TOPIC 6

What is event management (Silvers, 2004)?

The process by which an event is decided, planned, implemented, and controlled.

What does event planning encompass?

Assessment, definition, acquisition, allocation, direction, and control of resources (time, finances, people, products, services).

What are the 4 stages of event management?

1) Decision, 2) Planning, 3) Implementation, 4) Evaluation.

What is the first step in planning an event?

Determining the main objective of the event.

What are the first tasks in the pre-event phase?

Identify target audience, define the message, select potential dates, assign planners, and contact suppliers.

What must be established in the early stages of event planning?

Budget, preliminary program (agenda), and promotional strategy.

What is a key communication step before the event?

Send a “first notice” to potential attendees.

What are the main considerations when planning the setting of an event?

Indoor or outdoor format and types of spaces (e.g., assemblies, exhibitions, processions).

What factors affect the choice of location?

Visibility, accessibility, cost, support services, and image.

What does “size” refer to in event planning?

The expected number of attendees and space requirements.

What comes after selecting the location and date?

Designing the program, assigning tasks, and confirming the venue.

What is included in vendor coordination?

Negotiating contracts, setting expectations, and providing the schedule to all suppliers.

What is an RFP in event planning?

A document sent to potential suppliers (hotels, venues) requesting proposals to host the event.

What is the benefit of using an RFP?

It allows for standardized, comparable proposals (“apples-to-apples”).

What services are typically requested in an RFP?

Guest rooms, meeting spaces, catering, and audiovisual services.

List five functional areas in event planning.

Budget/finance, HR, marketing, logistics, sponsorship.

What other aspects must be considered in planning?

Risk management, safety, legal issues, communication, evaluation.