Project Management for Event Management Industry FROM POME BY GAUTAM KOPPALA VT

Project Management for Event Management Industry:				Sanitation Systems
Event Management Projects is the process by which				Slip & Trip Hazards
an event is planned, prepared, and produced. As with				Structural Integrity
any other form of management, it encompasses the				Waste Management
assessment, definition, acquisition, allocation, direction,				Insurance Management
control, and analysis of time, finances, people, products,				Additionally Insured
services, and other resources to achieve objectives.				Business Insurance
An event project manager's job is to oversee and				Cancellation
arrange every aspect of an event, including				Certificates of Insurance
researching, planning, organizing, implementing,				Contractually Required
controlling, and evaluating an event's design, activities,				Errors & Omissions
and production.				Event-Specific Insurance
Event Management Projects has been described as				Income Loss
an "emerging profession" due to the fact that no				Legal Requirements
academic, government-issued licensing, or private				Liability Exposures
occupational certification credentials are required to				Liquor Liability
practice this complex and responsibility-laden				Negligence / Liability
enterprise. Without such credentials, "professional"				Property Loss / Damage
status is suspect and subject to degradation by the				Workers Compensation
actions of untrained and inexperienced practitioners				Legal & Ethics Management
who are simply not aware of the scope of what				Anti-Discrimination Laws
needs to be learned in order to be qualified to work in				Attrition / Cancellation
this profession, as well as the scope of the legal and				Behavior Policies
ethical responsibilities associated with such endeavors.				Confidentiality
Event Management Projects encompasses a				Contract Execution
multitude of types of events. Although the Projects				Contract Management
industry has delineated itself into various categories, all				Contract Negotiation
represent the planning and production of an event that				Dispute Resolution
brings people together at a particular time, in a				Employment Laws
particular place, for a particular purpose. The event				Equal Opportunity Policies
genres that may be considered as falling within the				Fraud
Event Management Projects profession for the				Freedom of Information Act
purposes of this project are illustrated in below				Fundraising Laws
The Event Genre of Event Management Projects				Gift Acceptance Policies
Business & Corporate Events				Liquor Laws
Any event that supports business objectives, including				Not-for-Profit Laws
management functions, corporate communications,				Perquisites
training, marketing, incentives, employee relations, and				Privacy Laws
customer relations, scheduled alone or in conjunction				Public Assembly Laws
with other events.				Public Safety Laws
Cause-Related & Fundraising Events				Statutory Compliance
An event created by or for a charitable or				Taxation Laws
cause-related group for the purpose of attracting				Terms & Conditions
revenue, support, and/or awareness, scheduled alone				Traffic / Transport Laws
or in conjunction with other events.				Zoning Laws
Exhibitions, Expositions & Fairs				Risk Assessment Management
An event bringing buyers and sellers and interested				Cause/Effect Analysis
persons together to view and/or sell products,				Contingency Plans
services, and other resources to a specific industry or				Crisis Plans
the general public, scheduled alone or in conjunction				Decision Tree Analysis
with other events.				Documentation
Entertainment & Leisure Events				Fault Tree Analysis
A one-time or periodic, free or ticketed performance				Hazard Mapping
or exhibition event created for entertainment purposes,				Incident Reporting
scheduled alone or in conjunction with other events.				Influence Diagram
Festivals				Prevention Plans
A cultural celebration, either secular or religious, created				Probability / Severity Analysis
by and/or for the public, scheduled alone or in				Residual / Secondary Risk
conjunction with other events. (Many festivals include				Response Planning
bringing buyer and seller together in a festive				Risk Analysis
atmosphere.)				Risk Avoidance
Government & Civic Events				Risk Control
An event comprised of or created by or for political				Risk Diffusion
parties, communities, or municipal or national				Risk Documentation
government entities, scheduled alone or in conjunction				Risk Fields
with other events.				Risk Identification
Marketing Events				Risk Mitigation
A commerce-oriented event to facilitate bringing buyer				Risk Monitoring
and seller together or to create awareness of a				Risk / Opportunity Analysis
commercial product or service, scheduled alone or in				Risk Resilience
conjunction with other events.				Risk Retention
Meeting & Convention Events				Risk Transference
The assembly of people for the purpose of				Scenario Exercise
exchanging information, debate or discussion,				Walk-Through Inspections
consensus or decisions, education, and relationship				Security Management
building, scheduled alone or in conjunction with other				Access Control
events.				Briefings
Social/Life-Cycle Events				Command Center
A private event, by invitation only, celebrating or				Communications
commemorating a cultural, religious, communal, societal,				Contracted Personnel
or life-cycle occasion, scheduled alone or in conjunction				Credentials
with other events.				Crime Deterrence
Sports Events				Crowd Control
A spectator or participatory event involving				Deployment
recreational or competitive sport activities, scheduled				Detection Sweeps
alone or in conjunction with other events.				Emergency Assistance
				Equipment
The Proposed Knowledge Domain Structure				Escorting
Professional knowledge, which consists of technical				Guarding
knowledge, specialized skills, and ethical standards				Incident Reporting
used to function within a professional jurisdiction, must				Incident Response
be transformed into formal knowledge systems				Law Enforcement
combined with experiential or situational knowledge				Peer Security
systems.				Personal / VIP Protection
				Private Security Personnel
The Uses of the Domain Structure				Property Protection
The proposed domain structure can serve numerous				Stewarding
purposes and uses, not the least of which is the				Surveillance
illustration of the scope and complexity of this				Vehicles
profession to internal and external constituents and				Volunteer Personnel
stakeholders, current and future practitioners, and allied				Overview of Theme Design Management
and supplier industries, thereby increasing respect and				The application of theme development principles and
reverence for the profession of Event Management				cultural iconography to communicate and integrate the
Projects and legitimizing and "expertizing" the functions				purpose, message, image and branding of the event
of event management.				project.
				Major Functions
The Next Stage				Performance Elements
Further development, improvement, expansion, and				Theme Principles
ratification of the Event Management Projects				· Capture attention and create interest
depends on the review and input of a broad variety of				and involvement
industry practitioners, experts, certification bodies, and				· Communicate and reinforce purpose
academicians from the full spectrum of event genres				and message
and industries.				· Establish a context and create
				attendee expectations
Event Management Projects is an intricate weaving of				· Integrate into a cohesive whole
the process and the scope of management functions.				Theme Development
As illustrated below, the functional units (grouped by				· Determine expectations through
domain) form the warp fibers—the foundation				research and consultation
threads of the fabric of an event. The				· Identify core concepts, topics, and/or
processes—or weft threads—are interwoven				messages
through these foundations for each event, with the				· Create multiple dimensions
evaluation thread from one event forming the				· Integrate essential characteristics of
research thread for the next event. If you eliminate				theme into a clear concept description
one of the threads, the fabric of the event is				Cultural Iconography
weakened, leaving holes or places where it may				· Explore the cultural icon domains
unravel.				· Work from the familiar
The Design domain focuses on the artistic				· Recognize and respect cultural and
interpretation and expression of the goals and				individual diversity
objectives of the event project and its experiential				· Distill the imagery
dimensions, and is often the area of Event				Creativity
Management Projects that draws individuals to the				· Use a broad spectrum of stimuli
occupation due to its creative opportunities.				· Conduct brainstorming and other
				idea-generating exercises
Many of the units and topics represent specific				· Remove restrictions of assumptions
specializations, disciplines, or its own distinct industry,				and tradition
with its own body of knowledge and credentials, some				· Combine ideas in new ways and
requiring specific licenses in many jurisdictions, with				make connections between seemingly unrelated ideas
which the event manager must interact or subcontract				Theme Integration
in order to plan and produce an event.				· Visualize all the event elements and
				link them to the theme
At this stage the knowledge domain structure				· Incorporate the five senses
represents a simple mapping of concepts. It is not				· Integrate branding into all aspects of
practical to numerically quantify the units or topics				the event experience
contained in the various certification competency				· Verify the operational and logistical
blueprints, vocational qualifications, guides, and texts				practicality
because, as yet, standard units and terminology have
not been adopted by the industry as a whole. This initial				The Case Study Analysis
taxonomy of general Project Management will serve
as a platform that will enable expert participants, from				Theme Principles
a variety of disciplines around the world, to continue its				- Celebrate the history of the Games and Italy's rich
refinement and develop a shared understanding and				contributions to theater, art, music, fashion, style, and
interaction.				sports heroes throughout the centuries
				- Showcase the city of Turin and the assets of the
The Taxonomy of the Administration Knowledge				region
Domain for event project management				- Meet IOC specifications for ceremonies
Financial Management				- Create a spectacle for worldwide television
Accounting / Auditing				coverage
Asset Management				Theme Development
Bid Preparation				- Torino Games motto "Passion Lives Here"
Budget Development				- Essential characteristics of "Rhythm, Passion and
Business Plans				Speed"
Cash Flow				- Host objective to highlight and promote "all things
Cash Handling Procedures				Italian"
Change Controls				- Portray the Olympic ideals
Cost/Benefit Analysis				Cultural Iconography
Cost Controls				- Italian iconographyo Film and theater;
Cost Estimating				Fellini, Roberto Bolle of the La Scala
Credit Policies				Theatreo Art; Botticelli's "The Birth of
Economic Impact				Venus," Umberto Boccioni's sculpture "Unique Forms of
Financial Reporting				Continuity in Space"o Music; Renaissance
Fixed / Variable Costs				trumpeters and drummers, Luciano Pavarotti,
Foreign Currency				Puccinio Fashion; Armani, Moschino,
Inventory Control				supermodel Carla Brunio History; Medieval
Investments				Sbandieratori flag wavers, Renaissance and Baroque
Payables & Receivables				acrobats and floatso Sports; Olympic
Pricing Structures				medalist participants, Formula One race car
Profit Objectives				- Olympic iconographyo Double X symbol
Purchasing Controls				of the twentieth Olympiado Olympic
Rate Negotiation				ringso Olympic colors of blue, black, red,
Resource Definition				yellow, and greeno Olympic torch,
Human Resources Management				cauldron, and flameo Torino Games
Behavior Policies				logoo Dove as the symbol of peace
Benefits Management				Creativity
Conflict Resolution				- Aerial acrobatics
Discipline				- Disco music for athlete parade
Employment Regulations				- Dove formation with vertical choreography
Hiring / Induction				- Ferrari Formula One race car
Job Analysis				- Olympic Flag carried by women only
Job Descriptions				- Olympic Flame ignition
Labor Relations				- Olympic Rings
Leadership				- Pavarotti Opera stage
Motivation				- Pulsing heart and giant skier choreography
Organizational Structure				- Recessed piazza in stage for athlete seating
Orientation				- Sparks of Passion inline skaters with flaming helmets
Paid Staff / Employees				- Synchronized "swimmer" routines through spandex
Payroll Management				piazza cover
Performance Evaluation				Theme Integration
Professional Development				- Passiono Bronze flame-projecting
Recognition Programs				anvilo Beating heart dance
Recruitment				routineo Olympic torch entry and flame
Seasonal Staffing				ignitiono Pyrotechnics
Succession Planning				- Rhythmo Drums in opening
Supervision				segmento Disco music for athlete
Team Building				paradeo Medieval Sbandieratori flag
Temporary / Casual Labor				wavers
Temporary Staffing				- Speedo Sparks of Passion skaters with
Termination				flaming helmetso Skateboarders and inline
Training				skaterso Giant skier
Uniforms				formationso Ferrari Formula One race car
Union Labor				- Peaceo Honor Guard of the Carabinieri
Volunteers				and the Alpinio Jacques Rogge
Information Management				speecho Acrobatic formation of
Briefings / Debriefings				doveo John Lennon's "Imagine"
Communication Equipment				Possible Discussion Topics
Communication Planning				- How "all things Italian" were highlighted and promoted
Communication Protocols				- The iconic elements for:o Turin in
Confidentiality Agreements				specifico Italy in generalo The
Database Management				Alpine regiono The Winter
Documentation Procedures				Olympicso The Olympics in general
Document Design				- Historical origins of the various cultural icons and
Evaluation / Analysis				iconic elements used
Feedback Systems				- The design benchmarks (highest, first, largest, etc.)
Information Acquisition
Information Asset Protection				Integration Example — Speaker Selection
Information Distribution
Intelligence Gathering
Lead Retrieval Systems
Library / Archives				Integration, a Core Value of the framework, reflects
Monitoring & Reporting				the critical need to coordinate, synchronize and merge
Presentations				the variety and multitude of interactions, dependencies
Photography / Videography				and interconnected elements included in an event
Privacy Policies				project to ensure decisions incorporate all the factors
Record Keeping Procedures				influencing and influenced by those choices.
Procurement Management
Bid Solicitation				When you view the scope of the functional areas of
Change Controls				the knowledge domains, as shown below, which
Contract Management				illustrate the full scope of the responsibilities assigned to
Performance Evaluation				event organizers, it becomes clear that one item, one
Procurement Policies				decision, or one element will be shaped by and will
Purchasing Procedures				have an impact on every other aspect of the event
Quality Control				project.
Reimbursement Policies
RFPs / Briefs
Specifications Definition
Source Definition				Let's look at one element: selecting a speaker for a
Source Selection				conference. This function would be under Content
Systems Management				Development (or Content Management) within the
Bookkeeping Systems				Design domain.
Change Control Systems
Communication Systems				Factors regarding this one element will interact with
Database Systems				every other domain's functional areas and decisions
Decision Making Systems				made about this speaker must be integrated
Document Generation				throughout the scope of functional areas. For example,
Governance				the chart below illustrates some of the questions and
Integration Management				issues that must be considered for this single facet of
Inventory Systems				the event project.
Knowledge Management
Maintenance Systems				Keep in mind that this list is by no means exhaustive,
Procedural Manuals				nor does it take into account the fact that there are
Purchasing Systems				typically numerous speakers selected for even a small
Reservation / Booking Systems				conference, and perhaps hundreds for a sizable
Routing Systems				convention. Also remember that when you answer
Security Systems				any one of these questions, that answer must then be
Technology Management				considered in the context of every other functional
Computers				area.
Digital
Electronics
Email & Voice Mail				ADMINISTRATION
Internet / Intranets				Financial
Office Equipment				- What is the speaker's fee or the honoraria to be
Telecommunications				paid? How and when will that payment be handled?
Video				- If no fee or honoraria, is there any other form of
Web-based				compensation for which the variable costs need to be
Wireless				included in the budget?
Time Management				- Will we be paying for the speaker's airfare?
Activity Definition				- Will we be buying the ticket or reimbursing the
Activity Sequencing				speaker for it?
Change Controls				- Are there contractual specifications for or limits on
Critical Path Analysis				what fare we will pay for (economy, business class,
Deadline Definitions				first class)?
Duration Estimation				- Will we be paying for the speaker's hotel
Gantt Charts				accommodations?
Planning Tempo				- Are there incidentals (meals, ground transportation,
Production Schedules				etc.) that we will or will not reimburse?
Program Agendas				- Will speaker thank you gifts need to be purchased?
Running Order				Human Resources
Schedule Control				- Who is responsible for or has the authority to
Schedule Development				conduct speaker selection?
Time Lines				- Who will serve as the pre-event liaison for the
The Taxonomy of the Operations Knowledge Domain				speakers?
for event project management				- Who will serve as the on-site liaison for the
Audience Management				speakers?
Access Controls				- Do we need someone to meet the speaker at the
Admission Controls				airport?
Admission Systems				- Do we need an escort for the speaker to the site
Arrival / Departure Modes				and / or on site?
Credentialing Systems				- Who will give the introduction for the speaker's
Crowd Management				session?
Group Movements				Information
Guest Relations				- How will we collect session proposals or abstracts?
Housing Systems				- How will we handle correspondence with the
Manifests				speaker, e.g. session acceptance / denial, invitations,
Pedestrian Traffic Flow				confirmations, thank you letters, etc.?
Protocol Requirements				- What forms will we need the speaker to fill out, e.g.
Queue Management				AV requests forms, room set-up requests, session
Registration Systems				taping approvals, etc.?
Seating Systems				Procurement
Ticketing System				- What types of speaker solicitation documents will we
Ushering Systems				use, e.g. call for papers, call for abstracts, session
Communications Management				proposal forms, etc.?
Announcement Protocols				- What specifications need to be included in solicitation
Briefings / Debriefings				materials, e.g. acceptable / suggested topics, session
Channel Distribution				deliverables, target audience or content track, etc.?
Command & Control				- What equipment or services will be need to be
Communication Equipment				ordered for this speaker's presentation, e.g. projection
Contact Lists				equipment, audience response systems, staging,
Delegation				captioning services, etc.?
Event Orders				- How will we handle on-site changes and other
External Connectivity				requests?
Guiding / Coaching				Stakeholders
Interpreter Services				- Are there any controversial issues surrounding this
Notifications				speaker that might cause problems in connection with
On-site Communications				his/her appearance, e.g. opposition, potential protests,
Production Book				political affiliations, etc.?
Public Address Systems				- Are there strategic economic or political alliances that
Scoring Systems				may be developed or enhanced by selecting this
Translation Services				speaker?
Verification Documentation				- How will the performance of this speaker and the
Infrastructure Management				value of his/her appearance be evaluated? How will
Emergency Services				this be used in communications with various
Gas Services				stakeholders or stakeholder groups?
Handicap Services				Systems
Housekeeping / Maintenance				- How will the speakers selected be incorporated into
HVAC Systems				database systems, e.g. registration, badge processing,
Lighting Systems				membership, etc.?
Medical Services				- Will we be using an abstract management system
Parking				for online submissions, speaker communications,
Participant Equipment				PowerPoint and handout collection, etc.?
Power Services				Time
Power Distribution				- When do we need abstracts or session proposals
Recycling				submitted?
Seating				- By when do sessions and speakers need to be
Sewage Services				selected and confirmed?
Shipping Services				- How and when will we schedule sessions and
Telecommunications				presentations, e.g. time slots, tracks, keynotes, etc.?
Traffic				- How long will sessions be, e.g. one hour, 90 minutes,
Transportation				half-day, etc.? How long will this speaker's presentation
Utilities Usage Fees				be?
Waste Management				- How will we handle scheduling for speakers providing
Water				numerous different or repeat sessions?
Logistics Management				DESIGN
Action Plans				Content
Ceremonial Protocol				- Has a needs assessment identified this topic or this
Checklists				speaker as suitable or desirable?
Contractor Coordination				- Has this topic been identified as necessary to meet
Dismantling				educational requirements?
Installation				- In what way is this speaker qualified to deliver this
Loading Dock Management				content?
Move-in				- What format will be used for this topic, e.g. keynote
Move-out				speech, facilitated interactive presentation, workshop,
Precedence Order				etc.?
Replenishing				- How will we ensure speaker will deliver valuable
Requirements Definition				content without blatant commercials for his/her
Running Order				products or services?
Scope Definition				Entertainment
Staging / Marshalling				- Will the speaker need a specific rehearsal time or
Task Analysis				period?
Task Assignment				- Will the speaker need a special room where he/she
Task Identification				can organize or prepare for his/her presentation?
Task Interdependence				- Will the speaker be expected to be part of or
Task Monitoring				involved in any ancillary activities, e.g. golf tournament,
Terminology Agreement				exhibits, receptions, book signings, etc.?
Program Design Management				- Does the speaker need any coaching regarding
Activities				presentation skills?
Alcohol Management				Environment
Ancillary Tours				- What type of seating configuration does the speaker
Catering Management				desire / require, e.g. theater style, classroom, round
Celebrities / Performers				table, etc.?
Ceremonial: Invocation				- Does the speaker need special equipment, décor,
Certification Requirements				or supplies procured and/or delivered?
Children's Programs				- Will the presentation include audience participation,
Companion Programs				and, if so, what will that require, e.g. steps onto stage,
Competitions				special aisles, etc.?
Educational Objectives				Food & Beverage
Entertainment Management				- Will speaker be invited to or included in some / all
Event Components				meal functions for the conference?
Exhibits				- Does the speaker have any dietary requirements?
Feasibility Analysis				- Will exclusive water stations / bottled water be
Gap Analysis				provided for speakers?
Learning Environments				- Will there be refreshments provided in a speaker
Needs Assessment				ready room?
Speakers / Participants				Production
Sport/Recreational Activities				- Will the speaker be providing a PowerPoint and/or
SWOT Analysis				video presentation?
Theme Development				- Does the room need special lighting for his/her
Site Management				presentation, e.g. darkened room, spotlighting, etc.?
Ceremonial Equipment				- What type of microphone(s) will be required, e.g.
Décor				lectern, hand held, wireless, standing, etc.?
Environmental Controls				- Will the speaker be using or demonstrating any
Equipment Rentals				special or theatrical effects, e.g. pyrotechnics, fog
Furnishings				effects, sound effects, etc.?
Maps				Program
Mobile Facilities				- Where in the program agenda does this speaker
Perimeter Controls				appear, e.g. day, time slot, track, etc.?
Signage				- Are there any scheduling conflicts that will affect
Site Development				attendance at this speaker's presentation?
Site Inspection Criteria				- Is this session required for specific credits or
Site Plans / Diagrams				certificates, and, if so does this session meet
Site Selection Criteria				educational requirements, e.g. duration, content level,
Site Selection / Contracting				etc.?
Staging Equipment				- Can this session accommodate anticipated
Storage				attendance, e.g. room capacity, repetition within agenda,
Temporary Structures				etc.?
Tenting				Theme
Stakeholder Management				- Is there linkage between this presentation and the
Accountability				theme of the conference?
Authenticity				- Will conference branding need to be included on
Client Management				handouts and/or PowerPoint presentations?
Committees				- Has speaker been advised of any cultural or
Constituents				corporate customs on what must be avoided or
Cultural Differences				incorporated into his/her presentation, e.g. attire, jargon,
Economic Objectives				current events, gestures, etc.?
Facility Personnel				MARKETING
Government				Marketing Plan
Host Community				- Is this speaker appropriate for or affiliated with the
Media				conference's target market?
Military				- Does this speaker offer an entry into specific niche
Officials & Authorities				markets that could be exploited, e.g. track categories,
Participants				exhibitors, etc.?
Political Objectives				- Has this speaker presented at previous conferences,
Prioritized Objectives				and, if so, what were the satisfaction scores from
Protocol Management				previous evaluations?
Tourism / Convention Bureaus				- Should this speaker be specifically highlighted in
Technical & Production Management				promotional activities?
Audiovisual Services				Materials
Entertainment Equipment				- What materials are needed from the speaker, e.g.
Equipment Rentals				handouts, PowerPoint presentation, etc.?
Lighting Equipment				- Will the speaker be providing additional handouts or
Multi-Media				amenities only at the session, e.g. checklists,
Performer Equipment				workbooks, samples, etc., that need to be approved
Projection Systems				and/or promoted?
Pyrotechnics				- How will speaker be promoted in the program book,
Sound Distribution				e.g. bio, photo, session description, etc.?
Sound Equipment				- Will speaker presentations and/or handouts be
Special Effects				provided to attendees in a handbook, CD, and/or on
Stage Configurations				the web?
Staging Requirements				Merchandise
Technical Producers				- Will the speaker be allowed to sell own books or
Technical Rehearsals				other products after his/her session?
Technicians / Engineers				- Will audiotapes of the sessions be created for sale
The Taxonomy of the Marketing Knowledge Domain				to attendees?
for event project management				- Will the speaker be asked to provide items for
Hospitality Management				conference amenities or prizes, e.g. books, discount
Catering				coupons, etc.?
Ceremonial Equipment				- Will speaker be given logo-imprinted items as thank
Client Entertainment				you gift or in-room amenity?
Dressing Rooms				Promotions
Guest Services				- How, where, and when will speaker solicitation
Gifts / Amenities				activities be conducted?
Housing Services				- What materials do we need the speaker to provide
Lounge Facilities				for promotional activities, e.g. photo, bio, session
Ready Rooms				description (including key words and/or deliverables),
Reception Areas				etc.?
Sponsor Benefits				- In what format do we need these materials, e.g.
VIP Services				digital photo and resolution, word count limits on bio and
Marketing Plan Management				session description, minimum of three session
Branding Requirements				deliverables, etc.?
Customer Intelligence				- Where will we include these materials, e.g. advance
Customer Needs / Benefits				program, web site, blast e-mail and print
Customer Relationships				advertisements, etc.?
Database Building				- Will speaker be offered personalized promotional
Demographics				materials for his/her own marketing activities or cross
Differentiation				promotions?
Image Enhancement				Public Relations
Loyalty / Affinity Programs				- Will speaker be suitable and available for interviews
Marketing Objectives				with the media?
Market Research				- Is speaker able to provide articles that may be
Market Segmentation				submitted to industry publications in conjunction with the
Marketing Mediums				conference?
Marketing Messages				- Are position statements and background information
Niche Marketing				prepared for any controversial issues the speaker or
Positioning				his/her appearance may incite?
Product Definition				Sales
Product Pricing				- Will attendance at this speaker's presentation require
Psychographics				an additional charge or ticket?
Retention Marketing				- Will speaker's books and/or products be made
ROI Evaluation				available for sale by the conference before, during, and
ROO Evaluation				or after the conference?
Schedule Definition				- Will speaker allow the sale of audiotapes or
Situation Analysis				videotapes of his/her presentation, and, if so, will there
Strategic Marketing				be any commission on sales paid to the speaker?
Target Market Definition				Sponsorship
Materials Management				- Will this speaker's appearance or presentation be
Advertising Specialties				suitable for packaging as a sponsorship?
Awards / Prizes				- Will this speaker's appearance or presentation
Badges / Passes / Credentials				jeopardize any existing or potential sponsorship
Brochures				agreements?
Coupons				- Will the speaker be expected to make any special
Distribution				appearances or accommodations in conjunction with a
Flyers				sponsorship, e.g. hospitality functions, session
Forms				introductions by sponsor, recognition of sponsor in
Invitations				presentation, etc.?
Media Kits				OPERATIONS
Newsletters				Attendees
Posters				- Will attendees need to pre-register for this specific
Printing Production				session in order to manage capacity limitations and/or
Printing Specifications				minimums?
Programs				- How will access to presentation be controlled, e.g.
Registration Packets				name badge, ticket, etc.?
Tickets				- How will CEU or other continuing education credits be
Videos / CD ROMs / DVDs / MP3				tracked and reported?
Merchandising Management				- Will expected or expressed popularity of this
Brand Management				speaker or topic suggest repetition or expansion of this
Collectables				session or other crowd management strategies?
Commemoratives				Communications
Concessions				- Has speaker been provided with contact name and
Customer Service				numbers in case of travel problems or appearance
Display				cancellation?
Distribution				- Has speaker provided his/her contact information for
Licensing				conference updates and in case of program changes
Logo Wear				or cancellation?
Manufacture				- When and with whom should speakers check-in to
Packaging				ensure their timely arrival?
Souvenirs				- Has speaker provided on site contact numbers, e.g.
Promotion Management				cell phone, hotel number, etc.?
Advertising				Infrastructure
Broadcasting				- Does speaker need ground transportation provided?
Ceremonies				- If not, will speakers be provided with a designated
Contests / Sweepstakes				parking area, or will parking fees be reimbursed?
Couponing				- Will this presentation generate any dangerous or
Cross Promotions				hazardous waste, e.g. medical waste, chemicals, fire
Direct Mail				hazards, etc.?
Displays				- Does this presentation or demonstration require any
FAM Tours				special utility hook-ups or services, e.g. Internet access,
Giveaways				water, machinery, etc.?
Internal / External				Logistics
Internet / Intranet				- Does this presentation have extensive or unusual
Logo Management				move-in / move-out requirements, e.g. length of set-up
Media Tie-ins				time, special displays, expansive AV requirements,
Narrowcasting				etc.?
Networking				- Does this presentation or session have any special
Pod-casting				machinery or equipment requirements, e.g. vehicles or
Product Demonstrations				apparatus, poster boards, waste containers, etc.?
Product Sampling				- Will speaker be charged for special room set-ups or
Proof of Purchase Discounts				services?
Sales Promotions				Participants
Special Appearances				- Are speakers given a complimentary registration
Stunts				package to the conference?
Trade Show Participation				- Will there be a separate registration desk for
Web-based				speakers?
Public Relations Management				- Are speaker credentials (badges) different from
Disaster Recovery				other attendees, and, if so, how?
Disaster Response				- What instructions need to be provided to the
Media Conferences				speaker, in what form, and when?
Media Contact Lists				- Is the speaker bringing a guest or assistant who
Media Kits				needs admittance credentials?
Media Previews				Site
Media Relations				- In what room (location) will this session be held?
Media Releases				- Will this session restrict use of the meeting room or
Photo Opportunities				adjacent areas, e.g. room clearing and cleaning, noise
Publication Articles				levels, pedestrian traffic limits, etc.?
Requests for Coverage				- Will speaker have an exhibit booth in the trade
Spokespersons				show?
Sales Management				- If a speaker ready room or green room is to be
Box Office Operations				provided, where will it be?
Cash Handling Procedures				- Will this speaker be housed in the headquarters
Concession Sales				hotel?
Coupon Redemption				Technical
Merchandise Sales				- What staging will this presentation require, e.g. stage,
Proposal Delivery				platforms, display tables, lectern, etc.?
Proposal Development				- What AV equipment is required and will this speaker
Proposal Packaging				need technical assistance before the presentation?
Sales Techniques				- Will technicians be required to operate any equipment
Sponsorship Sales				during this presentation?
Ticketing Operations				- How will the speaker be advised regarding wireless
Web-based Sales				microphone usage, e.g. turning it off during private
Sponsorship Management				conversations or when in the toilet?
Benefits Delivery				- What attendance tracking devices will be used and
Benefits Packaging				when, e.g. bar code scanners, RFID readers, etc.?
Commercial Sponsorship				RISK
Cross Promotions				Compliance
Donor & Patron Gifts				- How will we verify speakers are not using
Grants & Underwriting				copyrighted materials other than their own?
Image Management				- What permissions do we need from the speakers to
In-kind Donations				publish their copyrighted material?
Selling Sponsorships				- Does this session include proprietary material that
Servicing Sponsors				requires prohibition of recording by attendees?
Solicitation Proposals				- What devices or services will be required to ensure
Sponsorship Kits				this presentation is ADA compliant, e.g. assisted
Target Definition				listening devices, captioning, sign language interpreters,
Target Solicitation				etc.?
The Taxonomy of the Risk Management Knowledge				- Does this presentation require any special permits,
Domain for event project management				e.g. pyrotechnics, imported flowers, food preparation,
Compliance Management				etc.?
Accessibility (ADA)				Decisions
Alcohol / Liquor Laws				- How are speakers and session topics approved, e.g.
Antitrust Laws				peer review, program committee, etc.?
Assembly Occupancy				- What do we do if complaints are received regarding
Codes & Regulations				a speaker's presentation or behavior?
Consent Forms				- What contingency plans do we need for speaker
Environmental Protection				no-show, equipment malfunctions, etc.?
Exemptions				Emergency
Fire Safety				- Does this speaker have any medical conditions that
Food Service Codes				we need to be prepared for?
Intellectual Property				- Will the speaker be asked to take any role in
Licenses				emergency management, e.g. exit location
Merchandise Licensing				announcements, attendee sign-in manifest, etc.?
Music Licensing				- How will speaker be advised of the communication
Permits				protocols in case of a crisis, e.g. calling security to
Releases				report incidents, referring all media inquiries to official
Safety Inspections				spokesperson, etc.?
Sanctioning Bodies				Health/Safety
Special Effects Codes				- Will the room capacity for this session accommodate
Union Jurisdictions				the likely attendance?
Waivers				- If demand exceeds capacity, how will we control
Work Permits / Visas				access and accommodate those turned away?
Emergency Management				- Will any equipment or activities in this session block
Audience Preparation				any exits?
Civil Disorder				- Will any potentially hazardous materials, supplies, or
Command Structure				equipment be used in this session, and, if so, how will
Communications Plan				these be controlled?
Crowd Control				- Will any participatory activities be conducted in this
Disaster Preparedness				session that could cause injury or illness?
Emergency Action Plan (EAP)				Insurance
Earthquake				- Is this speaker's participation in the conference
Evacuations				covered in our current insurance policies?
Fire				- Is loss of or damage to this speaker's equipment
Flood				covered under our current policies?
Hazardous Materials				- Does this presentation require any special liability
Medical Services				coverage?
Mutual Aid Agreements				- Does this session require waivers of indemnity signed
Power Loss				by participants?
Response Accessibility				Legal
Response Equipment				- Will we have speakers sign a contract regarding their
Response Services				appearance at the conference, and, if so, what will it
Severe Weather				need to include?
Shutdown Procedures				- What consent approvals will we need in order to
Spokespersons				record (audio and/or video) the speaker's session(s)
Terrorism				and make these available for sale or download?
Threat Assessment				- What consent approvals (implicit or explicit) do we
Training & Drills				need in order to photograph the speaker and/or
Transportation Incident				audience for print or electronic promotional materials
Triage				and publications?
Vehicles & Equipment				- Are there any disclaimers needed in conjunction with
Warning Systems				this speaker or his/her presentation?
Health & Safety Management				Security
AED / CPR Certification				- Will security personnel be required to control access
Chemical Hazards				to this session?
Equipment Training				- Will security personnel be required to guard any
Fall Protection				equipment or materials used in this session?
Fire Safety Systems				- Will security personnel be required to protect the
Infectious Materials				safety and welfare of this speaker?
Lighting / Visibility				- Will this speaker be providing his/her own personal
Manual Handling Procedures				protection personnel, e.g. Secret Service, bodyguards,
Noise Levels				etc.?
Occupational Hazards				- Will this speaker's appearance involve any special
OSH Requirements				security protocols, e.g. canine room sweep, bag check
Pollution				and walk-through magnetometer, identification and/or
Protective Equipment				background checks, etc.?
Safety Meetings

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Project Management for Event Management Industry FROM POME BY GAUTAM KOPPALA VT