Managing and Planning an Event

This presentation provides insights into managing and planning an event effectively. It covers the resources required, key management skills, different approaches to event management, methods for monitoring and evaluating event success, ways to identify and deal with variances, and recommendations for improvement. The presentation also discusses the comparison of approaches to monitoring and evaluating events and how the results are used to improve current and future events.

MANAGING AND
PLANNING AN EVENT

Resources required to deliver an effective
event
There are different kinds of events that are required for delivering an effective event.
 Staff members with required skills is one of the most important resource which is
required to be focused upon for delivering an effective event by Dream Sales Machine
Ltd. London.
 Another important resource required for planning of an effective event is financial
resources. These kind of resources helps in resolving all kinds of budgetary issues like
operational cost, announcement cost etc.
 Appropriate Venue is another resource required for delivering an effective event. When
booking a venue there are following things that are required to kept in mind such as:
number of people required to be accommodated within the venue, venue should be
approachable by members and other required facilities should be available at the venue.

Key management skills required to manage effective
events through pre-event briefing and delegating
There are various kinds of key management skills that are required for management of an
effective event, though pre-event briefing and delegating.
 Skills of using creative technology for various factors such as: for personalization of data,
developing an interactive space, usage of mobile applications for better management etc.
 Communication is another important skill which is required for management of an
effective event. Effective communication skill will help in explaining roles and
responsibilities of all the staff members can be explained properly. In pre- event briefing
main requirements of the event can be explained that are required to be fulfilled.
 Problems solving skills are also required for effective management of team so that any
kind of obstacle, issue or problem can be resolved easily and any other kind of unexpected
problem can be resolved easily.

Comparison of different approaches to
manage different types of events.
 There are various kinds of approaches that can
be used for management of variety of events.
 First approach is partnership approach in which
each vendor is treated as a valuable partner is
provided with a responsibility of managing a
task successfully for management event such
as caterers are one vendor, decorators are other
vendors etc.
 Another approach is continuous interaction
with customers so that time to time feedback
can be collected from customers and changes
or modification within event can be done
accordingly.

Methods for monitoring and evaluating the
success of an event
There are various methods that can be used for monitoring and event success of an event
Sone of them are:
 Establishment of key performance indicator is one of the main methods that can help in
monitoring overall success of an event. Achieving pre- defined KPI for event helps
time to time to time monitoring of an event.
 Establishment of frequent of monitoring also helps in monitoring success of an event.
Not only this it further helps in checking progress of the event as well.
 Gathering and evaluating time to time collected feedback at all the stages of the event
from all the stakeholders. These collected feedbacks can be used for evaluation of
success of the event.

Ways to identify and deal with variances to
ensure the success of an event
 When there is difference between values of two different version of data is known as
version-based variance. For example: actual and expected budget of planning an event.
This type of variance can be used to compared actual cost of event planning as
compared to expected cost so that success of an event can be calculated on the basis of
cost of planning event.
 When there is difference in expected time required for planning an event and actual
time in which event was planned is known as time- based variance which can also be
used for ensuring success of an event on the basis of time.

Evaluation of results of monitoring the success of an
event and make recommendations for improvement
 Evaluation of results of monitoring success of an event can be done in many ways:
 Analysis of audit results is one of the best methods though which monitoring results
can be evaluated. Conducting an audit helps in evaluating all the parameter on the basis
of which monitoring was done for ensuring success of an event.
 Evaluation of set KPI’s can help in measuring success of an event. It can be used for
evaluating number of check-in with number of tickets sold. It can also be used for
measuring social media engagement i.e. by checking number of users who have shared
the event post and reacted to it.

Recommendations
 A post- event survey can be conducted in which experience, likes and dislikes of clients
or customers who attended the event can be evaluated.
 Analytics tools such as google analytics can be used for measuring success of an event.
These tools can be used for measurement of social media activities related to event
such as number of likes, share, days event was promoted and many more.

Comparison of approaches to monitoring and
evaluating events and analysis of ways in which
results are used to improve current and future
events
 KPI’s can be used for monitoring success of an event by measuring objectives or
required achieved.
 Whereas, other methods of evaluation like survey or feedback can be used for
measuring success of an event in variety of measures such as: in terms of profitability,
customer satisfaction, time period in which it was organized etc.
 Results of these events can be used for issues or barriers faced in organising or
planning the event or requirements that didn’t get fulfilled. So that improvement within
future events can be made.

References
 O'Leary, D. and Mottiar, Z., 2019. Soft skills development in Hospitality, Tourism and
Event Management education. Mao, Y., 2019, January. One minute is enough: Early
prediction of student success and event-level difficulty during novice programming
tasks. In In: Proceedings of the 12th International Conference on Educational Data
Mining (EDM 2019).
 Park, S.B. and Park, K., 2017. Thematic trends in event management
research. International Journal of Contemporary Hospitality Management.
 Venske, E., 2019. Event volunteering as an educational resource in business
tourism. Turizam: međunarodni znanstveno-stručni časopis, 67(3), pp.268-280.

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