EVENT MANAGEMENT .

UNIT 1 -2

Q1 What is meant by mega events?

An event can be defines as an occurance designed to communicate a

message to the target audience . An event is gathering where people
meet , an event could be a small gathering or a mega event.

Mega events are defined as those one-time sporting events of a large

scale organized by a special ‘authority’ and yielding extremely high levels
of media coverage and impacts (economic, tourism, infrastructure, etc.)
for the host community because of the event's significance and/or size.
The mega event is often accompanied by parallel activities such as
festivals and/or cultural events.
A mega-event “requires one or more organizers” and “there must
be a live audience other than the organizers present at the physical
event location”.
Eg- sunburn concerts, rallies, marathons, etc.

Q2 What do you understand by feasibility?

Feasibility refers how flexible an event is according to the situation

and environment.Before organizing an event we must understand:
 Is the event a Good idea?
 Do we have the skills required to plan and run the event?
 Is the host community supportive?
 Do we have the infrastructure?
  Can we get a venue at a price we can afford?
 Will the event attract the audience?
issues related to feasibility and risk:
 Many events cancelled as a result of risk
 Financial risk
 Careful analysis of feasibility and potential risk
 Anticipating risk and preventing measures
 Reduce liability
 Event should not go ahead unless
 Unequivocal YES in case is it feasible.
KEY TO SUCCESS :
 Careful analysis of feasibility and potential risk
 Anticipating risk and preventing measures
 Reduce liability
 Event should not go ahead of schedule.
ASSUMABLE RISKS:
 heavy weather/air/rain
 2. Flooding/fire/building collapse/accidents to workers
 Crowd Control/Security to VVIP’s/food poisoning/breakdown of
power/water/food supply
The SWOT Analysis:
 Strengths: Internal like enthusiasm and commitment/skills of engineers
and workers
 Weaknesses: lack of availability of skilled personnel
 Opportunities: Favorable things like sponsorship, publicity etc
 Threats: Competition, crowd behavior.
 Q3 What is meant by team management?

Team management is the ability of an individual or an

organization to administer and coordinate a group of individuals
to perform a task. Team management involves teamwork,
communication, objective setting and performance appraisals.

ELEMENTS :
- Cohesive leadership
- Effective communication
- Common goals
- Proper roles and responsibilities.

PROBLEMS:
 Absence of team identity.
 Difficulty making decisions.
 Poor communication.
 Inability to resolve conflicts.
 Lack of participation.
 Lack of creativity.
 Groupthink.
 Ineffective leadership.

FOR PROPER MAINTAINANCE OF A TEAM:

1 Maintain good communication.
2 Build positive working relationships.
3 Acknowledge good work.
4 Be real.
5 Be decisive.
6 Delegate jobs to the right people.
7 Manage conflict.
8 Set a good example.

Q4 Explain about leadership skills.

As an event planner, you know how important it is to have the right team by your side during the
planning process. Keeping this in mind, we can choose the right team members from the start for
managing (and leading) your team of event planners. By applying these ideas, we hope to inspire you
to successfully lead your team of event planners towards a great event.

7 PRINCIPLES OF LEADERSHIP :

1.Set clear expectations for your team : Members of successful

teams always know what their goals and objectives are. This means
that they understand how these goals will be measured and
evaluated individually and as a team. By knowing what their role
and position within the team is, they will be more able to do what
is expected of them.

2. Communicate your team vision and purpose : Your teams’ vision

and purpose are the essence of why your team has been formed in
the first place. This said, communicating the vision and purpose of
your event planning team is as important, without this vision, they
have no purpose.

3 Be aware of the cultural and personality differences within your

team : There are cultural differences everywhere and not only
amongst individuals. Just as in society, organizations have their own
unique culture and as an event planner you have “a way you like to do
things” – this is your team culture. Though you may find that your
company changes constantly, the most significant constant is your
organizational culture.

4 Empower your team members : Ensure that your team members

have the authority they need to make decisions during the event
planning process. Develop a sense of trust between you and your
team so that they feel capable of making decisions when they need
to.
 5 Build personal relationships with your team : As the leader of your
event team, getting to know your team members on a personal
level will ensure that they are able to work well individually and in
the team. These personal relationships with your team members
will also help you understand exactly what your team members’
strengths and weaknesses.

6. Give rewards where rewards are due : To ensure that your event
planning team will be successful, it is essential to not only have the team
objectives and purpose established early in the planning process – but to also
reward your team when they meet these objectives. Not only does this keep
team morale high but rewards also inspire a continuous desire to meet
objectives.

7. Be flexible – adapt as team dynamics change : It is understandable that as

the leader of an event planning team, you are continuously looking for new
‘players’ to add to your team. Depending on the changes occurring within your
organization and team, it may be beneficial to add or reassign some of your team
members depending on where their talents and skills.

Q5 What are team dynamics?

Team dynamics are the unconscious, psychological forces that influence
the direction of a team's behaviour and performance. Team
dynamics are created by the nature of the team's work, the personalities
within the team, their working relationships with other people, and the
environment in which the team works.
The 5 elements of an effective team
 Trust – they trust one another.
 Healthy conflict– they engage in unfiltered conflict around ideas.
 Commitment – they commit to decisions and plans of action.
 Accountability – they hold one another accountable for delivering against
those plans.
 Results focus – they focus on the achievement of collective results.
Q6 Importance of communication?

Communication is simply the act of transferring information

from one place, person or group to another.
Every communication involves (at least) one sender, a
message and a recipient. It involves a sender and a receiver.

CATOGRIES:
- Verbal
- Non-verbal
- Written.
Q7 What are the various steps in planning?

Event planning includes budgeting, establishing timelines, selecting and

reserving the event sites, acquiring permits, planning food, coordinating
transportation, developing a theme, arranging for activities, selecting
speakers and keynotes, arranging for equipment and facilities, managing
risk, and developing .
For better and easy working we must first,
• IDENTIFY THE PURPOSE, AIMS AND OBJECTIVES OF THE EVENT
• DEVELOP PROPOSAL OR OUTLINE
• IDENTIFY THE TEAM AND STAKEHOLDERS
• PLAN THE LOCATION, LAYOUT USING MAPS
• USE CHARTS AND RUN SHEETS TO DEVELOP TIME LINES
• DEVELOP MGT CONTROL SYSTEMS-CHECKLIST
 An event plan must contain event proposal with :
• EVENT DESCRIPTION:
• EVENT NAME
• EVENT TYPE
• LOCATION
• DATE(S)
• DURATION/TIMING
• PURPOSE/CONCEPT/AIMS/OBJECTIVES.

AN EVENT MUST INCLUDE THESE IN IT’S PLAN :

• SMART OBJECTIVES-
• S – SPECIFIC
• M- MEASURABLE
• A- ACHIEVABLE
• R- REALISTIC
• T – TIME BOUND.

Q8 How communication helps in effective event management?

- Communication is the blood and flesh of event management,

because if, the client doesn’t communicate his needs then, the
basis on which event is to be planned can’t be decided.
Communication is very helpful as it helps us deliver what is
expected from us.
- Communication is also important within the management and
it’s employees as, the top level management has to
communicate the requirements properly to the staff members
if, they fail to communicate that then the, impact will be awful.

- Proper communication helps in decreasing cost and optimizing

outpit as, clear flow of communication eliminates confusion and
wastage of resources.

- Communication inculcates a sense of belongingness and loyalty

towards an event which motivates the staff to work hard and
make the event successful.

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