Event Management Michael Phillips Barnardos

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Event ManagementMichael PhillipsBarnardos
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Choosing an eventAudience and location

• Market research! Ask local students
• If they would attend / participate in the event
  you plan to put on?
• If so, when?
• How much would they be willing to pay?

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Check out the competition!
And be better!!!
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Consider your resources
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Marketing

• Use as many ways of promoting your event as
  possible.
• student radio
• newspapers
• E-mail
• SU website
• Publicity stunts
• Quality of your communication counts

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MarketingTiming Your Marketing

• What is your event?
• Do need extra time to do anything before the
  Event?
• Marketing is an ongoing process needs
  continuous activity, reminders, constant selling.
  

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Marketing your event to potential sponsors

• Choose companies appropriate to your market and
  event
• Research!
• Smaller local companies are often more obliging
• Tailor your approach to what you can OFFER them,
  not what you want!

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Who?

• Make sure youre speaking to the right person
• Dont just blurt it out to the first person you
  see / talk to
• Ask for the manager of smaller companies
• Larger companies may have a specific charity
  liaison person

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How?

• People buy into other people first
• Telephone / face to face
• Dress smart but comfortable
• Be friendly, passionate and organised
• Have confidence in yourself and your event
• Dont be embarrassed
• Youre learning something
• Its for charity

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What to say?

• Prepare a few main points on your event, backed
  up with facts / figures / propaganda
• Be clear about what you can offer in return
• Never make empty promises
• Know what youre asking for but
• Be open-minded to their suggestions on how they
  can support you

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Consider an event aimed at students

• What types of companies might you approach?
• What will you offer them in return for their
  involvement?
• Whats your USP?

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Did you remember to.

• Approach
• Music retailers
• Cinemas / video shops
• Hairdressers
• Bars / clubs
• Restaurants / cafes
• Clothing stores
• Homewares
• Supermarkets
• Property rentals

• Offer
• To include their name in Event marketing
• A stall at your event
• Increased their brand awareness within local
  student population
• Increased customer base
• Positive PR
• Satisfy CSR requirements

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The Budget

• To secure funds from sponsors your budget must be
  impeccable
• Up to 100 available from Barnardos
• Fundraising ratio is 13
• Break even point
• Cutting losses

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Potential costs

• Venue hire
• Equipment hire
• Marketing costs
• Staff cost incl. security, bar staff,
  sound/electricians
• Prizes
• Volunteer costs refreshments / thank you gifts
• Decorations

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Team Management

• Give your team clear roles and responsibilities.
  Tell them
• what they need to do
• when they are needed
• where they need to be
• At the event use the GOYA management principle

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Risk assessment
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Risk assessment
Identify issues, and show how you intend to solve
them.
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Diversity
Is your event excluding anyone eg is it
wheelchair accessible?
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Timeline

• Activity!
• Top tip start from event day and work backwards
• Dont forget to include things that need to be
  done after the event
• Always build in a contingency
• Always build in cancellation dates/points