Page 196 - DMGT304_EVENT_MANAGEMENT

Unit 8: Protocol and Staging

Below are some event management tips for a well-staged event. Whether you're planning a Notes
networking event, a media conference, seminar or workshop, fashion parade, open day, product
launch or even a cocktail party, it will help keep the following in mind.

8.5.1 The Beginning

Paying attention to every detail creates a professional image for your business. Begin with the
basics by developing your message and branding, choosing the venue or site, date, start and
finish times.
If you're planning a large events, you should also plan for its budget.
If it is a community event, organise the legalities - check council permits, contracts, letters
of agreement and insurance.
Set budgets, organise sponsors, suppliers and venue facilities.
Plan entertainment and accommodation.

Arrange food and catering, kitchen and bar facilities, hospitality, dressing rooms, hair and
make up, media area, alcohol and beverages and any licenses needed.
Set up money collection and float.

Have table settings or seating arrangements in place.
Get merchandise and souvenirs. Signage including t-shirts or uniforms.

8.5.2 Equipment for your Event

The following should be on your checklist:
Staging - design and decoration.
Power, audiovisual, lighting, video or PowerPoint presentation, speakers or entertainers
needs.
Marquees, tents or stalls, toilets, waste bins and water.
Administration, information and lost children area.
Ambulance or first aid, security, crowd control.
Contingency plan for wet weather and crisis management plan. Include a manual and run
sheets for all personnel.
Event tool kit - consider things like blue tack for posters, blank name tags, first-aid kit,
torch and gaffa tape.

8.5.3 Promotion of, and Communication at your Event

Organise media releases, photographic images for press usage on television, the Internet
and in print.
Have a photographer and/or video producer at your event.
Get letterhead and invitations printed, newsletters and emails issued or mailbox drops.

Ensure flyers, posters and programs include telephone numbers and website addresses.
Have an event manual with contact numbers of organisers, staff and entertainers.
Send letters to confirm details.

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