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Tmo 351 PPT 4

The document discusses event infrastructure and planning. It defines event infrastructure as the necessary equipment, goods, and facilities for conducting an event, such as fencing, washrooms, tents, and stages. The infrastructure needs depend on the type, purpose, and size of the event. Proper planning of infrastructure is important and involves understanding requirements, coordinating with authorities, and ensuring safety. Key roles in event management are also outlined, including the event organizer, manager, health and safety officer, and medical coordinator.

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Abdul Wajeed
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129 views22 pages

Tmo 351 PPT 4

The document discusses event infrastructure and planning. It defines event infrastructure as the necessary equipment, goods, and facilities for conducting an event, such as fencing, washrooms, tents, and stages. The infrastructure needs depend on the type, purpose, and size of the event. Proper planning of infrastructure is important and involves understanding requirements, coordinating with authorities, and ensuring safety. Key roles in event management are also outlined, including the event organizer, manager, health and safety officer, and medical coordinator.

Uploaded by

Abdul Wajeed
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 22

UNIVERSITY INSTITUTE OF TOURISM AND

HOSPITALITY MANAGEMENT

Course code- TMO 351


Master Subject Coordinator - Dr. Kiran Shashwat

Course Name- Event Planning & Management

1
DISCOVER . LEARN . EMPOWER
TOPIC 9
Events- Infrastructure
Course Outcome Mapped : CO 1
Events- Infrastructure

• Event Infrastructure means the equipment, goods and chattel


necessary for the conduct of the event and includes items
such as fencing, washrooms, hand washing stations, tents and
stages etc.
• Event infrastructure includes the amenities and facilities
required for the operations of any event.
• Event infrastructure depends on the type , purpose and
motive of the event.
Events- Infrastructure
• Setting the requirement of any events- infrastructure is the
first stage of event operational planning.
• The infrastructure requirement can be based on its type,
size and purpose.
• For indoor events the requirements may be limited with the
choice or services of venue like sport centre, community
centre, exhibition hall etc.
• The infrastructure choice can change when an event is
planned for outdoor.
Events- Infrastructure
• Steps for Event- Infrastructure
• Communicate with customer to understand the infrastructure
requirement
• Coordinate with relevant authorities at the commencement of
event management
• Ensure regulatory requirements are integrated into the
planning process
• Further identify and analysis the infrastructure and facility
requirement
• Review all the aspects of proposed event and venue
Events- Infrastructure
• The detailed list of event infrastructural requirements has to
be discussed and developed
• A approval should be taken from the approving authorities
• Venue management will further evaluate the list based on
its importance, life, budget , purpose, motive & usage.
• It is important to incorporate the necessary safety & security
measure for risk management issues at each level of
infrastructure planning.
• Safety aspects are the most important features of any
event’s plan.
Events- Infrastructure
• Event Infrastructure requirement includes:
TOPIC 10
Events-Role & Responsibilities
Course Outcome Mapped : CO 1
Events- Role & Responsibilities
• Depending on the size of the event ,the roles are defined
• It is difficult to manage the organization of the event as well
as the health and safety elements . So these roles need to be
split.
• It includes numbers of people, any structures, barriers,
electrical supplies and all other equipment etc.
• Depending on the size of an event, roles can be allocated:
• Event Organizer
• Event Manager
Events- Role & Responsibilities
• Site Manager
• Health & Safety Officer
• Arena/Stage Manager
• Steward/Marshal Coordinator
• Media Coordinator
• Medical Coordinator
• Welfare of Vulnerable persons
Events- Role & Responsibilities

• Roles in an Event
• Pre-event organization
• Planning an event that meets the stated objectives
• Working out event budget, and logistics (venue, catering,
etc)
• Managing an effective event marketing campaign
• Managing registrants
Events- Role & Responsibilities

• On-the-day management
• Ensuring that on the day logistics are running smoothly
(catering, venue, equipment)
• Managing event staff to help mark attendance, run speeches,
provide attendee support, collect sign ups etc.
• Sending SMS communications to attendees when needed
(last minute venue changes, parking notices etc)
Events- Role & Responsibilities

• Post-event communication, reporting & analysis


• Managing post-event marketing/communications (‘thank you
for coming’ email, feedback surveys, etc)
• Reviewing reports
• Analyzing feedback and report data to measure whether
event goal was achieved
Events- Role & Responsibilities
• Responsibilities in an Event:
• Plan event from start to finish according to requirements,
target audience and objectives
• Come up with suggestions to enhance the event’s success
• Prepare budgets and ensure adherence
• Source and negotiate with vendors and suppliers
• Be in charge of hiring personnel (DJs, waiters etc.)
• Coordinate all operations
• Lead promotional activities for the event
Events- Role & Responsibilities
• Supervise all staff (event coordinators, caterers etc.)
• Approve all aspects before the day of the event
• Ensure event is completed smoothly and step up to resolve
any problems that might occur
• Analyze the event’s success and prepare reports
Events- Role & Responsibilities
• Event Manger responsibilities
• Event Manager has the event management responsibilities to
be able to delegate tasks to other teammates.
• Ensuring that all aspects of event planning have strategic
value in reaching the event’s goal.
• Making sure an event is on track to reach its objectives by
monitoring results as they come in.
• Measuring whether an event was successful by reviewing
results post-event.
Events- Role & Responsibilities
• Event Manger- Key Roles
• Planning an event from start to finish
• Generating ideas for the event
• Managing event budgets
• Sponsorship negotiations
• Managing logistics and event venues
• Managing audio and virtual event companies
• Putting together event marketing plans
• Post-event communication, reporting & analysis
• Analyzing feedback and report data to measure whether the event
goal was achieved
Events- Role & Responsibilities
• Steps to plan an event:
• Define a clear event goal
• Know your event’s audience
• Figure out your event budget (and find event sponsors if needed)
• Set a date, and book an event venue
• Design an event brand
• Develop an event marketing strategy
• Pre-schedule your event communications ahead of time
• Gather registrations (a branded online registration form makes this a
breeze)
• Measure success: analyze event report data
Questions / Doubts?
Reference Books

• Dowson,R. Bassett,D.(2018). Event Planning and Management:


Principles, Planning and Practice.Kogan Page 2nd Edition.
• Bladen,C.Kennell,J.Abson,E. and Wilde,N.(2017). Events
Management: An Introduction.Routledge,2nd Edition.
• Conway,D.(2019). The Event Manager's Bible.Robinson 3rd Edition.
• Yadav,L. and Yadav,K.(2022). Event Management, Marketing,
Planning, Production & Management.Evincepub Publishing
Video Link

• https://www.youtube.com/watch?v=IHjITu2dQCU
• https://www.youtube.com/watch?v=Qk1Cr_E-GCw
• https://www.youtube.com/watch?v=VpeqCDn9uVY&t=828s
• https://www.youtube.com/watch?v=I-XjdcpfXoI&t=261s
• https://www.youtube.com/watch?v=8prs-7oRroM
• https://www.youtube.com/watch?v=LgMbITJUdM0
• https://www.youtube.com/watch?v=Q_Ece-fPKuw&t=9s
• https://www.youtube.com/watch?v=UGVQludJ7sM
• https://www.youtube.com/watch?v=gCD_4UbqQIA
• https://www.youtube.com/watch?v=0LWeNrc4XUg
• https://www.visitmonmouthshire.com/information/events-management/aims
THANK YOU

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