Events, large or small, are often the major output that clubs achieve. Your club may have been formed solely to deliver events. Or your club’s major annual event may be the opportunity for members to put all their hard work into action in a competition or showcase.
It is a rewarding experience to contribute to a successful event. It can also be a significant fundraiser for your club. However, anyone who has been involved in running an event understands how daunting the task can be. Good planning and close attention to event management are required for successful and recurring events.
Event management is the process by which an event is planned, prepared and produced. As with any other form of management, it includes the acquisition, allocation, direction and control of resources to achieve your objectives. An event manager’s job is to oversee and arrange every aspect of an event, including researching, planning, organising, implementing, controlling, and evaluating. But it is also important that there is a team of workers supporting the event manager during all parts of the process.
Key elements of event management may include:
- Define the event purpose, concept and timing
- Form and manage an event organising committee
- Write, monitor and manage a budget including expenses, income and cash flow
- Find a suitable venue and use it fully and safely for your event
- Recruit and manage volunteers and staff
- Develop a task list with timing and delegation
- Draw a site plan
- Identify security requirements
- Find caterers and suppliers
- Source equipment
- Develop a marketing plan
- Create a program schedule or run sheet
- Identify VIPs to be invited and host them at the event
- Contact media and host them at the event
- Identify and contract required emergency services
- Sign agreements including contracts, permits and licences
- Source and service sponsors
- Obtain insurance
- Set up an events office
- Implement event safety measures and abide by regulations
- Develop a risk management and contingency plan
- Produce an incident register
- Consider and manage transport logistics
- Hold a debrief and evaluation after the event
Clubs with Silver level Go Clubs accreditation have access to event management checklists and Gold level Go Clubs to an event management plan template.