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Project Management for Event Management Industry
Project Management for Event Management Industry:
Event Management Projects is the process by which an event is planned, prepared, and produced. As with any other form of management, it encompasses the assessment, definition, acquisition, allocation, direction, control, and analysis of time, finances, people, products, services, and other resources to achieve objectives. An event project manager's job is to oversee and arrange every aspect of an event, including researching, planning, organizing, implementing, controlling, and evaluating an event's design, activities, and production.
Event Management Projects has been described as an "emerging profession" due to the fact that no academic, government-issued licensing, or private occupational certification credentials are required to practice this complex and responsibility-laden enterprise. Without such credentials, "professional" status is suspect and subject to degradation by the actions of untrained and inexperienced practitioners who are simply not aware of the scope of what needs to be learned in order to be qualified to work in this profession, as well as the scope of the legal and ethical responsibilities associated with such endeavors.
Event Management Projects encompasses a multitude of types of events. Although the Projects industry has delineated itself into various categories, all represent the planning and production of an event that brings people together at a particular time, in a particular place, for a particular purpose. The event genres that may be considered as falling within the Event Management Projects profession for the purposes of this project are illustrated in Table 1.
Table 1
The Event Genre of Event Management Projects
Business & Corporate Events
Any event that supports business objectives, including management functions, corporate communications, training, marketing, incentives, employee relations, and customer relations, scheduled alone or in conjunction with other events.
Cause-Related & Fundraising Events
An event created by or for a charitable or cause-related group for the purpose of attracting revenue, support, and/or awareness, scheduled alone or in conjunction with other events.
Exhibitions, Expositions & Fairs
An event bringing buyers and sellers and interested persons together to view and/or sell products, services, and other resources to a specific industry or the general public, scheduled alone or in conjunction with other events.
Entertainment & Leisure Events
A one-time or periodic, free or ticketed performance or exhibition event created for entertainment purposes, scheduled alone or in conjunction with other events.
Festivals
A cultural celebration, either secular or religious, created by and/or for the public, scheduled alone or in conjunction with other events. (Many festivals include bringing buyer and seller together in a festive atmosphere.)
Government & Civic Events
An event comprised of or created by or for political parties, communities, or municipal or national government entities, scheduled alone or in conjunction with other events.
Marketing Events
A commerce-oriented event to facilitate bringing buyer and seller together or to create awareness of a commercial product or service, scheduled alone or in conjunction with other events.
Meeting & Convention Events
The assembly of people for the purpose of exchanging information, debate or discussion, consensus or decisions, education, and relationship building, scheduled alone or in conjunction with other events.
Social/Life-Cycle Events
A private event, by invitation only, celebrating or commemorating a cultural, religious, communal, societal, or life-cycle occasion, scheduled alone or in conjunction with other events.
Sports Events
A spectator or participatory event involving recreational or competitive sport activities, scheduled alone or in conjunction with other events.
The Proposed Knowledge Domain Structure
Professional knowledge, which consists of technical knowledge, specialized skills, and ethical standards used to function within a professional jurisdiction, must be transformed into formal knowledge systems combined with experiential or situational knowledge systems.
The Uses of the Domain Structure
The proposed domain structure can serve numerous purposes and uses, not the least of which is the illustration of the scope and complexity of this profession to internal and external constituents and stakeholders, current and future practitioners, and allied and supplier industries, thereby increasing respect and reverence for the profession of Event Management Projects and legitimizing and "expertizing" the functions of event management.
The Next Stage
Further development, improvement, expansion, and ratification of the Event Management Projects depends on the review and input of a broad variety of industry practitioners, experts, certification bodies, and academicians from the full spectrum of event genres and industries.
Event Management Projects is an intricate weaving of the process and the scope of management functions. As illustrated below, the functional units (grouped by domain) form the warp fibers—the foundation threads of the fabric of an event. The processes—or weft threads—are interwoven through these foundations for each event, with the evaluation thread from one event forming the research thread for the next event. If you eliminate one of the threads, the fabric of the event is weakened, leaving holes or places where it may unravel.
The Design domain focuses on the artistic interpretation and expression of the goals and objectives of the event project and its experiential dimensions, and is often the area of Event Management Projects that draws individuals to the occupation due to its creative opportunities.
Many of the units and topics represent specific specializations, disciplines, or its own distinct industry, with its own body of knowledge and credentials, some requiring specific licenses in many jurisdictions, with which the event manager must interact or subcontract in order to plan and produce an event.
At this stage the knowledge domain structure represents a simple mapping of concepts. It is not practical to numerically quantify the units or topics contained in the various certification competency blueprints, vocational qualifications, guides, and texts because, as yet, standard units and terminology have not been adopted by the industry as a whole. This initial taxonomy of general Project Management will serve as a platform that will enable expert participants, from a variety of disciplines around the world, to continue its refinement and develop a shared understanding and interaction.
Table 2
The Taxonomy of the Administration Knowledge Domain for event project management
UNITS
TOPICS
Financial Management
Accounting / Auditing
Asset Management
Bid Preparation
Budget Development
Business Plans
Cash Flow
Cash Handling Procedures
Change Controls
Cost/Benefit Analysis
Cost Controls
Cost Estimating
Credit Policies
Economic Impact
Financial Reporting
Fixed / Variable Costs
Foreign Currency
Inventory Control
Investments
Payables & Receivables
Pricing Structures
Profit Objectives
Purchasing Controls
Rate Negotiation
Resource Definition
Human Resources Management
Behavior Policies
Benefits Management
Conflict Resolution
Discipline
Employment Regulations
Hiring / Induction
Job Analysis
Job Descriptions
Labor Relations
Leadership
Motivation
Organizational Structure
Orientation
Paid Staff / Employees
Payroll Management
Performance Evaluation
Professional Development
Recognition Programs
Recruitment
Seasonal Staffing
Succession Planning
Supervision
Team Building
Temporary / Casual Labor
Temporary Staffing
Termination
Training
Uniforms
Union Labor
Volunteers
Information Management
Briefings / Debriefings
Communication Equipment
Communication Planning
Communication Protocols
Confidentiality Agreements
Database Management
Documentation Procedures
Document Design
Evaluation / Analysis
Feedback Systems
Information Acquisition
Information Asset Protection
Information Distribution
Intelligence Gathering
Lead Retrieval Systems
Library / Archives
Monitoring & Reporting
Presentations
Photography / Videography
Privacy Policies
Record Keeping Procedures
Procurement Management
Bid Solicitation
Change Controls
Contract Management
Performance Evaluation
Procurement Policies
Purchasing Procedures
Quality Control
Reimbursement Policies
RFPs / Briefs
Specifications Definition
Source Definition
Source Selection
Systems Management
Bookkeeping Systems
Change Control Systems
Communication Systems
Database Systems
Decision Making Systems
Document Generation
Governance
Integration Management
Inventory Systems
Knowledge Management
Maintenance Systems
Procedural Manuals
Purchasing Systems
Reservation / Booking Systems
Routing Systems
Security Systems
Technology Management
Computers
Digital
Electronics
Email & Voice Mail
Internet / Intranets
Office Equipment
Telecommunications
Video
Web-based
Wireless
Time Management
Activity Definition
Activity Sequencing
Change Controls
Critical Path Analysis
Deadline Definitions
Duration Estimation
Gantt Charts
Planning Tempo
Production Schedules
Program Agendas
Running Order
Schedule Control
Schedule Development
Time Lines
Table 3
The Taxonomy of the Operations Knowledge Domain for event project management
UNITS
TOPICS
Audience Management
Access Controls
Admission Controls
Admission Systems
Arrival / Departure Modes
Credentialing Systems
Crowd Management
Group Movements
Guest Relations
Housing Systems
Manifests
Pedestrian Traffic Flow
Protocol Requirements
Queue Management
Registration Systems
Seating Systems
Ticketing System
Ushering Systems
Communications Management
Announcement Protocols
Briefings / Debriefings
Channel Distribution
Command & Control
Communication Equipment
Contact Lists
Delegation
Event Orders
External Connectivity
Guiding / Coaching
Interpreter Services
Notifications
On-site Communications
Production Book
Public Address Systems
Scoring Systems
Translation Services
Verification Documentation
Infrastructure Management
Emergency Services
Gas Services
Handicap Services
Housekeeping / Maintenance
HVAC Systems
Lighting Systems
Medical Services
Parking
Participant Equipment
Power Services
Power Distribution
Recycling
Seating
Sewage Services
Shipping Services
Telecommunications
Traffic
Transportation
Utilities Usage Fees
Waste Management
Water
Logistics Management
Action Plans
Ceremonial Protocol
Checklists
Contractor Coordination
Dismantling
Installation
Loading Dock Management
Move-in
Move-out
Precedence Order
Replenishing
Requirements Definition
Running Order
Scope Definition
Staging / Marshalling
Task Analysis
Task Assignment
Task Identification
Task Interdependence
Task Monitoring
Terminology Agreement
Program Design Management
Activities
Alcohol Management
Ancillary Tours
Catering Management
Celebrities / Performers
Ceremonial: Invocation
Certification Requirements
Children's Programs
Companion Programs
Competitions
Educational Objectives
Entertainment Management
Event Components
Exhibits
Feasibility Analysis
Gap Analysis
Learning Environments
Needs Assessment
Speakers / Participants
Sport/Recreational Activities
SWOT Analysis
Theme Development
Site Management
Ceremonial Equipment
Décor
Environmental Controls
Equipment Rentals
Furnishings
Maps
Mobile Facilities
Perimeter Controls
Signage
Site Development
Site Inspection Criteria
Site Plans / Diagrams
Site Selection Criteria
Site Selection / Contracting
Staging Equipment
Storage
Temporary Structures
Tenting
Stakeholder Management
Accountability
Authenticity
Client Management
Committees
Constituents
Cultural Differences
Economic Objectives
Facility Personnel
Government
Host Community
Media
Military
Officials & Authorities
Participants
Political Objectives
Prioritized Objectives
Protocol Management
Tourism / Convention Bureaus
Technical & Production Management
Audiovisual Services
Entertainment Equipment
Equipment Rentals
Lighting Equipment
Multi-Media
Performer Equipment
Projection Systems
Pyrotechnics
Sound Distribution
Sound Equipment
Special Effects
Stage Configurations
Staging Requirements
Technical Producers
Technical Rehearsals
Technicians / Engineers
Table 4
The Taxonomy of the Marketing Knowledge Domain for event project management
UNITS
TOPICS
Hospitality Management
Catering
Ceremonial Equipment
Client Entertainment
Dressing Rooms
Guest Services
Gifts / Amenities
Housing Services
Lounge Facilities
Ready Rooms
Reception Areas
Sponsor Benefits
VIP Services
Marketing Plan Management
Branding Requirements
Customer Intelligence
Customer Needs / Benefits
Customer Relationships
Database Building
Demographics
Differentiation
Image Enhancement
Loyalty / Affinity Programs
Marketing Objectives
Market Research
Market Segmentation
Marketing Mediums
Marketing Messages
Niche Marketing
Positioning
Product Definition
Product Pricing
Psychographics
Retention Marketing
ROI Evaluation
ROO Evaluation
Schedule Definition
Situation Analysis
Strategic Marketing
Target Market Definition
Materials Management
Advertising Specialties
Awards / Prizes
Badges / Passes / Credentials
Brochures
Coupons
Distribution
Flyers
Forms
Invitations
Media Kits
Newsletters
Posters
Printing Production
Printing Specifications
Programs
Registration Packets
Tickets
Videos / CD ROMs / DVDs / MP3
Merchandising Management
Brand Management
Collectables
Commemoratives
Concessions
Customer Service
Display
Distribution
Licensing
Logo Wear
Manufacture
Packaging
Souvenirs
Promotion Management
Advertising
Broadcasting
Ceremonies
Contests / Sweepstakes
Couponing
Cross Promotions
Direct Mail
Displays
FAM Tours
Giveaways
Internal / External
Internet / Intranet
Logo Management
Media Tie-ins
Narrowcasting
Networking
Pod-casting
Product Demonstrations
Product Sampling
Proof of Purchase Discounts
Sales Promotions
Special Appearances
Stunts
Trade Show Participation
Web-based
Public Relations Management
Disaster Recovery
Disaster Response
Media Conferences
Media Contact Lists
Media Kits
Media Previews
Media Relations
Media Releases
Photo Opportunities
Publication Articles
Requests for Coverage
Spokespersons
Sales Management
Box Office Operations
Cash Handling Procedures
Concession Sales
Coupon Redemption
Merchandise Sales
Proposal Delivery
Proposal Development
Proposal Packaging
Sales Techniques
Sponsorship Sales
Ticketing Operations
Web-based Sales
Sponsorship Management
Benefits Delivery
Benefits Packaging
Commercial Sponsorship
Cross Promotions
Donor & Patron Gifts
Grants & Underwriting
Image Management
In-kind Donations
Selling Sponsorships
Servicing Sponsors
Solicitation Proposals
Sponsorship Kits
Target Definition
Target Solicitation
Table 5
The Taxonomy of the Risk Management Knowledge Domain for event project management
UNITS
TOPICS
Compliance Management
Accessibility (ADA)
Alcohol / Liquor Laws
Antitrust Laws
Assembly Occupancy
Codes & Regulations
Consent Forms
Environmental Protection
Exemptions
Fire Safety
Food Service Codes
Intellectual Property
Licenses
Merchandise Licensing
Music Licensing
Permits
Releases
Safety Inspections
Sanctioning Bodies
Special Effects Codes
Union Jurisdictions
Waivers
Work Permits / Visas
Emergency Management
Audience Preparation
Civil Disorder
Command Structure
Communications Plan
Crowd Control
Disaster Preparedness
Emergency Action Plan (EAP)
Earthquake
Evacuations
Fire
Flood
Hazardous Materials
Medical Services
Mutual Aid Agreements
Power Loss
Response Accessibility
Response Equipment
Response Services
Severe Weather
Shutdown Procedures
Spokespersons
Terrorism
Threat Assessment
Training & Drills
Transportation Incident
Triage
Vehicles & Equipment
Warning Systems
Health & Safety Management
AED / CPR Certification
Chemical Hazards
Equipment Training
Fall Protection
Fire Safety Systems
Infectious Materials
Lighting / Visibility
Manual Handling Procedures
Noise Levels
Occupational Hazards
OSH Requirements
Pollution
Protective Equipment
Safety Meetings
Sanitation Systems
Slip & Trip Hazards
Structural Integrity
Waste Management
Insurance Management
Additionally Insured
Business Insurance
Cancellation
Certificates of Insurance
Contractually Required
Errors & Omissions
Event-Specific Insurance
Income Loss
Legal Requirements
Liability Exposures
Liquor Liability
Negligence / Liability
Property Loss / Damage
Workers Compensation
Legal & Ethics Management
Anti-Discrimination Laws
Attrition / Cancellation
Behavior Policies
Confidentiality
Contract Execution
Contract Management
Contract Negotiation
Dispute Resolution
Employment Laws
Equal Opportunity Policies
Fraud
Freedom of Information Act
Fundraising Laws
Gift Acceptance Policies
Liquor Laws
Not-for-Profit Laws
Perquisites
Privacy Laws
Public Assembly Laws
Public Safety Laws
Statutory Compliance
Taxation Laws
Terms & Conditions
Traffic / Transport Laws
Zoning Laws
Risk Assessment Management
Cause/Effect Analysis
Contingency Plans
Crisis Plans
Decision Tree Analysis
Documentation
Fault Tree Analysis
Hazard Mapping
Incident Reporting
Influence Diagram
Prevention Plans
Probability / Severity Analysis
Residual / Secondary Risk
Response Planning
Risk Analysis
Risk Avoidance
Risk Control
Risk Diffusion
Risk Documentation
Risk Fields
Risk Identification
Risk Mitigation
Risk Monitoring
Risk / Opportunity Analysis
Risk Resilience
Risk Retention
Risk Transference
Scenario Exercise
Walk-Through Inspections
Security Management
Access Control
Briefings
Command Center
Communications
Contracted Personnel
Credentials
Crime Deterrence
Crowd Control
Deployment
Detection Sweeps
Emergency Assistance
Equipment
Escorting
Guarding
Incident Reporting
Incident Response
Law Enforcement
Peer Security
Personal / VIP Protection
Private Security Personnel
Property Protection
Stewarding
Surveillance
Vehicles
Volunteer Personnel
Overview of Theme Design Management
The application of theme development principles and cultural iconography to communicate and integrate the purpose, message, image and branding of the event project.
Major Functions
Performance Elements
Theme Principles
· Capture attention and create interest and involvement
· Communicate and reinforce purpose and message
· Establish a context and create attendee expectations
· Integrate into a cohesive whole
Theme Development
· Determine expectations through research and consultation
· Identify core concepts, topics, and/or messages
· Create multiple dimensions
· Integrate essential characteristics of theme into a clear concept description
Cultural Iconography
· Explore the cultural icon domains
· Work from the familiar
· Recognize and respect cultural and individual diversity
· Distill the imagery
Creativity
· Use a broad spectrum of stimuli
· Conduct brainstorming and other idea-generating exercises
· Remove restrictions of assumptions and tradition
· Combine ideas in new ways and make connections between seemingly unrelated ideas
Theme Integration
· Visualize all the event elements and link them to the theme
· Incorporate the five senses
· Integrate branding into all aspects of the event experience
· Verify the operational and logistical practicality
The Case Study Analysis
Major Functions
Assessment
Theme Principles
- Celebrate the history of the Games and Italy's rich contributions to theater, art, music, fashion, style, and sports heroes throughout the centuries
- Showcase the city of Turin and the assets of the region
- Meet IOC specifications for ceremonies
- Create a spectacle for worldwide television coverage
Theme Development
- Torino Games motto "Passion Lives Here"
- Essential characteristics of "Rhythm, Passion and Speed"
- Host objective to highlight and promote "all things Italian"
- Portray the Olympic ideals
Cultural Iconography
- Italian iconography
o Film and theater; Fellini, Roberto Bolle of the La Scala Theatre
o Art; Botticelli's "The Birth of Venus," Umberto Boccioni's sculpture "Unique Forms of Continuity in Space"
o Music; Renaissance trumpeters and drummers, Luciano Pavarotti, Puccini
o Fashion; Armani, Moschino, supermodel Carla Bruni
o History; Medieval Sbandieratori flag wavers, Renaissance and Baroque acrobats and floats
o Sports; Olympic medalist participants, Formula One race car
- Olympic iconography
o Double X symbol of the twentieth Olympiad
o Olympic rings
o Olympic colors of blue, black, red, yellow, and green
o Olympic torch, cauldron, and flame
o Torino Games logo
o Dove as the symbol of peace
Creativity
- Aerial acrobatics
- Disco music for athlete parade
- Dove formation with vertical choreography
- Ferrari Formula One race car
- Olympic Flag carried by women only
- Olympic Flame ignition
- Olympic Rings
- Pavarotti Opera stage
- Pulsing heart and giant skier choreography
- Recessed piazza in stage for athlete seating
- Sparks of Passion inline skaters with flaming helmets
- Synchronized "swimmer" routines through spandex piazza cover
Theme Integration
- Passion
o Bronze flame-projecting anvil
o Beating heart dance routine
o Olympic torch entry and flame ignition
o Pyrotechnics
- Rhythm
o Drums in opening segment
o Disco music for athlete parade
o Medieval Sbandieratori flag wavers
- Speed
o Sparks of Passion skaters with flaming helmets
o Skateboarders and inline skaters
o Giant skier formations
o Ferrari Formula One race car
- Peace
o Honor Guard of the Carabinieri and the Alpini
o Jacques Rogge speech
o Acrobatic formation of dove
o John Lennon's "Imagine"
Possible Discussion Topics
- How "all things Italian" were highlighted and promoted
- The iconic elements for:
o Turin in specific
o Italy in general
o The Alpine region
o The Winter Olympics
o The Olympics in general
- Historical origins of the various cultural icons and iconic elements used
- The design benchmarks (highest, first, largest, etc.)
Integration Example — Speaker Selection
Integration, a Core Value of the framework, reflects the critical need to coordinate, synchronize and merge the variety and multitude of interactions, dependencies and interconnected elements included in an event project to ensure decisions incorporate all the factors influencing and influenced by those choices.
When you view the scope of the functional areas of the knowledge domains, as shown below, which illustrate the full scope of the responsibilities assigned to event organizers, it becomes clear that one item, one decision, or one element will be shaped by and will have an impact on every other aspect of the event project.
Let's look at one element: selecting a speaker for a conference. This function would be under Content Development (or Content Management) within the Design domain.
Factors regarding this one element will interact with every other domain's functional areas and decisions made about this speaker must be integrated throughout the scope of functional areas. For example, the chart below illustrates some of the questions and issues that must be considered for this single facet of the event project.
Keep in mind that this list is by no means exhaustive, nor does it take into account the fact that there are typically numerous speakers selected for even a small conference, and perhaps hundreds for a sizable convention. Also remember that when you answer any one of these questions, that answer must then be considered in the context of every other functional area.
ADMINISTRATION
Financial
- What is the speaker's fee or the honoraria to be paid? How and when will that payment be handled?
- If no fee or honoraria, is there any other form of compensation for which the variable costs need to be included in the budget?
- Will we be paying for the speaker's airfare?
- Will we be buying the ticket or reimbursing the speaker for it?
- Are there contractual specifications for or limits on what fare we will pay for (economy, business class, first class)?
- Will we be paying for the speaker's hotel accommodations?
- Are there incidentals (meals, ground transportation, etc.) that we will or will not reimburse?
- Will speaker thank you gifts need to be purchased?
Human Resources
- Who is responsible for or has the authority to conduct speaker selection?
- Who will serve as the pre-event liaison for the speakers?
- Who will serve as the on-site liaison for the speakers?
- Do we need someone to meet the speaker at the airport?
- Do we need an escort for the speaker to the site and / or on site?
- Who will give the introduction for the speaker's session?
Information
- How will we collect session proposals or abstracts?
- How will we handle correspondence with the speaker, e.g. session acceptance / denial, invitations, confirmations, thank you letters, etc.?
- What forms will we need the speaker to fill out, e.g. AV requests forms, room set-up requests, session taping approvals, etc.?
Procurement
- What types of speaker solicitation documents will we use, e.g. call for papers, call for abstracts, session proposal forms, etc.?
- What specifications need to be included in solicitation materials, e.g. acceptable / suggested topics, session deliverables, target audience or content track, etc.?
- What equipment or services will be need to be ordered for this speaker's presentation, e.g. projection equipment, audience response systems, staging, captioning services, etc.?
- How will we handle on-site changes and other requests?
Stakeholders
- Are there any controversial issues surrounding this speaker that might cause problems in connection with his/her appearance, e.g. opposition, potential protests, political affiliations, etc.?
- Are there strategic economic or political alliances that may be developed or enhanced by selecting this speaker?
- How will the performance of this speaker and the value of his/her appearance be evaluated? How will this be used in communications with various stakeholders or stakeholder groups?
Systems
- How will the speakers selected be incorporated into database systems, e.g. registration, badge processing, membership, etc.?
- Will we be using an abstract management system for online submissions, speaker communications, PowerPoint and handout collection, etc.?
Time
- When do we need abstracts or session proposals submitted?
- By when do sessions and speakers need to be selected and confirmed?
- How and when will we schedule sessions and presentations, e.g. time slots, tracks, keynotes, etc.?
- How long will sessions be, e.g. one hour, 90 minutes, half-day, etc.? How long will this speaker's presentation be?
- How will we handle scheduling for speakers providing numerous different or repeat sessions?
DESIGN
Content
- Has a needs assessment identified this topic or this speaker as suitable or desirable?
- Has this topic been identified as necessary to meet educational requirements?
- In what way is this speaker qualified to deliver this content?
- What format will be used for this topic, e.g. keynote speech, facilitated interactive presentation, workshop, etc.?
- How will we ensure speaker will deliver valuable content without blatant commercials for his/her products or services?
Entertainment
- Will the speaker need a specific rehearsal time or period?
- Will the speaker need a special room where he/she can organize or prepare for his/her presentation?
- Will the speaker be expected to be part of or involved in any ancillary activities, e.g. golf tournament, exhibits, receptions, book signings, etc.?
- Does the speaker need any coaching regarding presentation skills?
Environment
- What type of seating configuration does the speaker desire / require, e.g. theater style, classroom, round table, etc.?
- Does the speaker need special equipment, décor, or supplies procured and/or delivered?
- Will the presentation include audience participation, and, if so, what will that require, e.g. steps onto stage, special aisles, etc.?
Food & Beverage
- Will speaker be invited to or included in some / all meal functions for the conference?
- Does the speaker have any dietary requirements?
- Will exclusive water stations / bottled water be provided for speakers?
- Will there be refreshments provided in a speaker ready room?
Production
- Will the speaker be providing a PowerPoint and/or video presentation?
- Does the room need special lighting for his/her presentation, e.g. darkened room, spotlighting, etc.?
- What type of microphone(s) will be required, e.g. lectern, hand held, wireless, standing, etc.?
- Will the speaker be using or demonstrating any special or theatrical effects, e.g. pyrotechnics, fog effects, sound effects, etc.?
Program
- Where in the program agenda does this speaker appear, e.g. day, time slot, track, etc.?
- Are there any scheduling conflicts that will affect attendance at this speaker's presentation?
- Is this session required for specific credits or certificates, and, if so does this session meet educational requirements, e.g. duration, content level, etc.?
- Can this session accommodate anticipated attendance, e.g. room capacity, repetition within agenda, etc.?
Theme
- Is there linkage between this presentation and the theme of the conference?
- Will conference branding need to be included on handouts and/or PowerPoint presentations?
- Has speaker been advised of any cultural or corporate customs on what must be avoided or incorporated into his/her presentation, e.g. attire, jargon, current events, gestures, etc.?
MARKETING
Marketing Plan
- Is this speaker appropriate for or affiliated with the conference's target market?
- Does this speaker offer an entry into specific niche markets that could be exploited, e.g. track categories, exhibitors, etc.?
- Has this speaker presented at previous conferences, and, if so, what were the satisfaction scores from previous evaluations?
- Should this speaker be specifically highlighted in promotional activities?
Materials
- What materials are needed from the speaker, e.g. handouts, PowerPoint presentation, etc.?
- Will the speaker be providing additional handouts or amenities only at the session, e.g. checklists, workbooks, samples, etc., that need to be approved and/or promoted?
- How will speaker be promoted in the program book, e.g. bio, photo, session description, etc.?
- Will speaker presentations and/or handouts be provided to attendees in a handbook, CD, and/or on the web?
Merchandise
- Will the speaker be allowed to sell own books or other products after his/her session?
- Will audiotapes of the sessions be created for sale to attendees?
- Will the speaker be asked to provide items for conference amenities or prizes, e.g. books, discount coupons, etc.?
- Will speaker be given logo-imprinted items as thank you gift or in-room amenity?
Promotions
- How, where, and when will speaker solicitation activities be conducted?
- What materials do we need the speaker to provide for promotional activities, e.g. photo, bio, session description (including key words and/or deliverables), etc.?
- In what format do we need these materials, e.g. digital photo and resolution, word count limits on bio and session description, minimum of three session deliverables, etc.?
- Where will we include these materials, e.g. advance program, web site, blast e-mail and print advertisements, etc.?
- Will speaker be offered personalized promotional materials for his/her own marketing activities or cross promotions?
Public Relations
- Will speaker be suitable and available for interviews with the media?
- Is speaker able to provide articles that may be submitted to industry publications in conjunction with the conference?
- Are position statements and background information prepared for any controversial issues the speaker or his/her appearance may incite?
Sales
- Will attendance at this speaker's presentation require an additional charge or ticket?
- Will speaker's books and/or products be made available for sale by the conference before, during, and/or after the conference?
- Will speaker allow the sale of audiotapes or videotapes of his/her presentation, and, if so, will there be any commission on sales paid to the speaker?
Sponsorship
- Will this speaker's appearance or presentation be suitable for packaging as a sponsorship?
- Will this speaker's appearance or presentation jeopardize any existing or potential sponsorship agreements?
- Will the speaker be expected to make any special appearances or accommodations in conjunction with a sponsorship, e.g. hospitality functions, session introductions by sponsor, recognition of sponsor in presentation, etc.?
OPERATIONS
Attendees
- Will attendees need to pre-register for this specific session in order to manage capacity limitations and/or minimums?
- How will access to presentation be controlled, e.g. name badge, ticket, etc.?
- How will CEU or other continuing education credits be tracked and reported?
- Will expected or expressed popularity of this speaker or topic suggest repetition or expansion of this session or other crowd management strategies?
Communications
- Has speaker been provided with contact name and numbers in case of travel problems or appearance cancellation?
- Has speaker provided his/her contact information for conference updates and in case of program changes or cancellation?
- When and with whom should speakers check-in to ensure their timely arrival?
- Has speaker provided on site contact numbers, e.g. cell phone, hotel number, etc.?
Infrastructure
- Does speaker need ground transportation provided?
- If not, will speakers be provided with a designated parking area, or will parking fees be reimbursed?
- Will this presentation generate any dangerous or hazardous waste, e.g. medical waste, chemicals, fire hazards, etc.?
- Does this presentation or demonstration require any special utility hook-ups or services, e.g. Internet access, water, machinery, etc.?
Logistics
- Does this presentation have extensive or unusual move-in / move-out requirements, e.g. length of set-up time, special displays, expansive AV requirements, etc.?
- Does this presentation or session have any special machinery or equipment requirements, e.g. vehicles or apparatus, poster boards, waste containers, etc.?
- Will speaker be charged for special room set-ups or services?
Participants
- Are speakers given a complimentary registration package to the conference?
- Will there be a separate registration desk for speakers?
- Are speaker credentials (badges) different from other attendees, and, if so, how?
- What instructions need to be provided to the speaker, in what form, and when?
- Is the speaker bringing a guest or assistant who needs admittance credentials?
Site
- In what room (location) will this session be held?
- Will this session restrict use of the meeting room or adjacent areas, e.g. room clearing and cleaning, noise levels, pedestrian traffic limits, etc.?
- Will speaker have an exhibit booth in the trade show?
- If a speaker ready room or green room is to be provided, where will it be?
- Will this speaker be housed in the headquarters hotel?
Technical
- What staging will this presentation require, e.g. stage, platforms, display tables, lectern, etc.?
- What AV equipment is required and will this speaker need technical assistance before the presentation?
- Will technicians be required to operate any equipment during this presentation?
- How will the speaker be advised regarding wireless microphone usage, e.g. turning it off during private conversations or when in the toilet?
- What attendance tracking devices will be used and when, e.g. bar code scanners, RFID readers, etc.?
RISK
Compliance
- How will we verify speakers are not using copyrighted materials other than their own?
- What permissions do we need from the speakers to publish their copyrighted material?
- Does this session include proprietary material that requires prohibition of recording by attendees?
- What devices or services will be required to ensure this presentation is ADA compliant, e.g. assisted listening devices, captioning, sign language interpreters, etc.?
- Does this presentation require any special permits, e.g. pyrotechnics, imported flowers, food preparation, etc.?
Decisions
- How are speakers and session topics approved, e.g. peer review, program committee, etc.?
- What do we do if complaints are received regarding a speaker's presentation or behavior?
- What contingency plans do we need for speaker no-show, equipment malfunctions, etc.?
Emergency
- Does this speaker have any medical conditions that we need to be prepared for?
- Will the speaker be asked to take any role in emergency management, e.g. exit location announcements, attendee sign-in manifest, etc.?
- How will speaker be advised of the communication protocols in case of a crisis, e.g. calling security to report incidents, referring all media inquiries to official spokesperson, etc.?
Health/Safety
- Will the room capacity for this session accommodate the likely attendance?
- If demand exceeds capacity, how will we control access and accommodate those turned away?
- Will any equipment or activities in this session block any exits?
- Will any potentially hazardous materials, supplies, or equipment be used in this session, and, if so, how will these be controlled?
- Will any participatory activities be conducted in this session that could cause injury or illness?
Insurance
- Is this speaker's participation in the conference covered in our current insurance policies?
- Is loss of or damage to this speaker's equipment covered under our current policies?
- Does this presentation require any special liability coverage?
- Does this session require waivers of indemnity signed by participants?
Legal
- Will we have speakers sign a contract regarding their appearance at the conference, and, if so, what will it need to include?
- What consent approvals will we need in order to record (audio and/or video) the speaker's session(s) and make these available for sale or download?
- What consent approvals (implicit or explicit) do we need in order to photograph the speaker and/or audience for print or electronic promotional materials and publications?
- Are there any disclaimers needed in conjunction with this speaker or his/her presentation?
Security
- Will security personnel be required to control access to this session?
- Will security personnel be required to guard any equipment or materials used in this session?
- Will security personnel be required to protect the safety and welfare of this speaker?
- Will this speaker be providing his/her own personal protection personnel, e.g. Secret Service, bodyguards, etc.?
- Will this speaker's appearance involve any special security protocols, e.g. canine room sweep, bag check and walk-through magnetometer, identification and/or background checks, etc.?
GAUTAM KOPPALA,
POME AUTHOR
About the Author
GAUTAM KOPPALA, With over ten years, track record of successful leadership, excellent results through strategic skills in driving revenue and profit growth. Demonstrated ability to identify and trouble shoot critical issues impacting productivity, cost, distribution, marketing, Strategic positioning, sales and financial operations, with innate ability to build and maintain strong client relationships in operations. Expert in distilling and managing processes, enhancing internal structures, and promoting multi-skilled team competencies via nurturing mentorship and inspirational leadership. Engagements have spanned operational, strategic, technological and change management roles. Academically, I am a cum laude graduate with a Bachelor of Technology degree in Electrical and Electronics Engineering (B-Tech E.E.E.) and a post graduate in Masters in Human Resources Management (M.H.R.M.) and Masters of Foreign Trade (M.F.T.). As you will see my Post Graduation's were been studied part-time, as well as working full-time as an Engineer. I feel that this demonstrates my ability to maintain dedication, motivation and enthusiasm for a project management over a long period of time. In addition, balancing full-time work with study has perfected my time-management and organizational skills. I believe that my college degrees and gamut certifications in combination with my extensive broad-based work experience along with my drive, resourcefulness and determination, would make me an excellent candidate for a senior management position with any company. Highlights of my background include Operations related Commercial, Supply chain, Sales with a magnificent experience in Project management, technically oriented towards Automation and Security Systems in Industrial and Building sectors. Presently, writing a book on Projects and Operations Management (comprise of 12 volumes, 6K pages), and awaited for the reputed publications. These books can be checked in Google books and scribd websites too.
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