Event Management

Become an Event Manager

From large events to small parties this course provides the skills you need.

• Learn to plan and organise all kind of events such as sports, recreation activities, gallery openings, exhibitions, weddings, parties, festivals, conferences and concerts

• Understand the business practice and planning that underpins success in any event

• Explore the possibilities for business or employment in the Event Management Industry

• Self paced, 100 hour course, with access to an international team of expert tutors

This is a course designed to develop knowledge and skills in the planning and management of special events. It is also a very good starting point for people thinking of developing an Event Management career and wanting to test the waters first.

 Start a Small Business, Work From Home, Get a Job with a Venue or Event Company

Lesson Structure

There are 9 lessons in this course:

1. Scope and Nature of Event Management
   • What is Event Management
   • Planning an Event or Conference
   • When to Run an Event
   • Other factors
   • Where to Hold an Event
   • Event Management Companies
   • Planning Example -A Christmas Party
2. Developing the Concept
   • Naturally Occurring Events
   • Creating New & Original Events
   • Planning a Party in a Home
   • Making Decisions
   • Contingencies
   • Hiring Equipment
   • Fire at Events (BBQ’s, Bonfires, Fire Pits, Braziers, Torches, Fireworks)
   • Safety
   • Planning a Public Event
   • Evaluation Checklist
3. Physical and Human Resources
   • Volunteers
   • Managing Staff
   • Leadership
   • Giving Orders & Instructions
   • Communicating Change
   • Forming a Team
   • Types of Team Members
   • Elements of a Team
   • Dealing with Problems in Teams
   • Nurturing a Team
   • Committees
   • Guidelines for Planning a Show or Exhibition
   • Hiring Tradesmen
   • Choosing an Event Location
   • Décor
   • Equipment
   • Entertainment
   • Choosing a User Friendly Site
   • Lighting
   • Car Parking and Transport
4. Project Logistics
   • Contingencies
   • Traffic Management
   • Toilets and Locker Rooms
   • Security Lighting
   • Legal Liability
   • Understanding Legal Requirements and Controls
   • Negligence
   • Local Government and Liability
   • Minimising Risk
5. Marketing an Event
   • Target Audience
   • Publicity
   • Public Relations
   • Sponsorship
   • Developing a Business Plan
   • Key Strategy
   • Business Priority
   • Action Plan
   • Marketing Strategy
   • Business Reviews
   • Marketing
   • Advertising
6. Financial Management
   • Types of Budgets
   • Budgeting an Event
   • Cash Flow
   • Controlling Cash
   • Cash Cycle
   • Liquidity
   • Financial Decisions
   • Budget Performance Reports
   • Improving Profit
   • Reducing Costs
   • Controlling Expenditure
7. Risk Management
   • Risk Reduction
   • Managing Risk
   • Sensitivity Analysis
   • Quality Systems
   • Contingency Planning
   • Catering for People Overload
   • Managing Slippery Surfaces
   • Identifying Risk
   • Workplace Policy
   • Risk Control Methods
   • Business Law
   • Legal Rights and Obligations
   • Consumer Protection
   • The Law & Employees
   • Dispute Management
   • Duty of Care
8. Staging the Event
   • Theme of an Event
   • Venue Choice
   • Audience and Guests
   • Ticketing
   • The Stage
   • Power, Lights, Sound
   • Catering
   • Performers
   • Crew
   • Hospitality
   • Recording an Event
   • Contingencies
   • Crowd Control
9. After the Event
   • Measuring Success
   • Dealing with Complaints
   • Cleaning Up
   • Repairing Lawns
   • Evaluation Checklist

Each lesson culminates in an assignment which is submitted to the school, marked by the school's tutors and returned to you with any relevant suggestions, comments, and if necessary, extra reading.

Aims

• Identify the various tasks which are involved in the management of a variety of different types of events.
• Explain how a range of different types of events are initiated and planned.
• Determine the human and physical resources required to deliver different types of events.
• Determine how physical and human resources will be organised in preparation for staging an event, in order that needs are appropriately catered for.
• Develop a marketing plan for an event.
• Develop a financial management plan for an event.
• Develop a series of risk management procedures to minimize the impact of different types of problems including financial, legal, marketing, crowd control, food services, and hygiene.
• Describe the way in which facilities and services are managed during the actual delivery of an event.
• Review an event after it’s delivery.

What You Will Do

• Research to find out what events are taking place in your locality.
• Study and compare different events.
• Review marketing of various real life events.
• List sources of potential financial support for an event.
• Interview someone who has managed an event.
• Explain the different legal and ethical responsibilities with respect to risk management of an event.
• Explain two methods of reducing liability, which could be used by the organisers of any event.
• Compile a stage plan, contact responsibility list, & production scheduler, with relevant run sheets for a one day seminar.
• Write a procedure (step by step) for choosing a venue for staging an event.
• List reasons why an evaluation would be undertaken after an event.
• Prepare a report to evaluate the event you attended.

Organising events may seem simple, on the surface

Tips for Managing a Christmas Party

If you want to be successful, you need to do it right and plan well ahead of time, and plan for what is achievable within the resources allocated.

Remember:

• any party is going to cost money

• any party is going to require a clean-up afterwards

• any party is going to require time and effort to organise and run

• any party is going to require plenty of preparation time before the day

• any party is going to require the effort of a group of dedicated people

You are better off doing something good that is achievable and that everyone will enjoy, than something extravagant, which becomes a problem in terms of time and money.

Types of Christmas Parties

The experience you plan for needs to be tailored to the type of party you are planning, and there are many different types of Christmas parties:

The Work Party

The work Christmas party is a time when people can shake off the pressures of work and relax with friends and colleagues. By celebrating away from where you usually work, it will be easier to unwind and enjoy your time together.

The Social Club Party

This is perhaps the easiest to organise, because the people in the group are used to getting together and having fun.

The Friends Party

Many people have extra commitments in the weeks leading up to Christmas. If you are to get together all the people you want at the same time, this type of party can cake some organising.

The Family Affair

For most of us, Christmas is a time to share with our families. Most families often have traditional activities for Christmas, but this doesn’t mean you can’t add some new traditions of your own.

The Decisions

Day or Night

Aside from your personal preference, think about what would suit your guests. If you have lots of older guests they may not want to drive at night. Young families may also prefer a daytime party. For an outdoor daytime party, remember to provide sun protection (sunscreen and shade umbrellas or a marquee). For an outdoor night party, plan ahead by providing garden lighting, mosquito repellent and emergency rain shelter.

How Many People

Deciding who and how many to invite can be the most difficult part of throwing a party. Larger numbers of people can usually entail more organising, expenses and cleaning up after the party.

Inside or Outside

The warmer nights of summer can make outdoor entertaining a pleasant option at this time of the year. But don’t forget to provide emergency shelter, unless you don’t mind your guests moving indoors when it rains.

What Type of Food – A Meal, or between Meals Occasion

Although many people like to include the traditional cooked meal for Christmas, this is not always the best option on a warm day. Seafoods, salads and barbeques are popular choices because they require less preparation and food does bring people together.

BYO or Catered Food and Drink

This will depend upon your budget, time available, and perhaps the formality of the occasion. If you want to supply food, the simple solution may be to hire a caterer; or if you are on a limited budget, buy take-away.

Barbecue chicken, cold meats and seafood e.g. ham on the bone, prawns, crabs, etc) are easy-to-serve options. Remember, the host and hostess need to mingle with their guests, not spend their entire time preparing and serving meals.

What Type of Music

The broad choice is live music or recorded. Hiring a Karaoke machine is always a fun way to liven up a party; or if you want something elegant and special, you might hire a string quartet and ask them to play Christmas Carols. Contact a local music school. They may be able to suggest someone. Keep in mind the ages of your guests and the atmosphere you are trying to create.

Hire Help, Use Friends or do it Yourself

Even the simplest party will involve work: before, during and after. You can hire help or rope in some friends or you might choose to do it all yourself. Whatever you do, the most important thing is to plan ahead, be prepared, and don’t try to do more than you can comfortably handle. If you are doing it all without help, keep the party small. It is better to ask for help than to do it all yourself and find that certain things have been forgotten or hastily completed.

Giving it the Christmas Feel

For many of us, Christmas is the one time of the year we associate with special rituals and traditions – and the Christmas party with all its trappings is one of those traditions.

Decorations

Christmas is the one time it’s good to go overboard with the decorations! Balloons, streamers, Christmas trees, home-made and bought Christmas decorations, vases filled with fresh cut flowers…whatever takes your fancy and creates a festive and fun house and garden. For a night party, hang strings of coloured lights outside the house or in the garden. Novelty lights (in the shape of reindeers, stars and Christmas trees, etc) are now widely available and are always popular with children.

Gifts

Even a small gift will be appreciated by your guests and will help to make the party a special occasion. You can share the cost and effort of buying presents by suggesting each guest bring one small gift (spending an agreed amount), which is pooled in a lucky dip.

Santa 

There’s always someone who can be conned into dressing up as Santa. Don’t forget Santa’s helpers – the smaller children at the party. They can be dressed up as elves. A good idea is to ask every guest to bring a present; then mix them up and take a lucky dip from Santa. Children love listening for their name, sitting on Santa’s lap and getting special presents from him.

Carol Singing

Carol singing is making a comeback. Your guests may enjoy singing or just listening to the traditional Christmas carols. You may hire a group of people to sing, or a musician to play an accompaniment while guests sing (in which case you may choose to have prepared song sheets to distribute).

Children

Many people say Christmas is for children, and it certainly is a special part of their childhood. And remember, it’s not always the expensive toys that they look forward to and remember in later years. The small things are equally or more important – the Christmas tree, the party food, the decorations, the other guests, staying up late and getting up early to unwrap the presents all add to the special Christmas spirit.

If you have any children at your party, consider supplying:

• Christmas tree

• sweets (lollies)

• party hats

• whistles

• bonbons

• small gifts (e.g. ‘pass the parcel’ is a favourite group game where each child gets a special present)

• maybe a treasure hunt or other organised games such as piñatas where a child hits a bag filled with lollies which scatter on the ground

• a large area to run around and let off steam

After carefully considering the above facets of what appears to be a simple party, you can see that the organisation of any event requires you to cover the same elements, use the same organisational skills and imagination, whether large or small, it is really only the scale that changes.