Course Outline

Module 1

Introduction and Event Scope

In this module, we will introduce you to the world of events and course requirements, along with a description of the course outline to highlight what you have ahead of you. We will cover what you should include in your services and the different ways you can structure your fees for service, along with a sample event agreement that you can provide to potential clients. Lastly, we will cover the vital components to look for when scoping an event and creating the all-important event scope, with consideration to the stakeholders and the concepts and objectives of the event - all critical to the foundation of any successful event.

Module 2

Proposals and Site Inspections

You have established what your event is about; now, you commence the quoting phase.

The focus now is to obtain the different supplier quotes you need to secure the correct venues and vendors for the event. Site visits of prospective venues and experiences play a critical role in deciding which is the best for your event.

In this module, we will cover how to create a quoting brief to send to suppliers and vendors for proposals, as well as how to collate the information and costs to aid in the decision-making process and for presentation to clients.

We will also discuss how to secure accommodation, flights, and appointments for the event reconnaissance, and cover the process for developing a site visit programme, what elements to include, how to structure the itinerary, and tips on appointment timing.

Module 3

Contracts

You have now decided on suppliers and are contracting their services.

In this module, we will discuss how agreements should clearly cover the services, terms, and conditions agreed upon by both parties, and how to accomplish this.

We will also cover what you should look out for when reading through contracts, and elements to include. We will look at 4 different vendors and emphasise what can be considered when contracting their services. These include: accommodations & venues, flights, transfers, and photographers.

Module 4

Critical Timeline, Contact Lists, and Event Run Sheets

Two of the most critical documents which are developed over the life of an event are covered in this module: the timeline and the run sheet.

In this module, we will learn how to create an event timeline and what aspects need to be covered in it, as well as how to best manage timeline updates. We will also cover the various ways of creating and managing event contact lists and how these contacts form the basis of other documents along the way.

Lastly, we will cover tips on creating a run sheet and the details to include, managing this document, and run sheet distribution.

Module 5

Finance

Managing event finance is the keystone to the event, with the budget being the most critical component of the overall financial landscape.

In this module, we will discuss how to create a budget and what to include, as well as best practises in managing a budget and items for consideration and inclusion.

We will also learn how to securely forward personal and financial information to suppliers.

Module 6

Programme, Committee, and Event Meetings

Effectively managing committee meetings assists in keeping the event decision-making process and event development team on track.

In this module, we will learn how to simply build a programme.

We will discuss types of event meetings and their purposes, the event committee's various roles and responsibilities, as well as types of event programmes, what to include and samples.

Module 7

Talent and Technical Requirements

Researching to understand what type of entertainers and speakers best suit your event needs, is the main element in sourcing speakers and entertainers and confirming their technical needs.

In this module, we will cover the basics of lighting, sound, and visual elements. We will also cover the types and roles of speakers/presenters and Emcees. We will learn about sourcing speakers, and the information required from them (as well as what to provide them) for a successful presentation.

Additionally, we will discuss the purpose and different styles of entertainment, along with audiovisual, sound, lighting, music, high-level tips, and equipment lists.

Module 8

Seating and Décor

It is crucial to the success of an event to have a thorough understanding of your space.

In this module, we will learn about the importance and how-to of accommodating your attendees in the correct setting for functions, plus decorating the space according to the event's purpose, look and feel. We will discuss the elements to look for and think about when planning your event seating style, how to select the correct seating for the required functionality, the different styles of seating, and the purpose/advantages/disadvantages of each.

Module 9

Food and Beverage

The food and beverage elements are more than a tick-box selection of food and drinks. Consideration needs to be given as to the style of food, style and timing of service, dietary needs, and complimenting beverage services.

In this module, we will discuss all things catering and the various types of food service. We will also discuss the management of dietary requirements, types of dietary needs, and what they mean.

In addition, we will cover the different types of billing arrangements for event beverages, types of wines and beers, and appropriate food/beverage pairings.

Module 10

Registration

Event information collection and distribution come in many forms but predominately rely on an event website and/or an app for distribution and registration collection.

In this module, we will cover what information should be communicated to participants prior to their event registration, collecting information from your attendees, capturing their data, and collecting their commitment to the event.

We will also discuss the details of obtaining permission from attendees to collect their information/images, and various event app inclusions.

Module 11

Legal

As a person or business managing and caring for a group of people, your legal responsibilities are vast.

In this module, we will cover legal considerations, health and safety, Responsible Service of Alcohol (RSA), and code of conduct, confidentiality or non-disclosure agreements, and liquor licencing.

Additionally, we will discuss insurance types, how to compile an event risk assessment, incident reporting, cyber security, and sustainability measures.

Module 12

Event Delivery

It’s now time to unveil all of your meticulous planning work and bring your event to life! During the event delivery process, you follow the event programme along with the detailed run sheet and look at the other onsite required documentation and planning required.

In this module, we will cover the scope of event delivery: from documentation, roles, tasks, and briefings to on-site event kits.

We will also discuss the post-event process: the types of questioning to gather event feedback, reconciliation of event admin tasks, information security, acknowledgments, reports, and the critical event debrief.