Page 164 - DMGT304_EVENT_MANAGEMENT

Unit 7: Planning for Events and Event Proposal

The process of planning from preplanning through the essential corrective planning during the Notes
coordination phase forces the event manager and his or her team to logically assemble the best
ideas to produce added value for the client. In addition, the planning process must result in a
document or instrument that will guide and memorialize the journey of the stakeholders. From a
legal standpoint, the timeline, organizational chart, and production schedule can be used to show
illogical planning, or even worse, gaps in the planning process. During my experience as a expert
witness in numerous trials involving negligence by event professionals, these three documents
are often used by attorneys to prove that the event manager and his organization did not meet or
adhere the standard of care generally accepted in the modern profession of event management.
As the modern profession of event management transforms into the twenty-first-century global
marketplace, event managers must not only meet and exceed the standard of care that is generally
accepted in developed countries but also use these instruments to begin to communicate a
global standard for the worldwide event industry. Through standardized planning instruments
and processes event management will join other well-developed professions, such as medicine
and engineering, in establishing protocols that will lead to better communication, increased
safety, and higher-quality performance wherever event managers research, design, plan,
coordinate, and evaluate professional events.

A proposal is a Proforma with details about an event with adequate time for review. For large-
scale events, it is recommended to submit proposal three to six months prior to preferred event
date(s). Proposals for smaller events may be considered with one to two months of lead time.
The Event Planning Guide provides detailed instructions on how to prepare a complete proposal

Self Assessment

Fill in the blanks:

1. The first and foremost thing to do while planning an event is to know about the client’s
............................
2. The first step to planning an event is ............................, whether it is for a wedding, company,
birthday, festival, graduation or any other event requiring extensive planning.
3. The ............................ needs to choose entertainment, location, guest list, speakers, and
content.

4. The location for events is............................, but with event planning they would likely be
held at hotels, convention centers, reception halls, or outdoors depending on the event.
5. An event planner needs to be able to manage their time wisely for the event, and the
length of preparation needed for each event so it is a ............................

7.5 Role of Event Planner

Many business-to-business trade publications exist to help event planning and production
professionals become educated about the issues and trends in their industry. Many are controlled
circulation publications available at no cost to qualified event professionals. Qualification is
based on multiple variables like job title, company type, industry segment or geographic region,
and is at the publisher’s discretion.

The Internet will continue to drive the development of the global event management industry.
You must use this dynamic technology quickly and accurately to ensure that your event remains
competitive throughout the twenty-first century.
So, in the interest of creating an excellent event experience for exhibitors, speakers and attendees
following few important points should be borne in mind of the planner:

LOVELY PROFESSIONAL UNIVERSITY 159