Event Management

Trainer: Liz Pride

Learning Outcomes

•Describe the legal requirements of event planning

•Identify the major elements of Event Planning

•Complete a project plan for planning an event.

Things to Consider When Choosing Your Event

Objective/purpose:What is the purpose of the event?

•Fundraising +.........

•Networking?•Consultation?•Promotional/awareness raising?•Giving information•A combination of the above?

Target audience

Who makes up the target audience? (How will you reach

•Members of the public?•Voluntary Sector?•Public Sector (businesses)?•Members of the organisation?•Supporters?•Young people?•The unemployed?•People from diverse cultures and backgrounds?•A combination?

Things to Consider When Choosing Your Event cont

Date:This will depend mainly on the composition of your target audience:

Things to consider:

•Daytime/lunchtime/evening?•Weekday or weekend?•The availability of the chosen Chairperson and keynote speakers•The availability of the venue•School term times•Peak holiday periods•What else has been organised locally and nationally which may clash?

Things to Consider When Choosing Your Event cont

Things to Consider When Choosing Your Event cont

Budget:

Cost considerations:

•Venue•Staffing (Prior organisation and on the day itself)•Travel•Insurance•Catering•Marketing (Posters/flyers, website, printed tickets)•Licences•Sundries e.g. prizes

Things to Consider when Organising a Fundraising Event!

•Do any laws/regulations apply? Licence needed? Public liability Insurance required?

•Advertising-Where and when? Posters? Press release? Adverts? Parish Magazine?

•Tickets –printing and venues for selling. Is sponsorship possible?

•Admin – registration forms/databases etc

Venue – accessibility. Health and Safety issues. Licence required? Parking. Maps. Are all required items available? (Cups, tea urns etc) Enough chairs?

•Manpower – are all the tasks allocated to individuals?

•Timings

•Money – is a “float required”? Think of the denominations. Who is responsible for collecting and counting (2) Security.

•Clearing up – who will do this?

•How will your group inform the public of the success of the event/the amount of money raised?

•Who will you need to thank? How will you do this?

Things to Consider when Organising an Event! Cont.

Marketing Basics•Effective publicity using plenty of “white space”, has large text and not too much of it, some clear visuals, and the event, time and place very prominently placed on the material.

•Sell the benefits of attending very clearly (not only to your organisation, but especially to the attendee)!

•The material needs to overcome the barrier of inertia in individuals....think how best to do that for your target audience.

•Always give a contact number for enquiries.

•It is a legal requirement that fundraising material should carry the charity and company limited by guarantee numbers

Action Plan 4: The Gantt Chart

Promises Auction on 9th November

Area / week beginning

17-Aug 24-Aug 31-Aug 07-Sep 14-Sep 21-Sep 28-Sep 05-Oct 12-Oct 19-Oct 26-Oct 02-Nov 09-Nov

PlanningWrite action

plan

Recruit Support and decide team

roles

Team planning meeting

Book auctioneer

Team meeting to

review progress

Team meeting for pre-event

prep

Final team meeting

Event!

VenueCheck venue

availability

Choose date

Book venue and

catering

Double check

venue and catering

details with ticket

numbers

Publicity Design

Draft flyer and posters

Flyer finalised

and printed

Flyer and poster

distributed

Flyer and poster

distributed

Get sponsorship for auction brochure

Get sponsorship for auction brochure

Get sponsorship for auction brochure

Press release and

Radio interview

Print promises

list in brochure

Distribute brochure at

event

Gathering promisesStart

gathering promises

Gathering promises

Gather promises

Gather promises

Gather promises

Gather promises

FinishGathering promises

TicketsDraft ticket

design

Ticket design

finalised and printed

Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets Sell tickets

Sell tickets on door (if catering allows)

Legal issues and evaluation

Check legal issues

Apply for event

Licences if necessary

Check out H & S

requirements

Complete documente

d risk assessment

Evaluation meeting after the event for

review and debrief

What Why How Who When Resources

Book venue and practical arrangements

Need to be clear about dates in advance

- Review possible venues with whole team

- Contact possible venues- Check availability of caterers- Book Auctioneer

TomBy 31st August

May need a deposit for the booking?

Marketing Need to publicise event

- Flyer- Poster - Article in paper

Dick31st Aug31st Aug12 Oct

Printing and postage costs?Design costs?

Gathering promises

Need to have promises to auction to fundraise at the event

- Approach team members- Approach family and friends- Advert in Parish magazines- Write to large companies- Approach local shops

All team31st Aug- 12th Oct

Travelling expenses???

Tickets

Need to have tickets to sell for the event to raise funds

- Design tickets- Get tickets printed- Sell tickets

HarryHarryAll team

24th Aug31st Aug7th Sept-25th Oct

Printing costs?

Legal Issues To conform to legal requirements

- Check legal issues- Apply for any licences- Check out H & S requirements- Complete documented risk

assessment- Public Liability insurance

Jane By 21st SeptInsurance costs?

EvaluationTo measure success (and failures)

- Count monies raised- Review feedback received- Review difficulties experienced

All teamWeek after the event

Action Plan – The TableAuction of Promises on 9th November

Legal Considerations

Alcohol

Temporary Event Notice

Temporary Event Notices are for temporary events involving licensable activities.

Such activities can include the sale of alcohol. Unlike a Premises Licence, you do not have to advertise the application.

A Temporary Event Notice costs £21.00. Cheques should be made payable to Oxford City Council.

www.gov.uk/temporary-events-notice

Procedure for Submitting a Temporary Event Notice

Online forms on the City Council website

Applications for Temporary Event Notices must Be given ten clear working days (being Monday - Friday) before the event.  Some venues already have an alcohol licence, but if not, you will need to apply in advance to the council Large-scale events Temporary Event Notices cannot be used for events of more than 500 people. If you are planning such an event, you will need to obtain a Premises Licence if the premises are not already licensed. Please contact the Licensing Authority to discuss the requirements further.

Public Entertainment LicenceLocal Government Miscellaneous Provisions Act 1982

Where two or more people are performing and or/dancing is involved a licence is required •Halls and Community Centres usually have their own licence but check.

Health and Safety Issues•For every event there must be a competent, named organiser

•A documented risk assessment is required

•Evacuation procedures must be identified

•Medical provision must be made

Regulations around Raffles, Lotteries and Tombolas etc

Gambling Act 2005

•If selling printed raffle tickets in advance of the date of the draw must register as Small Society Lottery with the Local Authority.

•Registration operates on a calendar year and costs £40 for the first year, and £20 for every year thereafter.

•After each lottery held, a “lottery submission” must be made to the Local Authority within three months of the date of the lottery on a “Small Society Lotteries Return Form”.

Ticket Information

Tickets must state:

•The name of the organisation on whose behalf the lottery is promoted

•The price of the ticket

•The name and address of the member of the organisation responsible for the promotion

•The fact that the organisation is registered with the Local Authority

•The date of the draw

Private, Work or Residents’ Lotteries

•No permit/licence required if:

•No proceeds from the event will be used for private gain

•The lottery is promoted wholly for a charitable purpose

•Not more than £500 deducted for the cost of prizes

•Not more than £100 deducted for the cost of other expenses (printing tickets etc)

•Tickets only sold during the event and on the premise where the event is held

•The results will be made public while the event is taking place.

Risk Assessments for the Event

Hazard Likelihood Action to minimise risk

Trip hazard of projector cables on floor

High as cables in audience thoroughfare

a) Cover cable in heavy cable tubing

b) Place visible warning sign at start of thoroughfare

Risk Assessment for Event Project Itself

Objective What could prevent its

achievement (variance)

The result of the variance

How this variance could be prevented/and or addressed

Holding a fundraising Garden Party

Significant rain prior to, and on the day.

People not buying tickets prior to the event, or turning up on the day.

Have an indoor venue as back-up and state this on the tickets