EventScotland Events Management - A Practical Guide

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212 De-brief Reporting Ask your own management team members to prepare succinct and constructive de-brief reports detailing their role in the event, their experiences (and that of the people who were in their team) and recommendations for future events. This will help you when it comes to writing the final report. Like the Business Plan, a de-brief report is a very useful document. It will serve as a single, clear record of the event and its outcomes. You will refer to it time and again when planning future events and so it should include all relevant information such as: > General reminder of the type of event, programme, dates, location(s), how many people attended, etc > General statement about the success of the event > Review of the Business Plan, its objectives and actions – were they achieved? > Who was involved in the planning and operations of the event and what their roles were including information on the steering-group and any sub-groups > Overview of the programme and ancillary attractions > Reminder of production and health and safety aspects > Detailed analysis of the effectiveness of marketing and communications including a reminder of the marketing tools employed, media activity, press clippings, audience breakdown, market research, strengths and weaknesses of the campaign, etc > Fundraising analysis measured against your initial revenue plan > Final budget showing all income and expenditure > Recommendations for each area covered by the de-brief report (you can make recommendations at the end of each section or wait until the end of the report) > Summary and conclusion The circulation of the report may or may not be as extensive as other documentation you have prepared for the event. In general, those who have been intrinsic in the event planning process and those with an interest in the future of the event such as your client, funders and key management personnel would receive a copy of the report. Other than that, before you get around to planning for the next event, you will have many other tasks to perform such as writing thank you letters, making final payments to staff, artists and subcontractors and final invoicing to funders, etc. The post event period can be a busy time but it will be time well spent in the long run.
Planning for the Next Event By now it’s likely plans for the next event are already in their early stages. The de-brief process helps you organise your thoughts on what has just happened and what to do next. Take time to reflect on everything that has taken place; try to think about the event planning process and the event itself from an objective viewpoint. Go back and look at your original Business Plan. Review and update the plan based on the knowledge you have gained and the actual outcomes. 213 chapter thirteen post event
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Events Management a practical guide
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welcome to events management: a pra
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About the Authors ii Co-authors Mar
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v Contents Chapter 1 Where to Start
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Chapter 6 The Programme Page 81 Inc
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The planning process is one of the
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Is the marketing working? > How wil
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7 > Relevant: Is the objective impo
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10 to allow adequate lead time decr
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12 may well be prioritised for supp
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14 > Reinstatement - who is respons
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16 Below is a basic template that y
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18 In this chapter we have outlined
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chapter two business planning 21
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24 > The SWOT analysis (identify st
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FIGURE 2.1 CONTINUED 26 2. Event Ov
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FIGURE 2.1 CONTINUED 28 8. Risk Man
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chapter three putting the team toge
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34 > Production Manager > Event Adm
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36 Clarify roles: ensure that each
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38 Other Services In addition to th
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YES NO
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44 The following template gives an
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Budget Preparation Tips > Ensure th
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Petty cash: Ensure that all petty c
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52 Things to Remember on Site Cash
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FIGURE 4.4 Event Budget Projection
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When predicting the likelihood of a
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Public Funds Events supported by lo
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Attract visitors to a region from o
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66 event for a fixed fee or a perce
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68 twice a year. After the applicat
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70 You will be closer to achieving
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72 before you approach anyone you w
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Confirmation When sponsorship - whe
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Step 1 You may wish to issue an Inv
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Bid/Cost (Provide your own notes fo
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Events take many different forms bu
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1) A mid-scale multi-arts festival
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chapter seven legal issues 89
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92 is run under a simple constituti
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94 Event Ownership At the outset yo
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96 > Keep it simple, there is no ne
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Planning Permissions - if certain t
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chapter eight insurance 103
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106 > Provide the broker with docum
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108 you can opt to take. If this se
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chapter nine event production: oper
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114 It is not possible to comprehen
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116 Site/Venue Layout Site or Venue
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You must also check that any large
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If the event is indoors, check that
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If the residents are commercial, en
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126 > Widened access/egress doors a
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Below is a list of some of the elem
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Safety Officer/Co-ordinator Dependi
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134 Method Statements A Method Stat
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Emergency Services Your contact wit
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attention to areas of potential con
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Other services you may decide are n
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Risk Management No matter the type
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Appendices If your Risk Assessment
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FIGURE 9.1 CONTINUED Risk Assessmen
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This section describes two operatio
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Production Schedules - timed schedu
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156 > Additional Copies - including
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DON’T MISMATCH YOUR EVENT AND AUD
Page 176 and 177: 162 1) Where to start: the situatio
Page 178: 164 trying to attract. This means b
Page 181: To increase the level of overall at
Page 184 and 185: Convenience - making it easy to att
Page 186: 172 > Agree copyright. Make sure th
Page 189 and 190: The ‘copy’ should be well writt
Page 191 and 192: If you don’t understand something
Page 193 and 194: FIGURE 11.2 Advertising Plan Templa
Page 195 and 196: IF you don’t promote something te
Page 197 and 198: Locally, galvanise the support of y
Page 199 and 200: choose the most practical method of
Page 201 and 202: Always keep your site up to date. >
Page 203 and 204: Press Launch Release - circulated w
Page 206 and 207: FIGURE 11.4 192 Writing a Media Rel
Page 208 and 209: 194 9) Marketing Plan Template Now
Page 210: 196 FIGURE 11.6 Marketing Action Pl
Page 215 and 216: How can you develop and grow your e
Page 217 and 218: 3. Describe the nature of your visi
Page 220 and 221: 206 Some More Research Tips General
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Page 229: appendix useful contacts and resour
Page 232 and 233: 218 BECTU Scotland ●●●● 150
Page 234 and 235: 220 Culturebase.net ●●●● ww
Page 236 and 237: 222 Inland Revenue Charities ●●
Page 238 and 239: 224 Scottish Executive ●●●●
Page 240: 226 Voluntary Arts Scotland ●●
Page 243: 5th Floor, Ocean Point One 94 Ocean
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EventScotland Events Management - A Practical Guide

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