2. EVENT MANAGEMENT PLAN

3. EVENT
MANAGEMENT
PLAN

4. EVENT MANAGEMENT PLAN
Participants are expected to evaluate their
previous experience in event organizing
Practical applications of the principles and
learnings in Event Management Plan
Effective and Efficient programs and any other
activities from the initiative of Parish Youth
Apostolate

5. EVENT MANAGEMENT PLAN
Planning is the most important part of
running a successful event, and this means
starting well in advance. The best way to
approach planning is to develop a detailed
management plan, which includes a timetable
of what needs to be done and when.

6. EVENT MANAGEMENT PLAN
Determine what activities and programs are
already in place and look for the availability of
the possible needed resources.
Have your previous activities/events met the
goals of your organization.
Brainstorm with your organization

7. EVENT MANAGEMENT PLAN
What, Where and When
Is there a need for an event? If a need exists,
what type of event would best suit the need?
Try to consider the expected number of
audience. It is also a must to consider the
convenience of the audience before selecting
the venue of the event.
Check whether there are any other events
already planned to avoid clashes in events.
Timing of event is also important to consider.

8. EVENT MANAGEMENT PLAN
Managing committees effectively means
recognizing why people became involved, it
requires a combination of organizational skills
and an understanding of the members.
You need to explore the skills of the people on
the committee and match them to the jobs
which need doing within the group.
Remember that the committee members
need to get something out of their role in the
committee too.

9. EVENT MANAGEMENT PLAN
Aim to choose committee members with a
range of expertise, interests, skills and
experience to share the work. Essential roles
for an event committee are:
• Event Head Organizer
• Treasurer
• Other roles such as Promotions and
Secretary
• General members with various
responsibilities on the ground.

10. EVENT MANAGEMENT PLAN
You may have a great idea for an event, but
you need to make sure it is financially viable.
Budget
When you apply for funding, you will need to
set out your projected Income and
Expenditure to demonstrate that your budget
will balance, and your event will be financially
viable.

11. EVENT MANAGEMENT PLAN
Income
Sources of income fall into 2 main categories:
a) Earned income: ticket sales,
merchandising, catering etc .
a) Unearned income: Solicitations, donations
and sponsorships from individuals, NGOs
and Government Authorities

12. EVENT MANAGEMENT PLAN
Expenditure
You should list each item of expenditure for
your project - grouping them together under
headings will help. Examples include:
•
•
•
•
Overheads – communications,
transportations, representation etc.
Event site costs – venue, decorations,
chairs, tables and sound/lights rentals
Artistic costs - performers' fees, prizes,
accommodation, travel, etc.
Marketing costs - print of leaflets,
flyers, programs and tarpaulins etc.

13. EVENT MANAGEMENT PLAN
Managing a public event includes ensuring
the safety of event organizers, volunteers,
contract staff, event staff and the public. It is
highly recommended, and may be mandatory,
that event managers have comprehensive
public liability insurance and seek legal advice
as part of their risk management strategy.

14. EVENT MANAGEMENT PLAN
To prepare your contingency plan you need to
first identify all the possibilities that could
occur that would have a negative impact on
your event. Once these have been identified,
your contingency plan should include a set of
specific actions that can be implemented to
reduce these anticipated negative impacts on
the event if/when challenges arise.

15. EVENT MANAGEMENT PLAN
Event promotion and marketing is one of the
most important aspects of planning your
event. You want as many people as possible
to attend your event so it is important to get
the information out to your target audience
well in advance of your event.

16. EVENT MANAGEMENT PLAN
You will need to consider the best and most
cost effective way of advertising and
promoting your event to keep with your event
budget.
Example:
• Tarpaulin
• Public gathering announcements
• Radio/Television advertisements
• Posters
• Leaflets
• Social Media (Twitter, Facebook etc.)

17. EVENT MANAGEMENT PLAN
A checklist provides a step-by-step guide to
organizing and executing a special event.
Remember, you may not have all of the
specifics that your event requires on a
checklist, so brainstorm prior to starting your
event planning to make sure everything gets
covered.

18. EVENT MANAGEMENT PLAN
A group will choose an event different from the others and
make a checklist for that event. All items in the checklist
should be essential to the chosen event. A certain member of
the group will present and defend the checklist in front.
Other groups will observe if something is missing or
unnecessary items are present in the checklist and may ask
questions to the presenting group.

19. EVENT MANAGEMENT PLAN
• Make sure that all bookings are confirmed
in writing and always, wherever possible, hold
back a final balance payment until they arrive
at the venue on the day.
• Set meetings to follow-up and update the
different committees on their assigned tasks.
• Settle disputes within the working
committees
• Say no to “unya na” habit
• Over-all in charge of the event
• Creating an environment for fun and success

20. EVENT MANAGEMENT PLAN
• Check, double check and check again.
Always check rather than guess.
• Make sure that one person is ‘in charge’ on
the day.
• Solely, head organizer should make decision
when it is immediately necessary
• Always be AVAILABLE
• Relax, be positive, put it in mind that the
world is with you in making the event
successful.

21. EVENT MANAGEMENT PLAN
• Lead the restoration
• Say THANK YOU to working committees,
sponsors and to all individuals who have been
part of the event.
• If there are funds available, pay back the
working committees.

22. EVENT MANAGEMENT PLAN
• Take time to evaluate right
after the event while the
details are fresh.
• At the conclusion of your event it is
important to evaluate the event against the
aims and objectives. This will allow you to
identify and make appropriate changes, where
necessary, to your event management plan to
ensure the success of future event.

23. EVENT MANAGEMENT PLAN
Sample format for evaluation
Area of
concern
Responsible
committee
Strength
Weakness Recommendation

24. EVENT MANAGEMENT PLAN

25. “In omnibus amare
et servire Domino”
THANK YOU