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.
About the Author
What is Event Management?
What is an Event Manager?
When is an Event Manager Required?
What You Will Need
Event Management Contract
Scope of Work
Cancellation and Postponement
Country of Law
Event Management Team
Client Scope of Works Template
Speakers and Entertainment
Exhibition and Partners
Communication, Marketing and Collateral
Audiovisual and Décor
Legal and Risk
Sample Event Scope
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.
Sample Proposal Request #1
Sample Proposal Request #2
Request for Proposal Template
Outlining a Site Inspection
Planning an On-Site Visit
During the Visit
Planning a Virtual Site Inspection
Sample Site Document
What to Know
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.
List of Considerations
List of Structural Elements
Accommodation and Venues
Supplying Hotel Information
Check-In and Arrival
Agent Best Fare of the Day
Agent Group Bookings
Visa and Visa Waivers
Airline Flight Codes
Meet and Greet
Outside the Box
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.
Creating a Timeline Template
Action or Task
Responsibility, Responsible Party, or Who
Building a Timeline
List of Things to Consider for an Event
Sample Timeline Template
External List (Suppliers)
Sample Run Sheet
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.
Fringe Benefit Tax
Tax Concessions or Refunds
What to Include
Estimate, Research, and Quotes
Sending Credit Card and Personal Info
Set a Password in a Word Doc (PC)
Remove Password Protection (PC)
Set a Password in a Word Doc (Mac)
Remove Password Protection (Mac)
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.
Types of Planning Meetings
Agenda and Minutes
Sample Agenda Template
Sample Minutes Template
Event Committee Meetings
Developing a Programme
Draft Conference Programme
Types of Meetings
Draft Evening Programme
What to Include
Session Agenda List
Exhibition or Trade Shows
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.
Operation Desk/Front of House
Consider Your Audience
Understand the Purpose
Know Your Entertainers
Plan for the Entertainer’s Needs
Understand Your Venue
Keep on Budget
Limitations Can Be Opportunities
Do the Research
Mainstream Styles of Entertainment
Something a Little More Interactive
Linking Entertainment with Your Theme
New Emerging High-Tech Concepts
A Little More Physical
How to Locate Entertainment
Highlight Safety Pathways
Types of Lighting
Emcee and Speakers
Qualities of an MC
Role of an MC
Qualities of a Speaker
Roles of Speakers - Keynote Speakers
Panelist and Open Symposium/Forum Speakers
How to Find Your MC and Speakers
Speaker Guideline Template
Tempo and Structure
Live or Recorded Music
Types of Speaker Systems
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.
SeatingNumber of Attendees
Dimensions of Space
Consider Your Needs
Health and Safety
Feel and Look of Space
Workshops and Activities
Exhibition, Partners and Sponsors
Other Types of Seating
Meetings and Décor
Social Functions and Décor
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.
Traditional Hot Breakfast
Coffee and Tea Breaks
Plated Service Styles
Wine and Food Weight
Wine and Food Acidity
Wine and Food Spiciness
Wine Pairing Guide
Wine and Food Intensity, Flavour, and Character
Wine Tannins and Food
Wine and Sauces
Wine and Saltiness
Wine and Sweetness
Light Beer Lagers
Dark Beer Lagers
Maltiness in Beer (Barley Grain)
Bitterness in Beer
Hoppiness in Beer
Other Beer Types
Beer and Food Intensity, Flavour, and Character
Creating Signature Drinks and Cocktails
Special Dietary Requirements
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.
Building the Site
Elements to Include
Programme or Schedule
Code of Conduct
Health and Safety
Tours, Experiences, and Partner Programmes
Other Items to Consider
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.
Workplace Health and Safety
Identify Safety Hazards
Assess the Hazards and Safety Risks
Control the Risks
Review Control Measures
Sample On-Site Checklist
Responsible Service of Alcohol
Code of Conduct
Confidentiality or Non-Disclosure Document
Reasons for Secrecy
What to Include for Suppliers, Venues, and Contract Staff
Liquor Licencing Process
Public Liability/Professional Indemnity
Exclusions and Coverage
Who Could Be Harmed
Evaluating the Risk
Classifying the Risks
Review and Revise
Completing the Risk Assessment
What Is Cyber Security?
Three Elements Of Cyber Security
What Does All This Mean for Us?
Corporate Social Responsibility
Types of CSR
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.
Roles and Tasks
Sample Roles and Responsibilities
Code of Conduct
Communication On-Site Between Teams
Registration or Hospitality Desk
Health and Safety
Types of Questions
When Should a Debrief Take Place?
Who Should Attend?
Items to Cover
What to do with the Information