Event Planning & Management Training

Event Planning & Management  Course.

This training course is a practical and interactive course that will provide you with a structured approach to operational and creative fundamentals, from inception to debrief. Learn how to develop and deliver successful events, meetings, incentives, conferences and exhibitions. You’ll learn how to develop budgets, critical paths, and work breakdown structures, and gain an insight into risk mitigation and contingency planning. We’ll also explore the key elements and processes involved in format and venue selection, registration, catering, accommodation, transport, theming, security, entertainment, stakeholder management, sponsorship, marketing and publicity.

Course outcomes

On completion of this course, the qualifying candidate will be able to:

• Understand events management as a
• Know how to handle the first meeting with the
• Produce proposals and
• Understand the purpose of risk
• Know how to apply project
• Compile
• Select a venue for your
• Understand key points to remember when working with RSVP
• Market an
• Manage
• Manage
• Select and manage staff and
• Know how to handle programmer that are
• Select
• Select a chairperson or master of
• Know how to work with technology and staging on the day of the
• Manage the
• Perform evaluations and
• Organise in-house
• Manage exhibitions within
• Green’

Course outline

        Introduction to event management

• Industry terms
• International industry and associations
• Defining events personnel
• Defining events
• Events characteristics
• Golden rules to follow when planning an

          First meeting with the client

• Establish the purpose and objectives of the event
• Purpose of the event
• Establishing event constraints
• Essential event questions
• Request for proposal and

    Producing proposals and tenders

• Getting quotations
• Background research
• Producing a proposal
• Contract
• Client presentation
• Completing tenders

 Risk management

• Definition of risk management
• Duty of care
• Security and safety
• Risk management models
• The risk management process

 Project management

• Project management definitions
• Project management activities
• The event management

         Budget

ü  Using set budget

ü  Creating profitable budgets

ü  Practicing a break-even budget

        Selecting venues

• Types of venues
• Selecting an area
• Taking events into Africa
• Taking events into the rest of the world
• Site visits and evaluations
• Venue

   RSVP management

• The importance of the invitation
• Example of an Key points when designing registration forms
• Online bookings

   Marketing an event

• Marketing events
• Market research
• Marketing plan
• Target markets
• Selecting segmentation for events
• Marketing an event
• Promotion
• Advertising
• Press releases
• Social media
• Evaluating the success of the marketing

   Sponsorship

• Sponsorship motives
• Types of sponsorships
• Ambush marketing
• Finding and selecting sponsors
• Sponsorship proposals
• Managing sponsorships
• Post-event

  Managing suppliers

• Managing suppliers
• Calling for quotations
• Assessing quotations
• Accepting contracts
• Managing contracts
• Supplier

Selecting and managing staff and volunteers

• Event responsibilities
• Staff requirements
• Job specifications for an event administrator

Planning programmes

• Important points when planning a programme
• A typical one-day programme
• A typical second-day programme
• A typical evening dinner programme
• Formal dinner and wines
• Seating, protocol and flags
• Handling international delegates
• Planning partners’ and/or supporting

Selecting speakers

• Categories of speakers
• Invitations and registration
• Briefing speakers
• Briefing letter

Managing exhibitions within events

• Why exhibit?
• The benefits of exhibitions
• Conference exhibitions
• Attracting exhibitors
• Managing exhibitors
• Costing exhibition packages
• Post-show evaluation
• Checklists for

 ‘Greening’ events

• Sustainable development and other definitions
• Convention industry council’s green meeting report
• South African best

  Event technology and staging

• Designing good presentations
• Venue
• Using technology
• Selecting staging effects
• Décor.

 Evaluations and reporting

• Drafting evaluations
• Evaluating speakers and the chairperson
• An example of an evaluation questionnaire
• Implementing evaluations
• Assessing evaluations
• Presenting

Way forward After the Training

Participants will develop a work plan through the help of facilitators that stipulates application of skills acquired in improving their organizations. ASPM will monitor implementation progress after the training.

Training Evaluation:

Participants will undertake a simple assessment before the training to gauge knowledge and skills, another assessment will be done after the training in-order to demonstrate knowledge gained through the training.