Event Management BRE209

 DO YOU ENJOY MEETING PEOPLE AND PLANNING EVERYONE ELSE'S SOCIAL LIFE?

Why not put your skills to work and turn your socialising past time into a business?  This course will develop your skills in event planning, staging, marketing, crowd control and much more, as well as teaching you what you need to do 'after the event'.  It is a fantastic guide for anyone who wants to begin a business or career in event management.


COURSE STRUCTURE

There are 9 lessons as follows:

  1.     Scope and Nature of Event Management
  2.     Developing the Concept
  3.     Physical an Human Resources
  4.     Project Logistics
  5.     Marketing an Event
  6.     Financial Management
  7.     Risk Management
  8.     Staging the Event
  9.     After the Event

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
On successful completion of the course you should be able to do the following:

  • 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 THE COURSE COVERS
Here are just some of the things you will be doing:

  • 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.

 Duration    100 hours

 

Detailed Contents of the Lessons:

Lesson 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

Lesson 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

Lesson 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

Lesson 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

Lesson 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

Lesson 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

Lesson 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

Lesson 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

Lesson 9.   After the Event

  • Measuring Success
  • Dealing with Complaints
  • Cleaning Up
  • Repairing Lawns
  • Evaluation Checklist

Develop knowledge and skills in the planning and management of special events including gallery openings, festivals, exhibitions and sporting events.


SAMPLE COURSE NOTES

When to Run An Event

This is always the first and most important question to ask.

Many events that fail to achieve an appropriate level of support are run with insufficient demand. Some events are organised because it is the “expected” thing to do. For example, many organisations, from churches to schools and workplaces, organise seasonal parties or celebrations. These may vary from one culture to another, and may include New Years celebrations (which can occur at different times in different cultures), Christmas parties, Hanukkah celebrations, Easter picnics, and so on. The problem is that with an over abundance of events at the same time of year, caterers get booked up, and individuals face the dilemma of not being able to accept two invitations at the same time. Inevitably some of these events end up as grand successes, and others, despite all the good planning and efforts of their organisers, will never get more than a mediocre support.

Situations like this teach us that timing is as important as anything else in the management of an important event. Do your homework, and be aware of competing events on or near the date that you are planning for your event. Identify your target market (whether family members and friends for a wedding or local teenagers for a rock concert), and try to ensure that there is competing event that might interest them close to the time you plan to run the event.

When considering the date of the event, take into account:

  • Other events that might affect participation
  • Expected weather conditions
  • Whether schools are schools open or closed
  • Whether the date falls on a national or religious holiday
  • The cost of the venue, staff etc. on that date (costs can increase on weekends or during holidays).

 

Other Factors to Consider

For any event to succeed, people must be sufficiently motivated to attend. Consider your focus when planning the event, and how you can make the event attract as many people as possible.

Some events evolve and develop over time, for example a regional literary festival may initially only have the support of local writers and associated parties; however over time this can grow and develop as the event gains more support, and community interest and knowledge grows. The problem is how to contain the event to a manageable size so that if the inaugural event does not draw large crowds, it won’t have a negative impact on funds, and at the same time, making it interesting enough to capture public imagination and ensure attendance growth in the future.

Some events may be far easier to sell than others e.g. younger people are motivated to go out to an event with other young people (but not always if the event is being attended by all ages). Events that have a successful history (i.e. they have been run before, and succeeded) are more likely to grow and attract support in the future. People can plan their next event using the successes of their previous events to guide them.

Events with an unsuccessful history are more likely to see support diminish the second and third time round. If an event has been unsuccessful, the organisers really need to have an extremely good reason for attempting to stage it again. If an event does not prove to be successful the event manager should also analyse where mistakes or misguided decisions were made, even if this particular event is never held again. Analysis will help to avoid the same mistakes and will also help to improve your performance in organising other events.

   

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Fee Information (S3)
Prices in Australian Dollars

PlanAust. PriceOverseas Price
A 1 x $869.00  1 x $790.00
B 2 x $473.00  2 x $430.00

Note: Australian prices include GST. 
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