event planning

EVENT PLANNING:

EVENT PLANNING envision

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Event organizers are visionaries , not the illusional or delusional sort, but persons who have vivid , distinct and detailed vision of some future happening .

Vision?:

Vision? "Managers draft plans, leaders construct visions." — Anonymous

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One faces a choice in life. You can do what you are told by parents and the bosses or you can define a vision for yourself. When people speak of having a leadership vision, they typically use it in four different ways . For some leaders, it is the path , for others a destination , for some it involves looking into the past and future , while for others still, it consists of a strategy .

Focusing Vision on Taking Action :

Focusing Vision on Taking Action The Future. Taking Action. Leaders are driven by internal forces. Those with a leadership vision possess a tremendous amount of energy—something that keeps driving them forward day after day, month after month, year after year .

Using Vision as an End "There is a light at the end of the tunnel." — American Saying :

Using Vision as an End "There is a light at the end of the tunnel." — American Saying Some leaders view vision as a goal, an end result , as in a destination at the end of a journey. In this case, the leadership vision represents a state, the results of a problem solved or an opportunity manifest.

Using Vision as a Means :

Using Vision as a Means Sometimes, vision in leadership is more of a journey than the destination. In this case, leaders must construct the means. To take an example, you are an investor and you want to make 10 thousand Euros within sixty days. One must see the one best path from among thousands of potential choices.

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Once upon a time there was a man, who know not where he was going since he know not where he was. Since he does not know where he was, he could go neither forward, nor backward. Eventually, he saw the sun setting and saw how to go west.

Vision as a Strategy:

Vision as a Strategy means defining where one is now, where one wants to be in the future and how one is going to get there. In many cases, a leadership vision is about defining all three to be able to persuade the skeptical that there something is doable .

EVENT PLANNING PROCESS:

EVENT PLANNING PROCESS STEP 1: GETTING TO WWWWHOW!! STEP 2: SETTING EVENT OBJECTIVES STEP 3: DRAFTING THE EVENT VISION

GETTING TO WWWWHOW! INFORMATION GATHERING:

GETTING TO WWWWHOW! INFORMATION GATHERING * Get information from the right source - ask the right ?s directed to the right people – get information from the right source. * Ask the Right Questions - before having a meeting with anyone, prepare a checklist of questions that will help you gather facts relative to the event

The 5 W’s and the H :

The 5 W’s and the H WHY – this will define the purpose of the unique happening that is about to happen. - knowing the purpose helps the event manager create the vision that will realize the mission, and to put together the elements necessary to make the vision a reality.

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WHO? - know who will be in the audience or who will be participating in the event. Having a clear profile of the target audience makes it easier to plan how to communicate with them. Ask the client about the people who will be attending the event

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WHAT? ask what would delight the expected attendees May ask questions that allow a better understanding of the situation. Aim for an event that serve a need or desire of a particular group of people, needs must be understood satisfied - exceedingly

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WHEN? if the client has already decided on the date and time for the event, then use this as a basis for how much time do you have to plan and prepare for the event If you think that the time is not sufficient, ask whether the time and date can still be changed Inquire how much time is allocated for the actual event

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WHERE? Knowing why, who, what and when will help you determine where it would be best to have the event – that is if the venue has not yet been decided at this point Venue decisions should always consider the purpose of the event, people involved in the event, their expectations, and the schedule of the event

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HOW? - Check on how many participants are expected or are desired, this information will help determine the magnitude of work involved, and a basis for budget estimates.

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* Ask about the Past Aside from asking about what the event will be, also ask about the previous events similar to the one being planned, were executed.

2. SETTING EVENT OBJECTIVES:

2. SETTING EVENT OBJECTIVES OBJECTIVES define what is it that the event is to achieve. Some event objectives are clear and straightforward. Some require taking considerable time in data gathering and research before the objectives can be gleaned.

Event Objective is a: :

Event Objective is a: Specific, measurable, attainable, realistic statement of a desired outcome that is to be achieved within the stated period of time.

But the challenge is to be SMARTER:

But the challenge is to be SMARTER SPECIFIC – objectives should be concrete and well defined , clearly stating the required outcome and / or the effects thereof. MEASURABLE – marks against which performance and success will be evaluated, state objectives using parameters that may be measured in concrete terms.

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ATTAINABLE – objectives are the ends towards which the event will progress, if the objective is deemed unattainable, then stakeholders will not be motivated to work towards its realization. REALISTIC – ascertain whether the objective could be achieved using the resources available, including time, money and manpower.

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TIME-BOUND – set a time period within which the objectives must be achieved Attainment of the objective may happen within the event , immediately after the event, or perhaps days after the event. EXCITING – objectives should motivate people to work Should also rev up the team with enthusiasm

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RESPONSIBLE – events must be designed with a sense of responsibility in mind. Keeping all of these in mind, state the objectives using the formula:

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“To” + action word + a single s pecific, m easurable, a ttainable, r ealistic, e xciting, r esponsible result + time

3. DRAFTING THE EVENT VISION:

3. DRAFTING THE EVENT VISION Why must the event be held? – THE PURPOSE What must the event achieve, or what results are expected? – THE OBJECTIVES Who are the people whose needs must be satisfy? The AUDIENCE

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4. On what budget will you be operating? – the BUDGET 5. How will the success be measured? – the evaluation MEASURES

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Thank you..  ANGELA LYLE SANSON-LOZANO