Managing EventManaging Event

Good ManagementGood ManagementIs the key successful event organization. The practical Is the key successful event organization. The practical

implementation of sound organizational and individual management implementation of sound organizational and individual management principles and practices is vital to effectiveness.principles and practices is vital to effectiveness.

Main Function of ManagementMain Function of Management–OrganizingOrganizing–PlanningPlanning–MotivatingMotivating–CommunicatingCommunicating–CreatingCreating–ControllingControlling–Problem SolvingProblem Solving

OrganizingOrganizing

is the process of determining the special activities to be is the process of determining the special activities to be accomplished towards the end of objectives, the gathering of these accomplished towards the end of objectives, the gathering of these activities into relevant structures and the allocation of the activities into relevant structures and the allocation of the achievement of objectives through these activities to the achievement of objectives through these activities to the appropriate groups or individuals.appropriate groups or individuals.

These are several steps to follow in choosing an organizational These are several steps to follow in choosing an organizational structure for an event these are:structure for an event these are:

• Define the aims and objectives of the project

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

• List all task to be undertaken

• Group together all related task

• Establish links between those groups of task

• Establish an understanding of respective roles for all those involved

• Identify possible communication lines between various groups

Main CommitteeMain Committee

TransportTransport TechnicalTechnical

FinanceFinance

PublicityPublicityAccommodationAccommodation

A more Complex Organizational StructureA more Complex Organizational Structure

Main CommitteeMain Committee

Finance CommitteeFinance Committee Executive Executive CommitteeCommittee

TransportTransport PublicityPublicity AccommodationAccommodation TechnicalTechnical

GuestGuest MediaMedia VenueVenueVenueVenue

SponsorsSponsors PromotionsPromotions GuestGuest RulesRules

ParticipantsParticipants AdvertisingAdvertising ParticipantsParticipantsEmergenciesEmergencies

PlanningPlanning

is the process of setting goals and deciding on the best is the process of setting goals and deciding on the best approach to achieve them. Careful planning is essential to approach to achieve them. Careful planning is essential to successful events.successful events.

There are three types of plans which should be approached for an There are three types of plans which should be approached for an event. These are:event. These are:

• Strategic plans direct an organization towards its overall Strategic plans direct an organization towards its overall objectives and consider the major influences – political, objectives and consider the major influences – political, economic, environmental, etc.economic, environmental, etc.

• Specific plans are designed to achieved specific objectives Specific plans are designed to achieved specific objectives such as budget estimate, resource production and such as budget estimate, resource production and promotion plans.promotion plans.

• Administrative, organizational and structural plans explain Administrative, organizational and structural plans explain how the objectives will be achieved.how the objectives will be achieved.

MotivatingMotivating

it is important for an event leader to know what motives his it is important for an event leader to know what motives his staff and do his very best to satisfy their individual and group staff and do his very best to satisfy their individual and group needs. Public recognition may be good motivation in a local needs. Public recognition may be good motivation in a local events. Small rewards such as the use of a courtesy car, free events. Small rewards such as the use of a courtesy car, free meals, free t-shirt may help to motive people and increase their meals, free t-shirt may help to motive people and increase their dedication.dedication.

CommunicatingCommunicating

is “the giving, receiving or exchange of information so that is “the giving, receiving or exchange of information so that material communicated is completely understood by everyone and material communicated is completely understood by everyone and that appropriate action follows”.that appropriate action follows”.

Communication has the ff objectives:Communication has the ff objectives:

• To send a messageTo send a message

• To have a message receivedTo have a message received

• To ensure understandingTo ensure understanding

• To achieved correct actionTo achieved correct action

• To exchange informationTo exchange information

Methods of Communication:Methods of Communication:– Verbal CommunicationVerbal Communication– Non-verbal CommunicationNon-verbal Communication– Written CommunicationWritten Communication– Visual CommunicationVisual Communication– Electronic CommunicationElectronic Communication

CreatingCreating

is the ability to produce an original idea or though through is the ability to produce an original idea or though through the use of the imagination.the use of the imagination.

ControllingControlling

- is monitoring the performance of system and resources.- is monitoring the performance of system and resources.

- control is a management function which cheeks whether - control is a management function which cheeks whether what is supposed to happen is happening or is going to happen.what is supposed to happen is happening or is going to happen.

The following are the four stages of effective control:The following are the four stages of effective control:

• Plan what you intend to doPlan what you intend to do

• Measure what has been doneMeasure what has been done

• Compare achievement with the blueprintCompare achievement with the blueprint

• Take action to correct anything that is not as if should be.Take action to correct anything that is not as if should be.

Problem SolvingProblem Solving

- is an important skill for people who are working on events - is an important skill for people who are working on events problem will always exist. A positive, innovative thinker is needed problem will always exist. A positive, innovative thinker is needed to solve them.to solve them.

Problem Solving has different stages namely:Problem Solving has different stages namely:

• Obtain the factsObtain the facts

• Specify the problemSpecify the problem

• Identify the problemIdentify the problem

• Formulate alternative solutionsFormulate alternative solutions

• Select the best solutionSelect the best solution

• Put the selected solution into practicePut the selected solution into practice

• Continue making observation to make sure that the chosen Continue making observation to make sure that the chosen solution workssolution works

• Select a new solution or adjust any corrective action or go Select a new solution or adjust any corrective action or go back to step 1back to step 1

Other Management ConceptOther Management Concept

Decision MakingDecision Making

- involves the assessment and implementation of possible - involves the assessment and implementation of possible strategies.strategies.

Team BuildingTeam Building

- is the ability of an organized group of people to work - is the ability of an organized group of people to work together.together.

DelegationDelegation

- means giving people something to do which they are - means giving people something to do which they are capable of achieving.capable of achieving.

LeadershipLeadership

- is an interpersonal influence exercised in situation and - is an interpersonal influence exercised in situation and directed through the communication process towards the directed through the communication process towards the attainment of a specific goal or goals.attainment of a specific goal or goals.

- an effective, characteristics leader is needed for a - an effective, characteristics leader is needed for a successful event.successful event.

The following are the qualities of a good leader for event management:The following are the qualities of a good leader for event management:• ApproachableApproachable• DecisiveDecisive• HardworkingHardworking• FlexibleFlexible• KnowledgeableKnowledgeable• InnovativeInnovative• Firm but fairFirm but fair• DiplomaticDiplomatic• CharismaticCharismatic• ImaginativeImaginative• UnderstandingUnderstanding• Democratic StyleDemocratic Style

• ResourcefulResourceful• MotivatingMotivating• EnthusiasticEnthusiastic• PerceptivePerceptive• AnalyticalAnalytical• Well OrganizedWell Organized• Has sense of HumorHas sense of Humor• Financially AwareFinancially Aware• Good ListenerGood Listener• CommunicativeCommunicative• QuestioningQuestioning• InspirationalInspirational

Staff Appraisal and TrainingStaff Appraisal and Trainingis an assessment of the performance, strengths and is an assessment of the performance, strengths and

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

There are two types of training for event staff:There are two types of training for event staff:

• Desirable training improves personnel skills such as decision Desirable training improves personnel skills such as decision making and creativity.making and creativity.

• Essential training makes sure that personnel are aware of Essential training makes sure that personnel are aware of legal requirements such as health and safety legislation and legal requirements such as health and safety legislation and can perform word processing and computing task.can perform word processing and computing task.

Authority, Responsibility and PowerAuthority, Responsibility and Power

The management if the event must take it clear where the The management if the event must take it clear where the authority, responsibility and power lie.authority, responsibility and power lie.

Crisis ManagementCrisis Management

The ability to handle crisis is an important skills for senior staff The ability to handle crisis is an important skills for senior staff members in event management.members in event management.

The following are the steps to follow in handling crises:The following are the steps to follow in handling crises:– Analyze the situation in a cool mannerAnalyze the situation in a cool manner– Re-examine the objectivesRe-examine the objectives– Examine the possibilitiesExamine the possibilities– Consider the consequences of several of several solutionConsider the consequences of several of several solution– Select the best alternativeSelect the best alternative– Implement the appropriate actionImplement the appropriate action– Continue monitoring to avoid repetitionContinue monitoring to avoid repetition

Thank you Thank you

for listening…for listening…