Scribd
Upload
126 views5 pages

Breakdown of The Special Event

After an event ends, there are several closing tasks the organizer must complete including expediting traffic flow, conducting a staff debriefing, and documenting any issues. The organizer should gather feedback from participants, media, staff, vendors, and exhibitors to include in a final report. The report should detail the event's income and expenses, finalize contracts, and send a press release on the event's success. The organizer should also thank volunteers in writing and potentially celebrate the event's success. Lessons learned can then be applied to planning future events.

Uploaded by

Katrina De Ubago Yanga
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
126 views5 pages

Breakdown of The Special Event

After an event ends, there are several closing tasks the organizer must complete including expediting traffic flow, conducting a staff debriefing, and documenting any issues. The organizer should gather feedback from participants, media, staff, vendors, and exhibitors to include in a final report. The report should detail the event's income and expenses, finalize contracts, and send a press release on the event's success. The organizer should also thank volunteers in writing and potentially celebrate the event's success. Lessons learned can then be applied to planning future events.

Uploaded by

Katrina De Ubago Yanga
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 5

Breakdown of the special event

Special events have one thing in common: They all come to an end! Breaking down the event usually involves a number of steps. Once the attendees have gone, there are a variety of closing tasks that an organizer must complete. First, the parking staff should expedite the flow of traffic away from the event. In some cases, community police are able to assist in traffic control. A debriefing of staff should take place to what did or did not happen at the event. There may be issues pending that will need documentation. It is always best to have written reports to refer to next years event. Consider having the following sources add information to the report:

1.

Participants: Interview some of the participants from the event. A customers perception and expectation is an invaluable insight Media and the Press: Ask why it was or why was not a press-worthy gathering. Staff and Management: Get a variety of staff and other management involved in the event to give feedback. Vendors: They also have a very unique perspective on how the event could be improved. Exhibitors and vendors MUST complete a survey. Because of their great perspective, exhibitors can provide some outstanding and constructive feedback for planning the next event. The following should also be included in a final report on the event:

2. 3.

4.

5.

Finalize the income and expense statement. Did the event break even, make a profit, or experience a loss? Finalize all contracts from the event. Fortunately, most of everything involved with putting together the event will have written documentation. Compare final billing with actual agreements. Send the media a final press release on the overall success of the event. Interviews with the press could be arranged. This could be especially newsworthy if the event generated significant revenues for the community.

6.

7.

4.Provide a written thank you for those volunteers who were involved with the event in any way. A celebration of some sort with the volunteers may be in order, especially if the event was financially and socially successful. Once the elements of breakdown have taken place, the organizers can examine the important lessons of staging the event. What would they do or not do next year?

Future Trends
The twenty-first century brings some evolving ideas into special events. The following are some noteworthy thoughts from special event planners, designers, and coordinators:

less is the new more. Clients are seeking the simple with a flare.
Clients want to appear to be responsible in their spending. Excessive overspending is no

longer the desirable trend


Stylish minimalism refers to the idea that clients still want style, flare, and innovation

in the overall event, but choose to uphold a conservative budgetary perception.


Quality is paramount, at a cost that the client sees a value. Frivolous events are seen as wasteful; events should have a purpose. Many events are now targeted toward service or charitable causes. This provides purposes to an event. Events may be targeted toward medical concern (i.e., cancer research, heart disease, autism awareness, etc.) or towards relief on a national or international level (Haiti Relief, Hurricane Katrina Relief, etc.).

Clients are looking for an entire package--- an experience. The event planner is truly planning an experience---often referred to as experience management.Some event planners believe that a good event should captivate the audience, and offer change every half hour. Going green---environmentally, event planners are urged to consider green solutions. Earthly, environmentally friendly efforts are becoming the expectation. Interestingly, because of the perceived lack of sophistication, eco-friendly efforts are more likely to be incorporated into an event, rather than a primary means of service. For example, recycled coffee cups may be offered at a coffee station, along with china cups and saucers. Technology is key in promotional efforts. More internet promotions are desired, as event managers are able to quantify the number of hits that they receive on their promotional initiative. This serves to quantifiably validate the expense and time of promotion. Every client has his/her own unique set of needs and wants. Every clients wants the undivided attention of the planner; his/her need must be recognized throughout the entire planning and execution of the event. Quality, cost, and relationship are three components that must be in balance for every special event.

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy