DRS
Process for Event Management
Approved By: / Issued By: / Version No: 1.0Issue Date: 16-06-2004
THIS MANUAL
is the sole property of DRS International School.
shall not be reproduced / photocopied either partly or wholly without approval of the Administrative Head of DRS International School.
is distributed to the holder on the understanding that it shall be maintained in good order.
shall not be subjected to manual correction or amendments.
AMENDMENTS to the MANUAL, if any:
shall be submitted to the AH for review.
shall be made, only by the AH and duly approved.
shall be incorporated in all the controlled copies and entered in the Document Control Log enclosed in the manual.
DOCUMENT CONTROL LOG
Version changed to / Date of Revision / Description / Authorized byVersion: 1. 0 / Issue Date: 16-06-2004 / Page 1 of 23
DRS
Process for Event Management
Table of Contents
1. Introduction 4
1.1 Event Policy 4
1.2 Mission Statements 4
1.3 Purpose 5
1.4 Scope 5
1.5 References 5
1.6 Quality Objectives 5
1.7 Acronyms/Definitions 5
2. Functional Chart & Responsibility 6
2.1 Functional Chart 6
2.2 Responsibility & Authority 6
3. Event Procedures 8
General Guidelines 8
3.1 Planning 8
3.1.1 Budget planning 8
3.1.2 Human Resource Planning 9
3.1.3 Infrastructure Planning 9
3.1.4 Event Marketing Plan 9
3.2 Event Planning & Preparation 10
3.3 Monitor Event Progress 10
3.4 Event Delivery 11
3.5 Post Event 11
4. House keeping and Safety 12
5. Non-Conforming Services 12
6. Management Information Systems 12
7. List of Records 13
1. Introduction
1.1 Event Policy
The institute conduct Events to ensure a holistic development of the wards and the staff. This involves development of an individual in curricular and extra-curricular activities for the benefit of the society at large.
1.2 Mission Statements
The Objective of an Event shall be
· To inform and educate the community about the cause.
· To obtain media Coverage for an activity.
· To disseminate knowledge to public & stakeholders.
· To celebrate community’s strength & cohesiveness.
· To bring in reputation/rapport to the educational institution.
1.3 Purpose
The purpose is to set a procedure for providing timely guidance for the management of an event with consistency and quality.
1.4 Scope
This procedure encompasses all the activities like Budget Planning, Event Planning, Purchasing, Marketing related to Event Management Processes of DRS International School.
1.5 References
ISO 9001:2000 Clause Numbers / Clause Title4.2.3 / Control of documents
4.2.4 / Control of records
5.4.1 / Quality objectives
5.5.1 / Responsibility & authority
6 / Resource management
7.1 / Planning of service realization
7.2 / Customer-related processes
7.4 / Purchasing
7.5.5 / Preservation of Products
8.2.1 / Customer satisfaction
8.3 / Non-Conforming product
8.4 / Analysis of data
8.5 / Improvement
1.6 Quality Objectives
· To conduct an event successfully without any set backs
· To conduct event review once in a month.
1.7 Acronyms/Definitions
CEO / Chief Executive OfficerEC / Event Co-ordinator
AM / Administration Manager
EMC / Event Management Committee
2. Functional Chart & Responsibility
2.1 Functional Chart
2.2 Responsibility & Authority
Celebration/Event Committee
1. The Event Committee shall organize and control the full activities relating to Event Management.
2. Members for the Event Committee shall be chosen bi-annually.
3. Event Committee shall co-ordinate or discuss various issues related to Event Management.
4. The issues shall be related to: catering, competition, facilities & equipment, finance, marketing, communication, programs/awards/results, security, insurance, support services, transport, sponsorship relations & volunteers.
5. The members of the Event Committee shall include:
· CEO/Principal
· ADMN MANAGER
· EVENT CO-ordinator
· Facilitator
· Head boy
· P.E.DIRECTOR
· ADMN .TEAM MEMBER
6. Review shall be made once in a month.
Administration Manager
1. The AM shall organize and control the full administration of the event.
2. The Manager is responsible for all the actions, which shall have the right to re-organize, disband or close.
3. Notice for action to reorganize, disband or close must be given in writing to the Principal.
4. Upon approval from principal the actions shall be discussed in the Event Committee by the AM.
Event Co-ordinator
1. Responsible for the maintenance of the School Event System.
2. Responsible to the Management for proper conduct of the Event Team.
3. Shall constantly monitor the items of the event. Any discrepancies further shall report to the administrator and mark-ups.
4. Responsible for decisions in purchasing of items relating to event management.
5. Liaison with facilitator and monitor day-to-day activities relating to progress and new ideas of the events.
6. EC shall be responsible for planning and organizing tasks for respective events and delegate the responsibilities to concerned person in-charge.
3. Event Procedures
General Guidelines
1. For an academic year all the events shall be planned by the Management.
2. Resources requirements for the events shall also be planned during academic year.
3. There shall be specific items for each event.
4. The event shall be conducted in accordance with the theme identified.
- The event shall be vetted by the Administration Manager and EC.
- The event, which is not under the scope of academic year, shall also be planned, approved & conducted if required with the consent of EMC.(EMC)
3.1 Planning
3.1.1 Budget planning
1. The budget for Event Management shall be planned on yearly basis.
2. The CEO/Principal shall decide on initial budget for events each year.
3. EMC shall list essential cost for the event and the approved budget shall be communicated.
4. The cost shall include:
Ø Administration.
Ø Event Delivery.
Ø Marketing.
Ø Communications
Ø Advertisement
3.1.2 Human Resource Planning
1. The AM shall plan the manpower required for the event.
2. The EC shall provide assistance to the AM in planning of event related activities.
3. Manpower shall be selected, one from each department to coordinate various activities relating to event management.
3.1.3 Infrastructure Planning
1. The infrastructure/event designing/settings shall be planned and any improvements or changes on the same shall be identified by the EC.
2. The facilities required shall be discussed.
3. Once EMC approves the required facility, it shall be coordinated by EC under the guidance of Administration Manager.
4. Adequate space may be selected for the conduct of the event within the school premises or outside depending on the nature of the event.
5. Proper and comfortable seating arrangement shall be provided.
6. Separate area for media shall be designed to ensure that the event is viewed from different sides.
7. Event shall be properly arranged to enable safety of the staff, children & parents.
3.1.4 Event Marketing Plan
1. Event marketing is essential as far as any Institutions are concerned.
2. Event marketing can be done through the following:
Ø Publicity.
Ø Promoting & Advertising.
Ø Sponsorship.
Mails/Pamphlets
Brochures
3.2 Event Planning & Preparation
1. The Event Committee shall plan and list the number of events and come out with an Event Project Plan.
2. Event Committee shall incorporate skilled members who shall be prepared to contribute.
3. The Committee shall outline the responsibilities of each member as per plan, their task, deadlines, reliance on other members and any other interdependency of tasks.
4. The Committee shall set objectives for realistic dates, times and given deadlines.
5. The event planned shall be outlined by means of an Event Chart, which provides the timelines and the people responsible for each task. This shall keep track of the event progress with respect to each milestone.
3.3 Monitor Event Progress
1. The EC is responsible for monitoring the progress against milestones and shall ensure that the event runs smoothly.
2. The Event Committee shall evaluate through meetings periodically with respect to progress made based on the milestone set for each team.
3. Meetings shall review the progress, coordinate amongst the team members, sort out issues if any, work out strategies for the success of the event and address contingencies.
4. Upon evaluation, Progress shall be identified that shall be approved both by the EC and the AM.
5. ‘A Comprehensive Checklist’ shall be maintained which helps in monitoring the progress of each activity. (Comprehensive Checklist enclosed).
3.4 Event Delivery
1. Event delivery day shall require a clear understanding of each member’s responsibilities.
2. Incase of changes due to sickness, accidents or any other issues, ‘back up’ plans shall be made for replacement.
3. A script sheet containing the information & schedule for the day shall be distributed to all involved which shall be an excellent guide for a smooth delivery of the event.
4. Information on this schedule shall include: person, task, timing, people involved, location and contact information to reach the relevant people.
5. All activities, no matter how small, shall be included in the script like greetings at the door, setting microphones up and testing, thanks giving, presenting gifts etc.
6. Throughout the planning and event delivery stages, it is important to keep records of all activities, promotional material, media coverage, transactions and sponsorship agreements. This is for financial, legal and monitoring purposes.
7. All material shall be maintained in a central file, which shall be accessed by all the concerned staff for guidance whenever required.
3.5 Post Event
After the completion of the event a review meeting shall be convened to assess the results. This shall include the following:
1. Hold a debriefing session of all those involved for the conduct of the event
2. Obtaining feedbacks from the public, media as well as from the participants. This involves collecting media reports, paper cuttings, opinion of the public, sponsors, well-wishers and key organizations including the participants.
3. Acknowledge contributions of all involved in the event including guests, sponsors, media, volunteers and the public etc.
4. Prepare a brief one-page report on the lessons learned and important observations on the conduct of the event (Event Committee Meeting – Final Report) and it shall be maintained. This report may be called ‘EMC Report’.
5. The EMC initiates corrective actions if any based on the above report and the same shall be recorded in the ‘EMC Status Report’.
6. Ensure that the records are complete in all aspects and maintained in a central place for future reference.
4. House keeping and Safety
1. Regular sweeping and swabbing of the area where event is conducted.
2. All the equipments related to perform the event shall be purchased from the authorized dealers.
3. Incase of emergencies during the event provision for In-time Medical Assistant shall be made available during the event.
4. Fire extinguishers shall be maintained and placed in the safe area where event is conducted.
5. Non-Conforming Services
· All non-conformances are identified and corrective action shall be taken immediately as per the Procedure for Corrective & preventive Action.
· All the issues relating to a particular event shall be recorded in the Non-Conformance Report.
6. Management Information Systems
The Event Co-ordinator shall make arrangements for ensuring that the following information is collected at the time frame indicated below through MIS Register.
SL No / Name of the Activity / Frequency1. / Budget for the Event / Yearly
2. / Event project Plan / Fortnightly
3. / Conduction of event review / Monthly
7. List of Records
1. Comprehensive Checklist.
2. Event Chart.
3. Event Project Plan.
4. EMC Report. (Agenda Note)
5. EMC Status Report.
6. Non-Conformance Report.
7. MIS Register.
A Comprehensive Checklist
Below is a very comprehensive line item checklist to use when planning your event. Ignore the items that do not pertain to your event. Begin by answering these critical “first questions” before proceeding to the more detailed list:
· What is the goal with this project or event?
· Who is our target audience?
· How much money do we need and where will be get it?
· Who do want to help get the job done?
· Who will be the Project leader / EC?
· What liability and safety issues need to be considered?
· What are the items required?
· What are the works to be done ? and by when ?
· Should we call press or not ?
From this list you can establish a master time line as well
General / PERSON RESPONSIBLE / DEADLINE / COMPLETEDBudget finalized and cleared
Date and time set; does not conflict with any other local or regional event
Location chosen
Site booked and confirmed
Food and beverage arrangements made
Safety measures determined
Legal matters addressed
Selection of Volunteers
Staging / PERSON RESPONSIBLE / DEADLINE / COMPLETED
Time line of activities
Map of site/location
Parking
Power sources, location of outlets, extension cords
Electrician available
Thermostat to control temperature
Sound equipment, microphones, special lighting
Stage Podium
Seating, clear view from all seats
Special AV equipment, person for testing and for operation
Musicians, taped music
Special effects
Setup and rehearsal arrangements
Photographer, Videographer
Necessary lodging, transportation etc.
Storage
Signs boards, Displays, exhibits
Emergency exits
Cellular phones message board
Coat room and restrooms
Registration, tickets
Reservation for VIPs during the event and during cultural programmes. (Adjacent to the stage)
Food, catering for VIPS
Staging / PERSON RESPONSIBLE / DEADLINE / COMPLETED
Dressing rooms, makeup, stylists.
Area for reporters and cameras
Fire exits clearly marked, escape routes understood
Security
Emergency telephone numbers, medical personnel
Generators for power if needed.
Waste receptacles
Arrange sound system to avoid excess noise for area residents.
Participants / PERSON RESPONSIBLE / DEADLINE / COMPLETED
.
Speakers confirmed
Performers contracts executed
Speeches approved
Visuals prepared and cleared
Agenda for the event
Program for attendees
Name tags
Invitations / PERSON RESPONSIBLE / DEADLINE / COMPLETED
Guest lists developed, local included
Design, approval, printing delivery
Mailing date
Time & date
Map of site & location
Name and telephone of contact
Deadline for RSVP
Reply card
Parking
Confirmation letter
Reminder phone cards.
Flyers.
Posters.
Publicity Materials / PERSON RESPONSIBLE / DEADLINE / COMPLETED
Media list
Inviting reporters/editors to event
News release
Backgrounder/fact sheet
Speech copies
B/W photos, slides
Bio-data of speakers
Folder to hold the above materials
Assembling & mailing
Follow-up with reporters
Speakers briefed on possible reporter questions
EVENTS CHART