Page 161 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes Public relations coordinator
Registration coordinator
Risk management coordinator
Safety coordinator
Security coordinator
Sponsorship coordinator

Transportation coordinator
Ushering coordinator
Volunteer coordinators

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Caution During the planning meeting it is important to involve those people who not
only will have the responsibility but also the authority to make decisions.
7.4.1 Planning to Plan

It is suggested that prior to any meeting the participants should be assigned pre-work to prepare
them to participate actively in the meeting. The scope and level of the pre-work is determined
by the event manager based on the skills and responsibilities of the planning team members.
The planning team members should, however, be prepared to contribute empirical information
in addition to their opinions as a result of their preparation.
The planning process begins with the announcement of the planning meeting. This
announcement should include a time and date for the meeting that is convenient for the planning
team members. One of the most common mistakes is to schedule this meeting without advance
consultation with the participants. An effective planning meeting requires that the planning
team members be fully committed to the process. This commitment requires advance approval
of the date, time, location, and format. Another common mistake is not allowing sufficient time
for the first meeting. Prior to scheduling the first meeting you should assemble a small group of
senior members of the team to actually plan the planning process. This planning to plan (or
preplanning) is a critical part of the ESP process.

Most event managers require several planning meetings to establish the final timeline and
thorough event plan. During the preplanning meeting you should reach consensus on how
many planning meetings will be needed and when and where they should be scheduled. The
location and length of the planning meeting will have a direct impact on the efficiency you
achieve. It is important to locate a site for the meeting that is convenient for the participants, yet
free of distraction. It is also important to remind stakeholders that they will need to leave
beepers, cell phones, and other personal distractions outside the meeting.
The length of the meeting will ultimately influence the productivity. The maxim “less is more” is
appropriate for planning meetings. Limit meetings to 90 minutes maximum. If the meeting must
last longer than 90 minutes, schedule frequent breaks. The agenda for the ESP meeting will guide
the team toward their eventual goal: the production of a workable and sustainable plan. Therefore,
the agenda should be developed during the preplanning process and distributed to the full team
in advance of the first planning meeting. Following is a typical agenda for the ESP meeting:
Welcome and introduction of team members
Review of goals and objectives of event

Review of critical dates for event

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