Task One: Research and Understanding

1. The Events Management Process

Events Management

To plan an event there are 4 stages:

Plan

Source

Manage

Measure

Planning stage

Planning is the first stage to creating an event. You need plan all aspects of the event for management right down to caterers.

The first step is to make sure there is an initial idea in place by researching and there are meetings throughout the process. Once the initial idea is in place then the cost will come next.

Through the planning process the management staff need to have been sourced, as they will be the one who will be planning throughout. Communication is key when planning.

Venue is key throughout the planning process. This is because different venues will have different equipment, which mean items might not have to be sourced when the planning gets put into place.

Sourcing stage

The sourcing stage in basically putting the plan into action. For example you would then ring the venue and ask if you can put the event on. If the venue is allowing the event then you would ask what equipment they have and if they will provided you with any staff, for catering to technical crew.  The cost of the venue would also be included in the phone call.

Legally requirements would also have to be planned and sourced as you can’t continue the event through the rest of the process.

Once the cast and crew have been decided then the process can be continued. An example of this would be if you where the stage manager you would then get your crew to go out and source the props.

The sourcing process can also come under the rehearsal process. One reason for this would be when the cast is rehearsing they miss out a prop then they would go out and find the appropriate prop.

Manage Stage

The measuring stage is the rehearsal process. This is when the cast and crew have been finalised and they start rehearsing the event.

When all job roles have been decided they would start rehearsing and the crew would start plotting. For example when the sound designer has been given the script then they would source the sound effects.

Also in the manage stage the event would happen.

Measure stage

The measuring stage is the overview.  All show reports have been collected and audience and client have reviewed the event.

 

2. Example of an Events Management Hierarchal structure

Hierarchy Structure

In order of importance:

Client-

The client is the person who wants to put an event but needs guidance on how to do it. The client would liase with the Events Manager.

Events manager-

The events manager would be in charge of the whole event and would work closely with the client. The events manager would check on all other departments to make sure they are all tasks.

Production Manager-

The production manager would be in charge of the production side, this includes the technical side through to the front of house team. They would liase with the events manager and the client if necessary.

Legal administrator-

The legal administrator is there to make sure that all the legal requirements are met. For example if the event is a show, that they have the rights to put on the show.

Administrator-

Administrator keeps count of all the spending within the company and is responsible for the employees pay. They would keep hold of the books and make sure all sales are right.

Budget manager-

Budget manger is in charge of the budget. Once the budget has been decided then they will delegate money to the managers and they will spend the money accordingly. The budget manager will have the overall spread sheet with all the money that has been spent and what money is left.

Stage Manager-

The stage manager would be in charge of the venue and the technical team. They would take charge in the rehearsal process. They would be also incharge of running the event on the day/night.   

Technical Team-

The technical team includes the sound designer and operator, lighting designer and operator, Assistant Stage Manager and Deputy stage Manager. The techncial team my also need to go into rehearsal and are needed for technical rehearsals as they are their rehearsal.

Marketing

Are in charge of selling tickets advertising and produce posters, programme and distribute them. Once a week ticket sales would need to be checked. Marketing would also be there on to day of the event making sure that everything was in place such as, Posters, Programmes and signage.

Front of house team-

The front of house team would not only be there on the night they would also be selling tickets.They would also be incharge of food and drinks and giving out programmes.

Costume Designer-

In the planning process the costumes designer should have an idea on what costumes needs to be designed and they would liase with the budget manager on costs.

Set Designer-

The Set Designer liases with the director and is in charge of everything which is visual and stylistic, including the set furniture and props. Also gives input and lightings and costumes, which also are talk about with the director.

 

3. Example of a generic Events Management Checklist

 

 

 A checklist is useful in many ways. This includes the planning process and on the day of the Event. It helps you keep organised and helps crew keep to there individual deadlines. On the night it would be a equipment checklist, this helps us keep an eye in the equipment and know that the equipment will be brought back from were we sourced it from. There would be at least three checklist which would be from the Front of House Team, Technical Team and Marketing Team and then the Events Manager would have a whole list.