Legal Requirements

Because simple events planning organizers a host of events, having knowledge on how to organize many events is critical. Planning and executing events such as fetes is no exception to that. These events however comes with legal requirements. These requirements are quite critical as a promoter can land themselves into a lot of trouble if these requirements are ignored.

Theatre and Dance Hall License

Promoters/ organizers of such large sale events must apply for a theatre and dance hall license. Some of these events draw as much as 15,000 persons therefore this is of paramount importance. Further to this, there is an act (21:03) which mandates promoters must apply for a license for places of entertainment.

Liquor License

This license falls under 84:10, section 44 which clearly states an occasional license must be applied for which includes the approval of the office in charge of the police division. These licenses must be applied for in the magistrate court; licensing committee. There are also fees attached for applying for a license.

 Noise Variation Certificate

The E.M.A which stands for the environmental management authority and noise pollution rules sets limits and permissible levels of noise for an event. An organizer therefore must apply for such a license and adhere to the rules of the E.M.A as they have the authority to stop an event because of the noise levels.

 Copyright Music License

If there is live entertainment (live bands and artiste), playing music by disc jockeys (dj’s) and or performances of music by any other means and pay the requisite license fees/royalties to the relevant licensing body/collective management organization, the organizers must apply for a copyright music license.

Public Health

Organizers must adhere to the requirements set out by the public health act. There are requirements which guides the occasional license for handling, storage, transportation and disposal of food to an event. To ensure these requirements are followed, applying for this license must be done by organizers.

Fire Service Act

This act which is 35:50, makes provision for the chief fire officer to make available the services of an officer upon prove of receipt of an application and payment of fees for the prevention of damage to property and life by fire or other hazards; fire related or not.

 Question: Do you think there are hazards at carnival fetes? 

Preparing the Events Budget Cont’d

All events carries its unique budget. The budget for a wedding maybe large however the budget for a concert maybe more costly as it caters to a larger audience. Below stated a few expenditures an event may incur. Not all the expenditures stated applies to every event.

Travel and Accommodation  

Some events are official events and requires the presence of dignitaries or guest speakers. This cost is borne by the event organizers. If such a cost has to be incurred, it must be included in the budget.

Trophies and Awards  

Trophies and awards are sometimes donated but not in all instances. If the organizer has to incur this cost, it must be accounted for in the early stage of budgeting. To make this most accurate there must be full knowledge of the number of competitors, categories and division of the competition.   

Salaries

The planner should ensure this cost is included in their overall professional service fee. This is very important as the planner and the staff’s time is very important and must be paid for it.

Telephone

Provisions must be made as some events requires lengthy telephone conservations with certain sponsorships and stakeholders.

  

Printing

Printing invitations, programs and tickets are critical but comes at a cost. Therefore the budget must having a printing cost to accommodate such.

Security

In events where alcohol is sold, there must be a police presence. In larger events there must be fire fighters as they are trained in first aid. These officers are paid individually for their services on that day, a cost that must also be included.

Venue

Unless the venue belongs to the host or someone willing to allow the event to be hosted at their premises for free, the venue must be paid for. This cost must be included very early as it is one of the most critical aspects. Therefore this cost must be obtained at its earliest convince.

Insurance  

Stage, light, camera, action are the norm for some events. To be able to host some of these events, insurance must be purchased. Insurance is also a cost that must be taken into consideration in the budget.

Promotion

Advertising is very expensive but without it some events are simply a failure. Clarifying what are the best marketing strategies to employ at the earliest time is important. After that decision has been made, being informed of the prices that goes with these strategies are important. At this point, this expenditure can be included in the expenditure side of the budget for that event.    

Equipment Hire

Equipments used by participants and or the events management staff including radios, computers and sound system.

Transport

Includes the cost of transporting equipments and other vehicles for passengers such as guest speakers. 

Question: Should events that sell alcohol have police officers? 

Preparing the Events Budget 

The budget preparation is an essential part of event management. This is where a projection/forecast of income and expenditure are listed for the event based upon plans made and information gathered. As an event planner is of great importance to make these projections with great accuracy whether or not the event will result in a profit, loss or break even. When planning an event, it is practically useless to set a date, make bookings or make any other plans if it has not been determined if the host has the financial resource to do so. Therefore a budget must be made in the early stage of planning.

Ensuring Financial Control of an Event

Once a budget has been developed, the event planner has an idea of what constraints are needed over the event finances. Therefore the budget enables the planner to make decisions about the venue and other expenditures. Many organisations while planning events without a budget or professional help has landed themselves into difficulties; sometimes even becoming bankrupt. The budgeting process enables the planner to tally how much revenue is needed is needed to plan the event in accordance with the planned level of expenditure.

Continuous Adjustments to the Budget   

The development of the event budget is one of the earliest task undertaken by the host and the events planner however throughout the entire planning process, it is expected to have adjustments to figures. These adjustments maybe additional expenditure or removed expenditure. This is a normal process as it is impossible to have exact figures as some exact costings are not from the start. Hence the reason budgets are altered, adjustments are made as better information comes on hand.

Events Budgeting Rules

Though a budget takes time to develop, there are some rules that should always be followed.

Budget to Avoid Making a loss

If an event looks like it is not to promising, as if there is going to be a lost, change plans so at least there can be a break even. This is once it is not too late so plans can be changed.

Be Realistic About Income  

Being overly optimistic does no good. Be realistic about sponsorships and how many persons are going to attend the event. Over optimism often times causes financial loss as a result of staging the event.

Have a Backup Plan

Many times while planning an event or even on the day of, things go wrong. Having a contingency plan helps individuals be prepared for the what if scenarios.

Question: Do you think it is necessary to have a back up plan when planning an event?

Next Post: Preparing the Events Budget Cont'd 

Logistics

Logistics can be explained as the management of the flow of things between the point of consumption and origin in order to meet requirements of the customer. Coordinating the logistics is very important simply because confusion can occur on the day in question, crashing, causing complete havoc for the entire event.  Therefore ironing out small glitches, informing all what are their duties are crucial for the complete success.

Order of Proceedings   

Order of proceedings can be explained as a sequence of events occurring at a particular place or occasion. This is very similar to a program however the difference is a program is writing on paper what should follow whereas the order of proceedings is the step before; planning who should speak first, enter the hall first or other details according to protocol. This should be drafted at least two weeks prior to the event and circulated to the stakeholders involved. At this point, there is sufficient time for minor changes if it is deemed necessary.

Event Briefing for Speakers

There should be an event briefing for speakers at least one week before the day of the event. In this briefing a few details must be touched on to ensure the speaker would be ready for the day. Firstly reconfirming attendance is important. There are many times where speakers have change of plans and forget to inform. Therefore ensuring they are going to be present before moving on is very important.

The next time should be to remind the speaker what topic they are asked to speak on and who are the audience they would be presenting same to. Sharing details on the program is also very important for a guest speaker. Many speakers are unable to attend an entire function but would show just in time for their speech. Sharing the program or even giving specifics on what time they are expected to speak helps as the speaker now has time details to work with.

Not knowing where the venue is causes many persons to be late or no show for events; a big cause for concern.  To avoid instances, giving a map or using technology to give directions makes a difference. This allows persons to be more assertive on where they are going so they can arrive on time. Within that direction should also be details on what parking space has been allocated to them. This is also very important as no parking is also a cause for concern.

The last point should be at least two (2) emergency numbers of team members/staff of the planner. Even though all details has been communicated to the speaker, emergencies do happen, the planner should be well informed at all times so they can arrange accordingly in such an instance. 

Question: Do you think briefing a guest speaker one week before is sufficient enough time?  

Publicity Cont’d

In the case of a carnival fete where the audience is large and almost impossible to reach through personal communication, advertising becomes critical to the success of that event.  These events includes but are not limited to carnival fetes, concerts, mother/father’s day dinners and more.

Advertisements

Advertisements makes the public aware of what are the current happenings. This is an effective method of communication but must be released at the right time. Released to early and it becomes redundant, customers ignore it as all interest is lost. Released too late and there is insufficient time for customers to be aware before the event takes place.  Preparations for the advertisement should be done at least five (5) weeks prior to the event. This preparation includes organising the graphics and art work, text approval and voice recordings.

Media

By the next week, advertisements should be in full circulation. Whatever medium or combination or mediums chosen; television, radio or social media. Releasing the ads four weeks prior allows sufficient time for it to penetrate the mind of the customers. Customers are given ample time to go through the decision making process before they make a purchase.

Poster/Flyers

Posters/flyers are sometimes an effective form of communication dependent on the events. As with any other medium of advertising, knowing if it is the correct form of communication is very important.  Art work also has to be done on flyers, this art work should be at least two weeks, leaving sufficient time for corrections and changes as deemed fit by the organizers. After all changes are done and flyers are ready, distribution should begin one (1) week. Once the message has been communicated effectively, the message gets across to the consumer.

Other Mediums

Other mediums such as the social media is also an effective medium of communication. Using it to get a message across once arranged properly with all necessary details proves very much effective. Other mediums also includes electronic build boards, adverting on vehicles such as on top cars or buses. Again knowing what event requires what medium of advertising and when exactly the best time to release those ads are very important.

Question: Can advertising on a vehicle be an effective medium of communication?  

Publicity

Dependent on the event, publicity/marketing is needed to attract persons. Publicity has been described as gaining public visibility for a product, service or company through the media. When persons become aware of a particular event through the media, it may catch their attention immediately and or after repeatedly hearing which helps to position itself in the mind of the audience; increasing the chances of an individual becoming interested in attending. Any effective events planner knows and understands not all events requires public attention therefore public advertising is absolutely unnecessary.

Knowing the Difference

Knowing the difference on which event requires public attention and those that don’t is very vital to any events planning organisation. With a private event, the host does not want any uninvited guest at their party neither are they interested in any excuses for such by the planner. As such getting public and private events mixed up can cause such embarrassment and poor image on behave for the events planning company.    

Weddings          

A Wedding does require the professional help of a planner however it is traditionally a by invitation only event. This is an occasion where a bride and her groom joins the knot in holy matrimony; two becoming one. The planner’s job is to ensure everything runs according to the plans of the newly married couple. Advertising this as a public event would cause havoc and would certainly lead to the planners’ dismissal.

Corporate Function

A corporate function is also a private event. This event is held by an organisation or company for its employees and or specially invited guest only. These events are held at special times of year to celebrate different things. A Christmas party is held to show gratitude to employees for their commitment throughout the year or a carnival fete to celebrate the season of carnival in Trinidad and Tobago and more so for employees to have fun amongst peers.

Carnival Fete

As it has been indicated Simple Events Planning coordinates and arranges a host of dynamic events for many different customers; a carnival fete is no exception to this. Publicity is critical as it is needed for such an event to be a success. This is because tickets are sold at certain locations and customers must be informed so they can purchase their tickets. These events targets a large audience, getting the message across must be done through advertising in the media. This is the most effective communication tool as it would prove to be a task, almost impossible to communicate one and one to every customer or potential customer. 

Question: Do you agree some events are best advertised publicly?

Next Post: Publicity Cont'd  

Program

The word program when referred to in the context of an event means the order of things. The coordinator plans who will speak, when they will speak and how long they shall speak for. Though it generally includes speakers, it also speaks about many different aspects that transpires during the event; when a break is needed, what song will play or any other small detail that brings the event to life. Programs are generally formatted the same way but personalized according to each event/occasion.

Guest Speakers

When inviting a guest speaker at an event, chances are they may have other engagements for the same day if asked last minute. Therefore asking way in advance helps eliminate the hassle, headache and disappointment of an intended speaker being unable to attend. This invitation to speak should be given well in advance, eight (8) weeks prior to the event. This well in advance invitation also allows time for arrangements to be made for guest arrival or accommodation dependent on the nature of event.  

Master of Ceremony

A master of ceremony is any person who presides over a formal event or entertainment and introduces speakers, guest or entertainers. To ensure the master of ceremonies is  able to attend, an invitation should be sent at least four (4) weeks in advance. Soon after sending out that request  should come an rsvp so the planner knows if alternatives has to be arranged or if plans can proceed as normal.

The Program

After confirmation of attendance by speakers and master of ceremony, the planner is then able to proceed with a written program on what order guest speakers shall appear to give their speech, receive an award or other recognition. This program can be planned two weeks before, which allows a small window for change as seen fit by the host whilst still observing order of protocol. 

Question: Do you think eight (8) weeks is too early to send invitation to a guess speaker?