CONDUCT OF AN EVENT - Principles of Event Management

Notes 40 Pages

Bengaluru City University

Bachelor of Business Administration

Contributed by

Tabeed Malpani

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M.Com, NET, KSET

Principles of Event Management

Prepared By
Shahenaz Banu. S
Assistant Professor, Department of Commerce
M.E.S. Institute of Management, Rajajinagar, Bangalore – 10

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Principles of Management
Principles of Event Management
Table of Contents
Chapter 3: Conduct of an Event
• Conducting an Event .................................................................. 2
• Seating Arrangements used for Events ...................................... 3
• Steps in Organizing an Event ................................................... 14
• Process/Component of Communication ................................... 17
• Budget of an Event .................................................................. 18
• Roles & Responsibilities of Event Manager ............................ 26
• Event Planning Checklist ......................................................... 32

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CHAPTER – 3 : CONDUCT OF AN EVENT
CONDUCTING AN EVENT/PREPARING A PLANNING SCHEDULE
1) Analyse the overall primary goal
The objective behind conducting an event must be analysed by the event manager.
Example: Educational, Fund raising or Organizational celebrations.
2) Selection and recruitment of planning committee
Planning committee should consist of staff, board members and volunteers.
3) Creation of master plan and budget.
A master plan and budget must be prepared in each of the following areas which
include: Program, Promotion, Fund raising.
4) Develop a time line
A proper schedule must be prepared by the event manager to insure that tasks
are performed as per schedule.
5) Delegation of work
The event manager can assign the task to subcommittee or individuals to reduce
work pressure, but have to ensure that the task is delegated to correct person
6) Conduct and performance of event
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In order to make the event successful, the event manager must make sure that all
events which are planned for the particular event are performed as per the plan.
7) Evaluate and award volunteers
The event manager can collect feedback of event to evaluate the event (to assess
what improvement can be made)
Organizing Tables
Round tables mean that the event, dinner or wedding is more formal. They allow for a
big enough group of people to be seated closer together and for conversation engagement,
since it is easy to face everyone at the table. When choosing a round table you also have
to think of the size of the centerpiece.
Cocktail tables are great around dance floors or near the bar area, or are also used for
events that don’t involve a full lunch or dinner but just drinks and small foods, or at the
beginning of a more formal event, as the name says it, for cocktails and appetizers, before
you move your guests into a different room with a more formal setup
10 Seating Arrangements Used for Events
1. Theatre
This is the simplest style, reflecting the seating found in a theatre or cinema with chairs
aligned in consecutive straight rows.
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Positives:
- All of the seats are facing forwards towards the front of the function room.
- Maximum seated capacity is achieved for the function room.
Negatives:
- The audience is closed in, needing to push past other audience members to enter/exit
the seating area.
- Aisles are required to ensure sufficient access to seating area.
- There is no provision for note taking or consumption of plated food and beverage.
- Audience interaction is hindered as audience members don't face each other.
Popular for meetings, Annual General Meetings, product launches
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2. Classroom
This style reflects the seating found in a school or lecture theatre, with chairs and trestle
tables aligned in consecutive straight rows.
Positives:
- All of the seats are facing forwards towards the front of the function room.
- Allows for note taking and consumption of plated food and beverage.
Negatives:
- Again the audience is closed in, making it difficult for audience members to enter or
exit
- Aisles are required to ensure sufficient access to seating area.
- Seating capacity is reduced by the trestle tables. .
- Audience is less likely to interact as they are not facing each other.
Popular for training, conferences, sales kick-offs and product launches.
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3. Herringbone
This style is very similar to Classroom, however each consecutive row of chairs and
tables are angled inwards.
Positives:
- All of the seats are angled inward towards the podium.
- All of the seats are facing forwards towards the front of the function room.
- Allows for note taking and consumption of plated food and beverage.
Negatives:
- Again the audience is closed in, making it difficult for audience members to enter or
exit
- Aisles are required to ensure sufficient access to seating area.
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- Seating capacity is reduced by the trestle tables.
- Audience is less likely to interact as they are not facing each other.
Popular for training, conferences, lectures.
4. U Shape
As the name suggests this style is in the shape of the letter U, with the tables & chairs
arranged in an open ended configuration with the audience facing inwards.
Positives:
- The open end allows for a focal point or presentation area.
- Allows presenter to approach and engage with each audience members.
- Audience interaction is enhanced, with audience members facing each other.
Negatives:
- Inefficient use of floor space, with seating capacity reduced..
- A large proportion of the audience are seated side-on to the presentation area.
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Popular for training, conferences, workshops, meetings
5. Horse Shoe
This style is very similar to U Shape, however there are no tables, only chairs arranged
in an open ended configuration with the audience facing inwards.
Positives:
- The open end provides a focal point and allows for a presentation area.
- Allows presenter to approach and engage with each audience member.
Negatives:
- Inefficient use of floor space, with seating capacity reduced.
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- Aisles are required to ensure sufficient access and egress to seating area.
- There is no provision for note taking or consumption of plated food and beverage.
Popular for large meetings, presentations, team briefings
6. Hollow Square
This style is similar to U Shape, however there are four sides and no open end, with the
audience all facing inwards.
Positives:
- Audience interaction fully enhanced, with audience members all facing each other
- Allows audience to consume plated food and beverage easily
Negatives:
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CONDUCT OF AN EVENT - Principles of Event Management

CONDUCT OF AN EVENT - Principles of Event Management

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