EVENT MANAGEMENT

Topaz J. Matthews

Winston-Salem State University

Initial Details to Determine:

Date

Venue

Budget

THE PERFECT DATE

• No conflicts

• SAT/ACT dates

• Other campus events-other university events

• Is space available-determine back up

VENUE

• Affects your date

• Suitable for your needs? -accommodates guests -technology -catering accessible

• Back-up venue

BUDGET

• Novelty Items

• Catering

• Shuttles

• Rentals

• Try to underspend

“ORGANIZATION is key to a smooth execution”- Cortney Hill-Wilson, Founder and Senior Consultant, Media Journey, Event Marketing Company

WHY SO IMPORTANT?

• Communication

• Delegation

• Time Management

ORGANIZE YOURSELF• Project Book

• Keep all email correspondences

• Create a checklist -lists priorities

• SWOT Analysis

• Avoid surprises-think and rethink -processing delays, budget approvals

7-10 business days

COMMITTEE• Select according to ability

• Supervisor is ex-officio on all program committees

• Clearly define roles, tasks & deadlines

• Let them do their tasks

• Respect time

• Weekly Update

COMMUNICATION

• Keeps morale

• Keeps supervisor happy

• Maintains your reputation as an event manager

• Some types of effective communication: -Event project chart -Strategic meetings (don’t overdo)

As a Project Manager……….• Make sure to schedule a walk-

through

• Prepare a GO-Box

• Maintain composure

• There are some things you cannot control!

FOLLOW-UP• Tie up any loose ends: -returning equipment to their proper places -reconcile invoices

• Survey your committee and supervisor

• SWOT analysis • Reconcile Budget

• Surveys from guests ***pay close attention to written comments***

• Thank you cards

K-O-D’S• Sending documents to print without supervisors approval

• Being late to your own program

• Running out of food at your event

• Inaccurate information

REVIEW• Organization -setting timeline

-project book

• Communicate -clearly define roles

-keep everyone updated

• Follow-Up -SWOT Analysis, survey

REFERENCES

• Cortney Hill-Wilson, Founder and Senior Consultant, Media Journey, Event Marketing Company

• Karen Jones, Director, Signature Catering

• Cheryl Pollard-Burns, Associate Director Freshman &Visiting Admissions, Winston-Salem State University

• http://studentaffairs.stanford.edu

• www.essortment.com

• www.eventscotland.org

• www.hofstra.edu/eventplanning

• www.semantico.com

NOW IT’S YOUR TURN…………………

After 7 ½ years of study, your cousin has been approved to graduate from Somewhere University with a bachelor’s degree in Business Management. His mother is so happy, thankful, and relieved that she wants to throw him a HUGE graduation celebration for 100-150 people! She knows of your event planning skills and makes you the coordinator. The event is to take place on August 24, 2012. She is giving you a budget of 5,000.00. It is May 24, 2012. You have a ton of things to do, and a tiny window of time. Come up with a plan for your cousin’s mother that she will agree with!

Your Plan Must Include the following:• Timeline/set back schedule• priority checklist• itemized budget• method of effective communication