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Event Planning by Mark Breen (Cuckoo Events) for BICS 2013

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Mark Breen
Mark Breen

Slides from a presentation I gave to BICS (Board of Irish College Societies) recently on Event Planning. They've been altered slightly, obviously, with more text in this version as YOU don't have me there in front of you to go through it all.

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Event Planning Are you mad? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Who’s this guy? • UL Lifesaving Club • UL Clubs & Socs Executive • UL Ents Crew & Events – a few years back. . . • Events & Marketing Manager, DIT Students’ Union for 5+ years – up to a couple of years ago Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Ya? What else? • Irish Safety Institute – Witnness / Oxegen / EP / Slane / Phoenix Park – College events – Europa Cup Final 2011 – London Olympics 2012 – Team Ireland Homecoming / Eucharistic Congress / Fleet Expo • Cuckoo Events – Event Management / Event Production / Event Safety / PaintGlow / Foam Parties / Themed Events – Gathering 2013 / Charity Events – Upcoming events. . . Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit www.rickwhitter.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Ideas / Concept Generation Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit natebu.wordpress.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit UNKNOWN Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit shedsomelightonthis.wordpress.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Event Planning - where to start? Image credit spreadshirt.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
So what’s in an Event Plan? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Safety Policy Structures & Facilities Controls & Comms General Event info Crowd Management Environmental Venue Medical Plan Tests & Inspections Fire Safety Traffic / Transport Plan Appendices Emergency Procedures Cancellation Policy Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Planning Flowchart Objectives Goals Proposal Team Draft Outline Plan Stakeholders Date & Venue Permissions Staff Costs Detailed Planning Budget Logistics Running Order Production schedule Organising the Event Event preparation Stakeholder liaison Build Implementation Running the event Production management Post Event Evaluation Feedback Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
What’s the one element that is DEFINITELY involved in any event? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit vargiu.com.au Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit relieve-migraine-headache.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Risk Assessments Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Why put ourselves through it? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit guardian.co.uk Smiley faces! Happy people! Fada, Gamesmaker, London Olympics 2012 Image credit aidan-kelly.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Running the Event Image credit healthcarepursuits.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit www.lifehack.org Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Review • HONEST review is key • Involve ALL stakeholders • Take the bad with the good • Review as soon after event as possible • Actually USE the review to inform future events Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Top Tips • You can NOT start planning EARLY ENOUGH • Use a schedule • Add 20% miscellaneous to budget • Supplier relationships are KEY • Have done some work on the event BEFORE talking to suppliers • Review Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
The Toppest Tip Image credit flickr.com/photos/lumaxart/2137737248 Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit bobtheegg.deviantart.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Stuff • Risk Assessment Matrix • Events Scheduling Doc • Sample Event Planning Guidelines Doc contents • Simple Event Planning Flowchart • Sample Event Plan Contents x 2 • Presentation Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Image credit justdwl.net Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Mark Breen P: 01 6401575 M: 086 823 3377 E: mark@cuckoo.ie Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

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Event Planning by Mark Breen (Cuckoo Events) for BICS 2013

  • 1. Event Planning Are you mad? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 2. Who’s this guy? • UL Lifesaving Club • UL Clubs & Socs Executive • UL Ents Crew & Events – a few years back. . . • Events & Marketing Manager, DIT Students’ Union for 5+ years – up to a couple of years ago Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 3. Ya? What else? • Irish Safety Institute – Witnness / Oxegen / EP / Slane / Phoenix Park – College events – Europa Cup Final 2011 – London Olympics 2012 – Team Ireland Homecoming / Eucharistic Congress / Fleet Expo • Cuckoo Events – Event Management / Event Production / Event Safety / PaintGlow / Foam Parties / Themed Events – Gathering 2013 / Charity Events – Upcoming events. . . Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 4. Image credit www.rickwhitter.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 5. Ideas / Concept Generation Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 6. Image credit natebu.wordpress.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 7. Image credit UNKNOWN Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 8. Image credit shedsomelightonthis.wordpress.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 9. Event Planning - where to start? Image credit spreadshirt.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 10. So what’s in an Event Plan? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 11. Safety Policy Structures & Facilities Controls & Comms General Event info Crowd Management Environmental Venue Medical Plan Tests & Inspections Fire Safety Traffic / Transport Plan Appendices Emergency Procedures Cancellation Policy Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 12. Planning Flowchart Objectives Goals Proposal Team Draft Outline Plan Stakeholders Date & Venue Permissions Staff Costs Detailed Planning Budget Logistics Running Order Production schedule Organising the Event Event preparation Stakeholder liaison Build Implementation Running the event Production management Post Event Evaluation Feedback Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 13. What’s the one element that is DEFINITELY involved in any event? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 14. Image credit vargiu.com.au Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 15. Image credit relieve-migraine-headache.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 16. Risk Assessments Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 17. Why put ourselves through it? Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 18. Image credit guardian.co.uk Smiley faces! Happy people! Fada, Gamesmaker, London Olympics 2012 Image credit aidan-kelly.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 19. Running the Event Image credit healthcarepursuits.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 20. Image credit www.lifehack.org Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 21. Review • HONEST review is key • Involve ALL stakeholders • Take the bad with the good • Review as soon after event as possible • Actually USE the review to inform future events Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 22. Top Tips • You can NOT start planning EARLY ENOUGH • Use a schedule • Add 20% miscellaneous to budget • Supplier relationships are KEY • Have done some work on the event BEFORE talking to suppliers • Review Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 23. The Toppest Tip Image credit flickr.com/photos/lumaxart/2137737248 Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 24. Image credit bobtheegg.deviantart.com Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 25. Stuff • Risk Assessment Matrix • Events Scheduling Doc • Sample Event Planning Guidelines Doc contents • Simple Event Planning Flowchart • Sample Event Plan Contents x 2 • Presentation Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 26. Image credit justdwl.net Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 27. Mark Breen P: 01 6401575 M: 086 823 3377 E: mark@cuckoo.ie Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie
  • 28. Cuckoo Events | P: 01 640 1575 | M: 086 823 3377 | E: mark@cuckoo.ie T: @CuckooEvents | FB: /CuckooEvents | #WatchTheBirdie

Hinweis der Redaktion

  1. Who has run events before?What kind of events?What were the challenges?What questions do you have?What would make your life easier?
  2. START EARLY Roles & Schedule – split responsibility and keep track of progress with schedule20% Misc – include 20% miscellaneous as standardSupplier relationships – find people you TRUST. Make sure you’re getting good value & service, but make your life easy.Be different - Don’t be the typical students / student organisation who calls up suppliers with little firm idea of what you want / need etc. Review – the event isn’t done until you’ve had your comprehensive review
  3. TEAMWORKPEOPLE ARE KEY
  4. TEAMWORKPEOPLE ARE KEY