Event Management

– Best Practices
By Ahmed Antar
ASHRAE RAL YEA Regional Lecturer
YEA Chapter Chair – ASHRAE Cairo Chapter
Consultant Accounts Executive – Johnson Controls
Agenda
• Event Management Definition
• Event Management Phases
• Common Challenges
• Best Practices
• Case Study - ASHRAE Cairo Chapter Career
Fair (ACCCF)
 What is Event Management for Career Fairs?

• Event management involves coordinating all aspects of an event to ensure its success.
• Career fairs are events where students, graduates and employers connect to explore
job opportunities, internships and develop their technical and soft skills.
Event Management Phases
1. Initiation Phase
2. Planning Phase
3. Organizing Phase
4. Execution Phase
5. Monitoring and Controlling Phase
6. Evaluation Phase
Initiation phase
• 1. Defining the Event Purpose and Objectives
• Why is the event being held? Clearly outline the goals of the event. Is it for brand awareness,
fundraising, networking, education, or celebration?
• What are the desired outcomes? Establish measurable objectives, such as the number of
attendees, revenue targets, or engagement metrics.
• Who is the target audience? Identify the demographics, interests, and needs of the attendees.
Initiation phase
• 2. Conceptualizing the Event
• Event Type: Decide on the format (e.g., conference, seminar, career fair, wedding, concert, trade
show, etc.).
• Theme: Develop a compelling theme or concept that aligns with the event's purpose and
resonates with the audience.
• Unique Selling Point (USP): Determine what will make the event stand out from others.
Initiation phase
• 3. Feasibility Analysis
• Budget Estimation: Create a preliminary budget to assess financial viability. Include potential
costs for venue, catering, marketing, staffing, and contingencies.
• Resource Assessment: Evaluate the availability of resources, including team members,
technology, and vendors.
• Risk Assessment: Identify potential risks (e.g., weather, low attendance, technical issues) and
plan mitigation strategies.
Initiation phase
• 4. Stakeholder Identification
• Internal Stakeholders: Identify team members, BOG members,, or partners involved in planning
and execution.
• External Stakeholders: Engage with vendors, suppliers, sponsors and external partners (e.g.,
caterers, AV teams, decorators).
• Key Decision-Makers: Ensure alignment with stakeholders who have the authority to approve
plans and budgets.
Initiation phase
• 5. Drafting the Event Proposal
• Event Overview: Summarize the purpose, objectives, and theme.
• Timeline: Provide a high-level timeline for planning and execution.
• Budget Outline: Share an estimated budget breakdown.
• Expected ROI: Highlight the benefits and returns (financial, brand value, or otherwise).
Initiation phase
• 6. Approval and Kickoff
• Present the event proposal to stakeholders for approval.
• Once approved, formally kick off the event planning process by assembling the team and
assigning roles and responsibilities.
Key Deliverables of the Initiation Phase
• Event proposal or charter.
• Preliminary budget.
• High-level timeline.
• Stakeholder list.
• Risk assessment report.
Planning Phase
Key Steps:
1. Define objectives (e.g., connect students with employers, promote job opportunities and
develop the skills of attendees).
2. Identify target audience (students, alumni, employers).
3. Set a budget (venue, marketing, materials, etc.).
4. Choose a date and venue.
5. Create a timeline for tasks.
Organizing Phase
• Key Steps:
• Prepare sponsorship packages and benefits
• Recruit and coordinate with employers, sponsors and universities.
• Reserve the venue and coordinate the payment process
• Contact an event management entity and receive their proposal and the quotation
• Contact catering sponsors for provide free meals and beverages for all attendees
 Organizing Phase
Key Steps:

• Design the layout of the career fair (booths, registration area, stage, etc.).
• Prepare the event schedule including workshops and panel discussions … Confirm with speakers
• Promote the event (social media, emails, posters).
• Train staff and volunteers.
• Coordinate the setup and installation for all necessary matter one day prior to the event date.
• Assign event manager and team leaders (Registration, VIP room, front stage, backstage, workshops and rotators).
Execution Phase
1. Set up the venue (booths, signage, registration desks).
2. Assign the positions for organizing teams and team leaders (Registration, VIP room, front stage,
backstage, workshops and rotators).
3. Welcome attendees and manage registrations.
4. Welcome VIPs and guide them to VIP room.
5. Start sharp at the announced time and adhere to the schedule.
6. Ensure smooth flow of activities (e.g., employer-student interactions) and manage any conflicts.
7. Make sure you have backup plan for any speaker who has not attended.
8. Address any issues or emergencies.
9. Capture photos and videos for documentation.
Monitoring and Controlling Phase
• Purpose: Ensure the event stays on track and address any issues in real-time.
• Key Steps:
• Track progress against the timeline and budget.
• Monitor attendee and employer satisfaction during the event.
• Address logistical or technical issues immediately.
• Communicate updates to the team and stakeholders.
• Adjust plans as needed to ensure success.
• STAY CALM and FOCUSED
Evaluation Phase
1. Collect feedback from attendees, employers, and staff.
2. Analyze event success (e.g., number of attendees, job offers, satisfaction rates).
3. Review budget and expenses. ( deficit or surplus ?)
4. Identify strengths and areas for improvement.
5. Document lessons learned for future events.
Common Challenges
• Budget required
• Number of sponsors
• Number of attendees
• Social media reach
• Absence of speakers during the event
• Logistical issues (e.g., venue problems, technical difficulties).
• Time management.
• Ensuring diversity and inclusivity.
Best Practices for Successful Career Fairs
• Start planning early.
• Communicate clearly with all stakeholders.
• Use technology for registration and feedback.
• Focus on attendee experience.
• Continuously monitor and adjust during the event.
• Evaluate and improve for future events.
Case Study: ASHRAE Cairo Chapter Career Fair
(ACCCF)
ACCCF’24 Video
Thank You!
Q&A