EventScotland Events Management - A Practical Guide

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ISBN 10 0-9554126-0-9 ISBN 13 978-0-9554126-0-8 Title Information Events Management: a practical guide Copyright ©EventScotland 2006 Published in September 2006 by EventScotland This publication is also available to download from www.eventscotland.org Acknowledgements: with thanks to EventScotland colleagues for their input Design: Hillside Agency, www.hillsideagency.com Photography: see appendix, page 226 EventScotland Ocean Point One 5th Floor 94 Ocean Drive Edinburgh EH6 6JH Tel: +44 (0)131 472 2313 Email: admin@eventscotland.org www.eventscotland.org
Page 1: Events Management a practical guide
Page 7 and 8: i Foreword This guide has been publ
Page 9: Introduction Why this guide has bee
Page 12 and 13: vi Quick Find To help you navigate
Page 15: chapter one where to start - genera
Page 18 and 19: 4 Whatever the impetus for your eve
Page 20 and 21: 6 Here’s an example of what a vis
Page 22: 8 > Event Benefits - what the event
Page 25 and 26: Target Audience - who are you hopin
Page 27 and 28: Conditions of Contract - are you re
Page 29 and 30: Key activities listed in your Event
Page 31 and 32: FIGURE 1.2 CONTINUED Activity Respo
Page 34 and 35: Keep it simple
Page 37 and 38: An event Business Plan serves to co
Page 39 and 40: BUSINESS PLAN GUIDE FIGURE 2.1 25 C
Page 41 and 42: FIGURE 2.1 CONTINUED 5. Marketing &
Page 43: TOP TIPS > Maintaining good records
Page 47 and 48: There are no ‘off the peg’ orga
Page 49 and 50: FIGURE 3.1 Steering Group 35 Produc
Page 51 and 52: The Wider Team When we talk about t
Page 55 and 56:
chapter four budgets and financial
Page 57 and 58:
Good financial management is fundam
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11 Travel, Accommodation & Services
Page 62 and 63:
48 > It is important that you recor
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50 FIGURE 4.3 CASH FLOW FOR THE TWE
Page 67:
VAT - should you be registered? The
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chapter five making it add up - fun
Page 74 and 75:
60 > Public Funds > Commercial Spon
Page 76 and 77:
62 > Don’t miss anything out that
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Concessions & Franchises 64 Selling
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drive, etc. Other advertising oppor
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Is there enough time to instigate a
Page 85 and 86:
Working out a Value This is often a
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SPONSORSHIP PROPOSAL GUIDE FIGURE 5
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76 prior agreement of branding desi
Page 92 and 93:
78 > Terms & Conditions - include a
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chapter six the programme 81
Page 98 and 99:
84 Every event is different and a p
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Timing the Programmed Activity 86 I
Page 105 and 106:
Understanding your responsibilities
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Parent Organisation Some events are
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Copyright If you are commissioning
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98 are issued by local authorities,
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100 Disability Issues There are two
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Organising the appropriate insuranc
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When the broker has absorbed all th
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such as registration forms; a state
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This chapter is intended to help yo
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Seating and furniture - audience, o
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Types of entertainment such as funf
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120 3) Sterile Areas Depending on t
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122 7) Sanitary Facilities The calc
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Points to consider are: > The locat
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Waste generators, e.g. production,
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130 > Food and drink dispensing and
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132 Reporting Procedures For every
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accurate records of all communicati
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138 Medical Provision The type and
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Remember: Consider all age groups..
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142 Security and Stewarding The siz
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144 At the end of this chapter ther
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146 Event Risk Assessment Template
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chapter ten operational communicati
Page 166 and 167:
152 agree to the Manual’s methods
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When to distribute the Event Manual
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chapter eleven marketing and commun
Page 175 and 176:
This section aims to give those who
Page 177 and 178:
Throughout the process you should k
Page 180 and 181:
166 Building your audience If yours
Page 183 and 184:
Remember, for effective positioning
Page 185 and 186:
Developing the Brand Whatever tools
Page 188 and 189:
174 > Your design should be eye cat
Page 190 and 191:
176 > Make sure that each type of t
Page 192 and 193:
178 > Always get a colour proof and
Page 194 and 195:
180 > Always send a printed proof o
Page 196 and 197:
182 > The TV station will help plan
Page 198 and 199:
184 > Always get consent. On any da
Page 200 and 201:
186 > Think about how the mailing
Page 202 and 203:
188 > Build a media database. Ident
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190 Here is a sample Media Action P
Page 207 and 208:
though you have commissioned the wo
Page 209 and 210:
Marketing Tools and Tactics Templat
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chapter twelve visitor research 199
Page 216 and 217:
202 > What research has been done a
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204 11. Tell us how you rate the fe
Page 221:
Make sure that there is a safe plac
Page 225 and 226:
It’s not over yet. The final step
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Planning for the Next Event By now
Page 231 and 232:
Below is a limited list of contacts
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Central Council of ●●●● Phy
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Forestry Commission Scotland ●●
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NESTA ●●●● Fishmongers’ C
Page 239 and 240:
Sportsmatch is an award scheme that
Page 242 and 243:
Notes
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EventScotland Events Management - A Practical Guide

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