Event Management

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Steve Rubel and Seth Godin on planning and hiring
2007-05-29 11:29:00
For those out there who do not know about the two gentleman in the title. Steve Rubel could be defined as the Nureyev of PR, while I think of Seth Godin as the Gandhi of Marketing.Why a post on these two nice fellas? Well if you are in events I strongly suggest MicroPersuasion and Seth's Blog as a daily reading. I think you get more useful stuff there than in a complete textbook on the subject.Moreover I invite you to have a look at Rubel's post on Scripting and at Seth Godin idea of people in organizations that get things done. Very specific to our matter here!
More About: Planning , Hiring , Odin

Tips on Event Marketing
2007-05-26 16:19:00
What is the purpose of applying marketing concepts to events? This post outlines few marketing concepts and applies them to the events context. Several authors have in fact suggested that marketing events helps in reducing risk. I'll investigate on such connection trying to understand if we could benefit from the marketing process in any way.Segmentation and TargetingFirstly it's us, the event managers. We are desperately trying to sell our next event to an indefinite crowd of people out there. This situation sounds pretty risky to me. I see the risk in the fact that not knowing the people we are talking to could seriously predict the outcome of the event.Ok we know that knowing our audience is necessary but how does this translates to reality. Marketing offers us various techniques to approach this matter. Segmentation is the first tool we need to use to identify at least three target markets on which we could build our next steps.PositioningOnce we have established profitable, m...
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(More) Work Breakdown Structure (WBS) Examples
2007-05-26 13:27:00
Defining what to do when planning an event is definitely a pain in the neck. A WBS helps to relief such pain.Coming up with a correct WBS could be a delicate task and that is why I felt there was the need for more examples. This post shows more WBS examples for different occasions.This example goes through the planning and the operational phases. This one is very useful to organize expenses on a budget Where to budget on WBS Levels This example shows the promotional tour of a book This is about promotion and selling requirements and here its relevant Gantt The first level of a music festival, the second level , the third level and the Gantt chart of the event Getting Things Done is David Allen simplification of project management applied to everyday life. The process in itself is a Work Brea kdown Structure that simplifies process. Here a nice wallpaper that explains the process or a summary of it.Hopes this helps.
More About: Examples , Xamp

Event Gantt Chart Overview and Example
2007-05-23 11:45:00
I have been talking about Gantt and its use for event managers before. I came to understand from your requests that you are looking for specific examples of Gantt charts for events. This post shows you some useful examples. Your feedback is always appreciated, I love to talk to you so please write me back with suggestions or questions.I previously posted on Microsoft Office Templates for Gantt. Let's have a look at one of them.Gantt Template for Marketing Event Planning and ExecutionLet's see....Highlighted in red we have task names, When defining our WBS, we've identified packages of activities. That's where the name of the activities will go.Highlighted in blue we have duration. Now if you've listened to the podcasts I pointed out previously, you should be aware that every task has a duration. There are various ways to assign duration to a task. Some techniques are quite specific and extensive. For small events I'd suggest to rely on common sense, previous experience or tal...
More About: Chart , Char , Overview

Tips and tricks on Event Budgeting
2007-05-22 11:53:00
I've said it before and will never stress it enough, a sound budget most of the times ensures a succesful event.A structured budget helps in monitoring costs, understanding what you can afford, reporting to management and most of all keeping things under control. In this post a bit on budgeting and cutting costs.Budget ItemsThe first step in coming up with a comprehensive eg. conference budget is to separate expenditures and income.For an average conference EXPENDITURES will be:- Venue- Advertising and Promotion- Speakers/Performers token- Speakers/Performers accommodation- Catering- Equipment- Team/Staff- Admin- BadgesINCOME might be:- Regos/Tickets- Sponsors- Public Funds (Should they be available)Just having these things written down makes me feel better...In fact now I can control, monitor and allocate financial weight to each item. How nice is that! See here for templates and more items.Cutting CostsSecond step is cutting costs. Why? I see the event manager mission as spending...
More About: Event , Tips , Tricks , Tips and Tricks , Budgeting

Work Breakdown Structure (WBS) Examples
2007-05-18 12:59:00
By now my loyal readers should be aware of the use and meaning of having a WBS. As a matter of fact I received a lot of requests from people looking for WBS examples or templates.Here is a collection of WBS samples. I tried to search for those that apply to most event management scenarios.Conference 1Conference 2 (via UTS)Project Management Process (via Cornell)A Baloon FestivalTeam Management (via Spotty dog)
More About: Work , Examples , Structure , Brea , Xamp

Events and Project Management Podcasts
2007-05-18 11:48:00
The blogosphere is a bit unfair toward event management. My blog subject is in fact ignored by writers across the globe. When talking about podcasting the scenario gets even worse. It's been 3 years that I daily follow 50+ marketing, business, sales and management blogs, only once it has happened to me that I had a link to a podcast about events and tradeshows. To me that means that there is a lot of people looking for information which is not released! Consequently a mission to spread the knowledge. I had a look over the Internet and I managed to collect few links on events, tradeshows and a bit more on project management techniques:- Event Marketing and Management (via The Persuaders). Short interviews about the significance of the industry and few challenges. - Interview with Ruth Stevens author of Tradeshow and Event Marketing (via B2B Lead Generation Blog). Ruth talks about some of the major issues that could be faced when dealing with tradeshows. Although she is ...
More About: Events , Podcasts , Project Management , Project

Free Tools for the Open Source Event Planner
2007-05-09 18:17:00
In some previous conversation we had, I've been talking about Microsoft Office and Event Planning Software. Open Source has shaken the proprietary software stage with free and better products.Here follows a list on how your event could be more "open" and definitely cheaper.The Open Source Event Planner manages her/his project with WinPlanner, BaseCamp, Auto Project Planner (which automatically calculates start/end dates) or the minimalistic airToDo. For those fond of Gantt, GanttProject is the way to go. The Open Source Event Manager reads mail on Thunderbird and surfs the Internet on Firefox.Office is a thing of the past as OpenOffice performs at the same level with no costs. Team management could be mastered also via Group-Office Groupware a nice Internet/Intranet tool.The CRM Event Planner that is aware of satisfaction as the best fidelity tool, Vtiger or Compiere (with a little flavour of ERP) are the best solutions.As always mail me should you have any question
More About: Tools , Free

Project and Event Templates for Microsoft Project
2007-05-09 12:13:00
Microsoft Project is a software widely adopted to organize projects and coordinate events. It is part of the Office pack which makes it accessible for most households/offices.For those interested in Gantt charts and plans, here are few templates you might want to consider.The first template is for project management. Although very simple it gives a clear picture of what needs to be done to develop a project, so it can be of substantial help for those starting out.The second template answers to several requests I had for an Event Gantt Temp late. This in particular is for Tradeshow planning.The third template is quite similar to the latter but it gives a different perspective on Marketing the Event. I find this event very thorough and a good basis for a Work Breakdown Structure. I really enjoyed the RSVP part of it.The fourth template gives a quick look on wedding planning. It is a bit brief but if used in conjunction with the above or with some other software we've been talking abo...
More About: Microsoft , Templates

Top 10 tips to generate leads with events
2007-05-01 11:40:00
Events are a source of revenue and most of the times a concept to sell to interested people. Nevertheless events are widely used as a marketing tool to generate leads. Here are a few tips on how to maximize leads generation for your event. 10. Collect data. The most obvious yet the least adopted practice. Whether your objective is to inform, upsell or cross-sell you need to collect as much information as possible on who is participating at the event. 9. Set up wise registration/contact forms. In order to achieve the previous point it is fundamental to setup some form of data collection. Events aimed at generating leads have to include a brief registration form specifically designed to ask relevant information, which leads us to the next point.8. Be specific. Ask only details that you need to know. Do not bore your customer with 5 pages forms filled with questions on religion and number of dogs in the household. Ask yourself if what you're demanding is relevant for what you are tr...
More About: Events , Tips , Leads , Rate , Lead

Event Organizational Breakdown Structure
2007-04-30 15:28:00
A work breakdown structure has helped me in creating packages of activities in which I could break down a particular event. The benfits of such approach include identifying what needs to be done in order to carry out a particular event.Such packages can now be delegated to people in the team or in the organization. At the end of the day I'll have an Organ izational Brea kdown Structure .If have an objective understanding whoo does what is crucial to avoid procrastination and stimulate accountability. By assigning packages of activities I can also trace easily who is not doing the job and measure performance.An easy way to assign packages is to create a chart in which on the left side I'll have the identified packages and on top the people in my team:Next step is to assign degrees of interaction with the task. In order to do that I usually create keys for degrees of accountability:In this Case I've identified 2 degrees of interaction which are direct management and participation. Eve...
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Events and communities: councils and permissions
2007-04-28 10:21:00
As previously analyzed, communities have a significant impact on the success of an event. Councils around the globe adopt policies toward particular kind of events that might e.g. attract large audiences or have an impact on the environment.What is councils' decision process toward events?Of course a big portion of it it's contextual and needs to be checked before the event in a feasibility study. A strict or helping council could be a threat or an opportunity of your SWOT analysis.Nevertheless it is of utmost importance to check with the local council before making any decision. It is likely that permissions will be needed and that procedures must be followedA standard procedure is summarized by Austrailia's New South WalesDepartment of Local Government:A good practice is to come up with a checklist of impact, crowd spectrum, security requirements, risk assessment before contacting any council.
More About: Events , Communities , Unit , Missi

How to master stakeholders
2007-04-28 09:03:00
As mentioned previously, stakeholders usually determine the good or bad of an event.Therefore it becomes necessary for the event manager to understand dynamics and roles of different stakeholders within a particular event. Few standard tips might help in this process:1. Understand the stakeholders of YOUR event. Every event has specific stakeholders and although the categories might be similar groups vary significantly. (Refer to the table below for different event types and relative stakeholders)2. Understand your stakeholders drives. Why this particular group of people is involved in your event? What are their needs? What do they expect from the event?3. Prioritize Stakeholder s. Which needs are most critical to the achievement of your event objectives. It is usually a good practice to hierarchically organize your stakeholders by influence on the event and benefit sought. Bearing in mind such needs during the event will surely help in reminding what is really important to achieve.4...
More About: Master , Mast , Aster

Free Wedding Planning Software
2007-04-27 19:06:00
EZ Wedding Planner is a customized planning tool to help you organize and execute your wedding on plan and on budget. It's the perfect way to track all those critical details, like guest lists and RSVPs, table seating plans, service providers who help make your wedding special, the budget (who pays for what and when), and over 100 must-do items, sorted by due dates based on your wedding.Enjoy it!
More About: Software , Planning , Free

10 Killer tips on how to make Your Event Successful
2007-04-27 12:25:00
10. Set Clear Objectives. In order to understand whether you made the right moves you need to have SMART objectives. During the event you'll know what is important, after the event you'll be able to measure your effectiveness9. Pick the right team. Two people that contribute and listen to others are usually enough for a 600 delegates conference. Look for these two people8. Do your Marketing. 4p's are kind of an old concept...sure but are you at least aware of what are your event 4p's?7. Think ahead. If you are an event manager and do not have this capability start understanding the benefits of planning.6. Do your Targeting. Why are bored students 70% of your conference about getting old? Understand who is your main audience, describe them and talk to them.5. Promote well. Everything is set tables, chairs, mics but it's only you and the paramedics in a 500 people room? That might happen if you do not inform and persuade that your event is relevant to your target.4. Understand y...
More About: Event , Tips , Killer , Make

Top Locations: Castello Sforzesco
2007-04-27 11:59:00
This is a new section of this blog with useful information about the top locations around the world where to stage an event.I am open to submissions, please use the 'contact me' section to forward your favorite location. The first submission is dedicated to Italy.Castello Sforzesco is a 14th century castle located in the middle of Milan business district.Most of the European people have enjoyed the dominance of the city and the castle. French, Spanish, Austrian, French again with Napoleon and Austrian again.The location is now one of the most wanted for cultural and fashion events. It permanently hosts several art exhibitions.If you are looking for a large event with very influent people this is the place in the city you might want to consider.
More About: Locations , Loca

Gantt Chart in use
2007-04-26 17:50:00
I've been talking previously on how important is to break down in small packages the activities of a project. Once we have small packages of activities and we assigned a temporal weight to them, it might be useful to organize them chronologically in a Gantt Char t .A Gantt Chart visually summarizes the timing of a particular event so that it is clear to the PM/Event manager/Event planner the logical sequence of activities and their time weight.More to come on Gantt and WBS

Web-based tool to assess environmental impact of meetings now available
2007-04-24 19:33:00
MeetGreen is the pioneer's choice for environmentally sound meetings. MeetGreen is a line of tools and certifications that give guidance for green meetings.Green meetings have been defined as a "meeting that incorporates environmental considerations throughout all stages of the meeting in order to minimise the negative impact on the environment."A small meeting may not seem important, after all what difference does a few dozen cups and napkins make? But think about what happens when it is on a large scale. For example, during a typical five day conference, 2,500 attendees will use 62,500 plates, 87,500 napkins, 75,000 cups or glasses and 90,000 cans or bottles. Plus there are all the greenhouse emissions from people travelling to and from the conference and paper and plastic waste from conference handouts.A typical 5 day conference for 2,500 attendees will use 90,000 cans or bottles, 750,000 cups and 87,500 napkins (Meeting Strategies Worldwide, 2003).Here are 10 top tips for green...
More About: Environmental , Tool , Meetings , Iron , Base

Template for Speakers Management
2007-04-24 19:01:00
As I said in a previous post there is nothing a spreadsheet cannot achieve.Here is how I used Calc (or Excel) to manage Speakers and their cost to the organization.It helped me to organize and rationalize things. Obviously sensible data have been obscured.EnjoyDownload Temp late
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Open Source Marketing
2007-04-24 11:43:00
Open Source is a choice that I've made in my life. I love what is open and collaborative. I love it so much that I made a preso on Open Source and Open Source Marketing in my E-business Marketing MBA Course.The Collaborative approach should be adopted in project and event management. Users, customers, clients should be part of the process and generate the content.More on this subject to come...in the meanwhile check out my presentation.
More About: Open Source , Open , Open-Source

Work Breakdown Structure Levels
2007-04-24 10:17:00
A Work Brea kdown Structure helps in organizing what needs to be done in small packages of activities. There are several benefits in organizing the work in such manner, i.e. assigning tasks to team members or compute the time required to carry out the project.There are different levels of packages we could identify when designing our WBS.A sample first level of WBS could be seen here.Such breakdown shows a very general subdivision of areas to cover.In the second level subdivision what needs to be done regarding the venue is analyzed more in depth.The third level of our event WBS tells us more about the security issues of the event.An tool to help in identifying areas and packages to cover is here.A rule of thumb is to avoid a too specific WBS as the wrapping up function of such tool would be lost. On the other hand coming up with a mere first level could be just an exercise of style that states the obvious.The choice is yours.

Event Management Software
2007-04-23 17:52:00
A crucial step for an event manager/coordinator/planner is to decide whether she/he will use a software to run the event.My personal suggestion is that there is nothing that a spreadsheet cannot achieve. Now if you use Office, Excel is the way to go. Microsoft Project is a more complex solution but still effective.The Openoffice Suite offers with Calc the same functionalities of Excel at no cost.Should you like the free factor of Openoffice why not having a look at Google Spreadsheets. The good thing here is that you can collaborate and things stay online to protect you from crashes. I suggest the use of Google Spreadsheet to backup your machine work and to share with colleagues. If you are interested in collaboration you might look also at this post.For complex events with a lot of people involved, registration, accommodation, ticketing etc here is a list of the most famous. Have a look and let me know what you think.Event soft(My Favourite)EventproThriva (Online Registration)Regonl...
More About: Software , Management