Page 184 - DMGT304_EVENT_MANAGEMENT

Unit 7: Planning for Events and Event Proposal

The seminar serves as a venue to demystify the funding application process and clarify Notes
federal regulations and policies. Since 2008, Ripple Effect has provided project management
and coordination support for five NIH Regional Seminars.

Solution

Ripple Effect utilized our comprehensive event management approach to coordinate all
of the moving pieces of these events. The four phased approach involves:
Phase 1: Development – Initial concept design; define purpose, objectives, format and overall
vision for the event. Develop event specifications guide.
Phase 2: Pre-Event Coordination – Agenda development, budget creation, site research and
selection, website development, speaker management, communication/outreach, and
materials design and printing.
Phase 3: On-site Coordination – Venue set-up, vendor/exhibitor set-up, registration/
information desk, program execution, volunteer coordination and dismantle process.
Phase 4: Post-Event Coordination – Budget reconciliation; distribute thank you letters, final
report and evaluation.
We identified OER’s operational and programmatic objectives, and gathered the event
specifications. With this information we were able to create an event work plan, including
the event time line and tasks list, to achieve the event objectives. We held regular planning
meetings with OER leadership, and coordinated logistics and communications with
speakers, exhibitors, volunteers, and attendees.
Achievements
Negotiated advantageous vendor agreements, saving on average 10-20%.
Provided quick, effective solutions to on-site logistical challenges to consistently
ensure the smooth operation of the seminars with over 98% positive feedback.
Drew an average conference attendance exceeding 650 people.
Designed and executed an effective communications and outreach campaign
including website content, flyers, program booklet, and various articles.

Coordinated and managed the activities of 40+ volunteers during the 3-day events.
Attracted and retained top-level exhibitors from the biomedical and grant writing
industries.
Questions:
1. Analyze the case and interpret it.
2. What do you infer from it?
3. Write down the case facts.
Source: http://www.rippleeffect.com/2011/01/31/case-study-regionalseminar/

LOVELY PROFESSIONAL UNIVERSITY 179