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Special Event Management Presented by

Charmaine Wilkerson For the C e rt i f i c at e o f C o m p l e t i o n i n Meeting & Event Planning

College of Extended & International Education


Definitions Special Event A unique moment in time of public assembly celebrated with ceremony and ritual to satisfy specific needs Event Leadership / Event Management The profession requiring Management of a Special Event for the purpose of celebration, education, marketing, or reunion


Definitions - cont’d

Event Leader / Event Manager An individual in the profession of Event Leadership/Management who is at the helm of a Special Event


Event Management Specialties

Civic

Expositions

Hallmark

Fairs & Festivals

Hospitality


Event Management Specialties – cont’d

Meetings & Conferences Corporate/Associations

Sports

Retail

Tourism

Social Life-Cycle

Music/Entertainment


Why are subfields important? Business and Job Opportunities

Wolfgang Puck Born in St. Veit, Austria, Puck apprenticed as a chef in France. In 1973, he became Executive Chef of Ma Maison In LA. In 1982, he opened his own flagship restaurant, Spago, catering to celebrity clientele. Wolfgang Puck Catering (WPC) has created the cuisine for the Oscar’s Governor’s Ball at Hollywood and Highland and provides exclusive catering services to venues across the nation. Wolfgang’s empire includes branded cookware, utensils and appliances sold on Home Shopping Network, Sam's Club and the Frontgate catalogue.

Mary Micucci

Along Came Mary THE SECRET OF MY SUCCESS "Surround yourself with committed, passionate, creative people; then you can't lose. I can't tell you how happy with and proud I am of the people who work here, how I've seen them grow, how I've seen them make a commitment to our clients, stretching their own imagination and creativity. It's the thing that makes me proudest. It's a team, a remarkable team of people."

Colin Cowie “Born in Kitwe, Zambia, educated in South Africa, and a United States resident since 1985, Colin Cowie is recognized around the world as an arbiter of style. Colin Cowie Lifestyle – the world’s premier event planning, interior design and lifestyle company, with offices in Los Angeles, and New York – is the undisputed leader in its field.”


Special Events Magazine

George P. Johnson Experience Marketing

$250 million +


5 Critical Stages of Successful Event Management

Research • Design • Planning • Coordinating • Evaluation •


Research •

Quantitative - is generally conducted in a survey manner which describes mostly demographics

•

Qualitative - is to probe for hidden meanings in the quantitative studies


Research To produce an effective event incorporate in your market research the 5 W’s: • Why • Who • When • Where • What


Research “Why” should you produce this event to begin with “Who” will be the stakeholders • Internal - board of directors, committee members, staff • External - those who will be investing in your event Sponsors, guests, donors


Research “When” will the event take place. • Time of year may influence location. i.e. outdoors vs. indoors affects your event management time frame “Where” will the event be held


Research “What” is the end result you wish to accomplish both for the guests and internal stake holders. This should tie in with the rest of the W’s Why, Who, When & Where Once you have answered the 5 W’s, the next is “How”


Research “How” will your organization fund the event. This will also determine some of the W’s. Budget - having it determined is crucial to producing a successful event.


Design •

Brainstorming

Creativity

Theme Resources - www.event-planner.com, www.specialeventsmagazine.com, www.specialevents.com, www.party411.com •


Planning • • • •

Timing Space Tempo Marketing


Planning Timing involves the question “When� do you plan to hold your event. As the conductor, the Event Manager, is responsible to determine if the planning process is feasible


Planning

Space • Location - Site inspection • Space of time between critical decisions


Planning

Tempo is the rate at which events take place during the planning stage • Time-Line • Task List • Managing Planning Committee


Planning Marketing your event by • Promotion • Advertising • Public Relations • Mini Events • Local Internet Listings • Social Media


Planning Promotion Know your event product. The most successful salespeople have both expert knowledge of the product and effective sales skills. Identify your target market


Planning

Adver tising Print not only in magazines or newspapers but in association and organization newsletters, flyers, or website


Planning

Public Relations • Press Releases - pre, during, and post event • PSA, TV • Internet


Planning

Mini Events Using miniature events to promote larger events, such as


Planning Local Listings  Zvents.com  Eventbrite.com  Events/OC

Register.com


Planning Social Media  Twitter 

Hash Tags: #csudhevents, #eventprofs

 Facebook: personal, business  Pinterest:

use visual images to promote  Blogs : ahlEVENTSBlog.com  Internet and apps : foursquare.com


Planning Social Media – cont’d  LinkedIn  Groups

: Event Planning & Event Management  Sub-groups: 

Social Media and Event Technology for Event Planners and Meeting

Career Advice for Event Planning & Management


Coordinating • • •

Executing the Task List by appointing leads Overseeing Time-Line Event Production Schedule (Event Time-Line)


Coordinating •

Volunteers


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


Coordinating


SATELLITE KITCHEN


KITCHEN SET-UP


BUS STATIONS


ROLL CALL


GYPSY KINGS SOUND CHECK


STAFF BREAK


STAFF PHOTO


RECEPTION


LILLY WITH A TABLE SET-UP


KITCHEN SERVICE


Happy CLIENT


Happy Event Managers


RECENT EVENTS 

Click to edit Master text styles  Second 

level

Third level 

Fourth level 

Fifth level


DINING ROOM SET-UP 

Click to edit Master text styles  Second 

level

Third level 

Fourth level 

Fifth level


DINING ROOM SET-UP


DINING ROOM SET-UP


DINING ROOM SET-UP


DINING ROOM SET-UP


Evaluation • •

Stakeholders Guests/Attendees


Buzz 

A Spin on Event Production The Special Event Presents Las Vegas, NV, July 19, 2013 thespecialeventshow.com

2014 The Special Event Nashville, TN, January 7-10, 2014 thespecialeventshow.com

Event Solutions Idea Factory Las Vegas, March 23 - 26, 2014 event-solutions.com


Special event management 2012  

This course will provide you with tools to improve the effectiveness of your special events. Develop your skills as an Event Manager as you...

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