Initiation

·        1) Development Phase

·        [1-A] Determine purpose of event and prioritize goals and objectives

·        [1-B] Identify strengths, weaknesses, opportunities and threats (SWOT analysis)

·        [1-R] Prepare and present a proposal

Planning

·        1) Development Phase

·        [1-C] Identify event element requirements (e.g., technical production, food and beverage, ancillary programs, entertainment, risk management, and décor)

Implementation

·        2) Pre -production Phase

·        [2-A] Re-assess available resources (e.g., vendors, funds, people, etc.) and time restrictions

·        [2-K] Coordinate event element requirements

The Event

·        3) Production Phase

Closure

·        4) Post-production Phase

·        [4-A] Determine return on investment (ROI) (e.g., internal and external stakeholders and measurable objectives)

·        [4-B] Analyze and evaluate entire event management process

ADMINISTRATION

·        [2-A] Re-assess available resources (e.g., vendors, funds, people, etc.) and time restrictions

Financial

·        [1-Q] Develop an initial budget

·        [3-H] Response to and documentation of incidents and changes (e.g., incident reports, change orders and Signed authorizations)

·        [4-C] Audit and reconcile finances and present final budget (e.g., final invoices/billing, financial reports, and profit and loss)

Human Resources

·        [1-O] Ensure event complies with labor union jurisdictions and regulations

·        [2-H] Create structure of responsibility pertaining to event management and its staffing

·        [2-K-12] Staffing (e.g., recruitment, training, motivation, and evaluation of personnel and volunteers)

·        [2-P] Conduct pre-event production meetings and personnel/participant orientations

Information

·        [2-B] Implement record keeping procedures

·        [2-E] Develop event evaluation criteria

·        [2-I] Oversee communications with and between all involved parties (e.g., status reports and budget updates)

·        [3-H] Response to and documentation of incidents and changes (e.g., incident reports, change orders and Signed authorizations)

·        [4-D] Archive information (e.g., legal documentation, media documentation and samples)

Procurement

·        [2-D] Schedule vendor/suppliers meetings

·        [2-E] Develop event evaluation criteria

·        [2-G] Review and comprehend vendor proposals

·        [3-H] Response to and documentation of incidents and changes (e.g., incident reports, change orders and Signed authorizations)

·        [4-E] Ensure full compliance with contractual obligations (e.g., equipment return and payment schedules)

Stakeholders

·        [2-E] Develop event evaluation criteria

·        [2-I] Oversee communications with and between all involved parties (e.g., status reports and budget updates)

Systems

·         

Time

·        [2-C] Create time lines, including production calendar and schedules

·        [2-D] Schedule vendor/suppliers meetings

·        [3-A] Implement production schedule

DESIGN

·        [1-A] Determine purpose of event and prioritize goals and objectives

·        [1-C] Identify event element requirements (e.g., technical production, food and beverage, ancillary programs, entertainment, risk management, and décor)

·        [1-M] Develop event design

Catering

·        [2-K-4] Food and beverage (e.g., alcohol management, catering, guarantees and dietary needs)

Content

·        [2-K-2] Entertainment/presentation (e.g., riders, scripting and rehearsals)

Entertainment

·        [2-K-2] Entertainment/presentation (e.g., riders, scripting and rehearsals)

Environment

·        [2-K-7] Décor (e.g., scenery, props, branding and floral)

Production

·        [2-K-5] Technical production (e.g., audio/visual, lighting, sound, special effects and technical rehearsal)

·        [2-K-10] Media production (e.g., photography, videography and show content)

Program

·        [1-E] Determine need for ancillary programs (e.g., companion programs, exhibits, optional side trips, recreational activities or mini-events within event)

·        [2-J] Determine logical sequence of show or event flow

·        [2-K-13] Ancillary programs (e.g., excursions, companion programs and recreational activities)

Theme

·        [3-E] Ensure conceptual and contractual compliance of event

MARKETING

·        [1-A] Determine purpose of event and prioritize goals and objectives

Marketing Plan

·        [1-F] Define and develop integrated marketing plan (e.g., situation analysis, marketing objectives, target markets and messages and measure return on marketing (ROM))

Materials

·        [2-K-11] Collateral material (e.g., signage, invitation, brochures, promotional items and gifts)

Merchandise

·        [1-H] Identify and develop direct sales strategy (e.g., box office and ticket operations, souvenirs and promotional merchandise)

Promotions

·        [1-G] Identify and develop promotional strategy (e.g., advertising, Internet promotions, Web site, sales promotions and contests)

Public Relations

·        [1-I] Identify and develop public relations strategy (e.g., media releases, requests for coverage, photo opportunities, media relations, publications, event publicity and public guest appearances)

·        [2-K-14] Marketing and public relations (e.g., press area, event publicity, photo opportunities and sponsorship)

Sales

·        [1-H] Identify and develop direct sales strategy (e.g., box office and ticket operations, souvenirs and promotional merchandise)

Sponsorship

·        [1-J] Identify and develop sponsorship program (e.g., sponsorships, donors, grants and gifts)

OPERATIONS

·        [2-P] Conduct pre-event production meetings and personnel/participant orientations

Attendees

·         

Communications

·        [2-I] Oversee communications with and between all involved parties (e.g., status reports and budget updates)

·        [3-B] Employ communication systems (e.g., methods of communication and communication protocol)

Infrastructure

·        [2-K-1] Site and site services (e.g., parking, waste management, capacity, power, telecommunications and floor plan)

·        [2-K-3] Transportation (e.g., manifests, shuttle service, airport service and valet)

Logistics

·        [2-K-15] Shipping and receiving (e.g., drayage, trucking and courier service)

·        [3-D] Coordinate load-in; load-out

Participants

·        [1-K] Identify protocol and ceremony needs and develop protocol plans as required (e.g., dignitaries, government and other officials, special equipment, flags and emblems)

·        [2-K-9] Guest services (e.g., handicap accessibility, translation, hospitality and VIP services)

Site

·        [1-D] Analyze site requirements and select appropriate site

·        [2-F] Develop a site plan

·        [2-K-1] Site and site services (e.g., parking, waste management, capacity, power, telecommunications and floor plan)

·        [3-F] Conduct pre- and post-inspection of event (e.g., security, health and safety, client, staff and site)

·        [3-G] Establish behind-the-scenes locations (e.g., green room, production office and rehearsal space)

Technical

·        [1-K] Identify protocol and ceremony needs and develop protocol plans as required (e.g., dignitaries, government and other officials, special equipment, flags and emblems)

·        [2-K-6] Rentals (e.g., delivery and setup)

RISK

·        [1-B] Identify strengths, weaknesses, opportunities and threats (SWOT analysis)

·        [1-C] Identify event element requirements (e.g., technical production, food and beverage, ancillary programs, entertainment, risk management, and décor)

·        [1-L] Conduct a risk assessment and analysis

·        [2-L] Devise contingency and response plans

·        [3-C] Implement risk monitoring and control systems as needed (e.g., contingency and response plans, and safety procedures)

·        [3-F] Conduct pre- and post-inspection of event (e.g., security, health and safety, client, staff and site)

Compliance

·        [1-N] Ensure event complies with all federal, provincial, and state legislation and local ordinances

·        [1-O] Ensure event complies with labor union jurisdictions and regulations

·        [2-K-9] Guest services (e.g., handicap accessibility, translation, hospitality and VIP services)

·        [2-M] Ensure event complies with licensing regulations and other intellectual property rights (e.g., ASCAP and BMI)

·        [2-N] Secure all necessary insurance coverage, licenses, permits, waivers, and other compliance instruments and documentation

Decisions

·        [3-H] Response to and documentation of incidents and changes (e.g., incident reports, change orders and Signed authorizations)

Emergency

·        [2-K-8] Risk management (e.g., security, EMS, contract liability, fire marshal and crowd control)

Health/Safety

·        [2-K-8] Risk management (e.g., security, EMS, contract liability, fire marshal and crowd control)

Insurance

·        [1-P] Determine proper insurance coverage (e.g., liability, event insurance, additional insurances)

·        [2-N] Secure all necessary insurance coverage, licenses, permits, waivers, and other compliance instruments and documentation

Legal

·        [2-K-8] Risk management (e.g., security, EMS, contract liability, fire marshal and crowd control)

·        [2-O] Negotiate and execute necessary agreements, contracts, leases and other legal documents

·        [3-E] Ensure conceptual and contractual compliance of event

·        [4-E] Ensure full compliance with contractual obligations (e.g., equipment return and payment schedules)

Security

·        [2-K-8] Risk management (e.g., security, EMS, contract liability, fire marshal and crowd control)