The Practical Guide to Organising Events

The Practical Guide to Organising Events is a short, accessible and practical guide on how to successfully plan and organise a variety of event types in a wide range of contexts. The core sections of the text are logically structured around the key stages of event management – pre-event, on-site and post-event – offering essential practical insight and guidance throughout the whole process. Topics covered include proposal writing, budget, funding and sponsorship, health and safety, security and evaluation. This is a fundamental resource for all events management students running and organising an event as part of their degree programme. It is also a book for anybody who just happens to be tasked with organising an event such as an office party, asocial networking event, Christmas party or family wedding.Based onexperience, using real-life case studies and anecdotal examples, The Practical Guide to Organising Events ultimately makes the business of events management appealing, understandable and achievable.

Contents List of contributors Preface Acknowledgements Introduction The culture of events Developed markets Event management company Production company Public relations company or marketing company Undeveloped and developing markets Sustainable events The structure of events Types of event Functions Productions Banquets Galas Conferences Exhibitions Launches Fashion Shows Premieres Screenings Parties Sectors of the events industry Corporate events Public events Charity events Trade events Press events The structure of an event Event objectives The venue The role of the event organiser In-house External specialist Venue event manager The ‘real’ event manager The ‘real’ client Risk and control Staffing Volunteer staff Part 1 Management Pre-Event Enquiry Brief Briefing template Proposal Pitching Confirmation Lead-in Finding the venue Venue show-round Venue limitations Unusual venues Green field venues Venue deposit Provisional hold Venue hire fee Venue cancellation Budget proposal Mark-up Commission Contingency Marketing Market Message Medium Social media Search engine optimisation (SEO) Funding The client purse Sponsors Types of sponsor Exhibitors Paying guests Tickets Other revenue streams Theme Themed proposals The client file Catering In-house catering Outside catering Menu tasting Typef of catering Buffet Banquet or sit-down dinner Canapes Catering logistics Tickets and invitations Security passes Access all areas passes Invitations Beverages Welcome drinks Sponsored drinks Drinks supplied by the venue Bar vouchers Credit bars Client liaison Event checklist Administration checklist Production companies Show producer Part 2 Operational Event Management – Management Onsite Checking Hosting The running order Sequence Rehearsal Production office Caterers Theme and decoration Entertainment riders Staff briefing Pre-event briefing Onsite briefing Security Handheld radios Final walk-round Fire, health and safety Risk assessment Safety legislation information Aesthetics The front door Cloakroom The guest experience The Press Press room Press release Event photography De-rig Get-out Part 3 Management Post-Event Debriefs Management team debrief Venue and suppliers debriefs Sponsor debriefs Client debrief Complaint handling Guest feedback Final report Case Studies Case study by the author: garden party hosted by Queen Elizabeth II Case study by the author: artist and VIP hospitality at The BRIT Awards Case study by the author: worldwide launch of the Bon Jovi album, Crush Case study by Ms Chantal Dickson: the Tour de France Départ Leeds Case study by Mr Paul Glover: 100 year anniversary for a circus Case study by Ms Ariane Lengyel: gala at the Palace of Versailles Case study by Amira Malek: Reflections on graduating with an events management degree Case study by Dr Evangelia Marinakou: IT conference in Greece Reflections of an events management graduate by David Titley Event management as a career choice The author’s career path Author’s eventography Glossary of technical terms Appendices I Enquiry form II Example sponsor package III Event checklist IV Administration checklist V Running order VI Final report INDEX

Philip Berners graduated with a degree in hospitality management from the University of West London where he later returned as a lecturer in events management. He is presently teaching events management and researching for his doctorate on the development of the events industry in a post-communist society: a case study of Poland. Philip spent ten years in Poland as an events consultant and founded an events training school in Warsaw. He also taught event management for Collegium Civitas University at the Palace of Culture and Science. Philip has organised every genre of event in the UK, Italy, Portugal and Poland; he was venue manager at the London Hippodrome, Camden Palace and Thorpe Park; and he has been the in-house event manager for corporations including the Daily Mail Group. His client portfolio includes the Queen, Prince Charles, Bon Jovi, Shania Twain, Jennifer Lopez, The BRIT Awards, MOBO Awards, The Publican newspaper, London Fashion Week, the British Red Cross, Xerox, Virgin Atlantic, British Airways, Formula 1, Panasonic, Max Power magazine, PC Zone magazine, Alternative Hair Show, Kent Institute of Art and Design, Schweppes and Diageo. Philip's qualifications are as follows: Bachelor of Arts Degree in Hospitality Management; City and Guilds in Hotel, Catering and Institutional Management; Postgraduate Certificate in Academic Practice; Fellowship of the Higher Education Academy; and he is about to commence his PhD.