of event management because

it is necessary for things to actually happen, not just

promised to happen

CONTROLLING

Four Stage• Plan what you intend to do• Measure what has been

done• Compare achievements

with the blueprint• Take action to correct

anything that is not as it should be

PROBLEM SOLVING

A positive, innovative thinker

Is an important skill for people

who are working on

events

Stages:1. Obtain the facts2. Specify the objectives3. Identify the problem4. Formulate alternative

solutions

5. Select the best solution

6. Put the selected solution into practice

7. Continue making observations to make sure that the chosen solution works

8. Select a new solution or adjust any corrective action

Other Management ConceptsDecision making

involves the assessment and implementation of possible strategies

Team BuildingIs the ability of an

organized group of people to work together

DelegationGiving people

something to do which they are capable of achieving

Authority, Responsibility and Power

Leadership • Is an interpersonal

influence exercised in situations and directed through the communication process towards the attainment of a specific goal or goals

ApproachableDecisiveHardworkingFlexibleKnowledgeable InnovativeFirm but fairDiplomaticUnderstanding Resourceful

Staff Appraisal and TrainingIs an assessment of

the performance strengths and weaknesses of the personnel in order to improve their work and provide constructive guidance

Crisis ManagementAbility to handle

crisis

1. Analyze the situation in a cool manner

2. Re-examine the objectives3. Examine the possibilities4. Consider the

consequences of several solutions

5. Select the best alternative6. Implement the appropriate

action7. Continue monitoring to

avoid repetition