VI SEM BBA EVENT MANAGEMENT(NEP)

MODULE II : EVENT MANAGEMENT PLANNING AND PROCEDURE

Establishing of Policies & Procedures

Establishing policies and procedures in event management is crucial for ensuring smooth
operations, mitigating risks, and delivering high-quality events.

1. Event Planning:

● Develop a comprehensive event planning policy outlining the objectives, scope, and
responsibilities of event planning.
● Establish procedures for conducting thorough research, defining goals, creating
timelines, and allocating resources for each event.

2. Budget Management:

● Set policies for budget allocation, expenditure approval limits, and financial reporting.
● Create procedures for tracking expenses, managing invoices, and reconciling budgets
post-event.

3. Vendor Management:

● Define policies for selecting, contracting, and managing vendors and suppliers.
● Establish procedures for evaluating vendor performance, negotiating contracts, and
ensuring compliance with legal and ethical standards.

4. Risk Management:

● Develop policies for identifying potential risks associated with events and
implementing strategies to mitigate them.
● Establish procedures for assessing venue safety, obtaining permits, and creating
emergency response plans.

5. Event Marketing and Promotion:

● Set policies for developing marketing strategies, branding guidelines, and promotional
materials for events.
● Create procedures for managing social media campaigns, email marketing, and
advertising efforts.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

6. Registration and Ticketing:

● Define policies for event registration, ticket sales, and attendee data management.
● Establish procedures for handling registrations, issuing tickets, and providing
customer support.

7. Logistics and Operations:

● Develop policies for logistical planning, including transportation, accommodations,

and equipment rental.
● Establish procedures for venue setup, technical support, and on-site coordination
during events.

8. Participant Experience:

● Set policies for ensuring a positive participant experience, including customer service
standards and accessibility accommodations.
● Create procedures for collecting feedback, addressing complaints, and resolving
disputes.

9. Data Privacy and Security:

● Define policies for collecting, storing, and protecting attendee information in

compliance with data privacy regulations.
● Establish procedures for data encryption, access controls, and incident response in
case of security breaches.

10. Sustainability and Environmental Impact:

● Develop policies for promoting sustainability practices, reducing waste, and

minimizing the environmental impact of events.
● Establish procedures for recycling, energy conservation, and sourcing eco-friendly
materials.

11. Evaluation and Continuous Improvement:

● Set policies for evaluating the success of events against predefined metrics and
objectives.
● Create procedures for conducting post-event surveys, analyzing feedback, and
identifying areas for improvement.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

12. Compliance and Legal Requirements:

● Define policies for ensuring compliance with relevant laws, regulations, and industry
standards.
● Establish procedures for obtaining permits, licenses, and insurance coverage for
events.

Steps in Planning the Event

Planning an event involves several key steps to ensure its success

Step1. Define the Purpose and Goals: Understand the reason for the event. Is it a
celebration, a fundraiser, a conference, or something else? Clarify the objectives you aim to
achieve.

Step 2. Set the Budget: Determine the financial resources available for the event. Allocate
funds for venue, catering, entertainment, marketing, and other expenses.

Step 3. Create a Timeline: Develop a timeline outlining key milestones from the initial
planning stage to the day of the event. This helps keep tasks organized and ensures
everything is completed on time.

Step 4. Choose a Date and Venue: Select a suitable date for the event, considering factors
like availability of guests and seasonality. Choose a venue that aligns with the event's theme,
capacity requirements, and budget.

Step 5. Develop a Guest List: Identify the target audience or invitees for the event. Consider
demographics, interests, and relationships with the host or organization.

Step 6. Plan the Program: Outline the schedule of activities, including speeches,
performances, presentations, and breaks. Ensure a good flow of events to keep attendees
engaged.

Step 7. Arrange Logistics: Coordinate logistical details such as transportation,

accommodations (if needed), audio-visual equipment, seating arrangements, and decorations.

Step 8. Organize Catering: Select a catering service and decide on the menu based on the
event type, dietary restrictions of guests, and budget constraints.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

Step 9. Promote the Event: Implement a marketing strategy to attract attendees. Utilize
various channels such as social media, email newsletters, press releases, and printed materials
to spread the word.

Step 10. Manage Registrations and RSVPs: Set up a system for attendees to register or
RSVP. Keep track of responses to estimate the number of guests and plan accordingly.

Step 11. Coordinate with Speakers/Performers: Communicate with speakers, performers,

or special guests regarding their roles, requirements, and logistical details.

Step 12. Prepare for Emergencies: Develop a contingency plan to address potential issues
such as technical difficulties, medical emergencies, or inclement weather.

Step 13. Execute the Event: On the day of the event, oversee all aspects of its execution,
ensuring that everything runs smoothly according to the plan.

Step 14. Collect Feedback: After the event, gather feedback from attendees, sponsors, and
stakeholders to evaluate its success and identify areas for improvement.

Step 15. Follow Up: Send thank-you notes to participants, sponsors, and volunteers. Assess
the event's outcomes in relation to its goals and consider lessons learned for future planning.

Principles of Event Management

Event management involves the planning, coordination, and execution of various types of
events, ranging from corporate conferences and product launches to weddings and festivals.

1. Understand the Purpose: Clearly define the objectives and goals of the event. Whether
it's to raise awareness, generate revenue, celebrate, or educate, knowing the purpose guides
all subsequent decisions.

2. Budgeting: Establish a realistic budget early on and stick to it. Allocate funds wisely
across different aspects such as venue, catering, entertainment, marketing, and staff.

3. Timeline and Planning: Create a detailed timeline outlining all tasks leading up to the
event, including deadlines for booking vendors, sending invitations, and finalizing logistics.

4. Risk Management: Identify potential risks and develop contingency plans to mitigate
them. This includes considering factors like weather, technical issues, and attendee safety.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

5. Venue Selection: Choose a venue that aligns with the event's theme, capacity
requirements, accessibility, and budget. Negotiate contracts carefully and ensure all necessary
permits are obtained.

6. Vendor Management: Research and select reliable vendors for services like catering,
audiovisual equipment, decorations, and transportation. Clearly communicate expectations
and confirm all arrangements in writing.

7. Marketing and Promotion: Develop a comprehensive marketing strategy to reach the

target audience through channels such as social media, email newsletters, press releases, and
advertising.

8. Attendee Experience: Focus on creating a memorable experience for attendees by paying

attention to details like registration processes, event flow, signage, and accessibility.

9. Team Coordination: Assign roles and responsibilities to team members, ensuring

everyone understands their tasks and deadlines. Foster open communication and
collaboration to streamline operations.

10. Post-Event Evaluation: Assess the event's success by gathering feedback from
attendees, sponsors, and stakeholders. Analyze key metrics such as attendance numbers,
revenue generated, and social media engagement to identify areas for improvement.

Permissions and Licenses from Government and Local Authorities

Permissions and licenses from government and local authorities can vary significantly
depending on the nature of the activity or business.

● Business License: Typically issued by local government authorities, a business license

grants permission to operate a business within a specific jurisdiction.
● Zoning Permit: Ensures that your business location complies with local zoning
regulations and is suitable for the type of business you intend to run.
● Building Permit: Required for construction, renovation, or alteration of a building or
structure, ensuring compliance with building codes and safety regulations.
● Health Permit: Necessary for businesses that handle food or beverages to ensure
compliance with health and sanitation standards.
● Alcohol License: Required for businesses that sell or serve alcoholic beverages, often
regulated by state or local alcohol control boards.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

● Fire Department Permit: Ensures compliance with fire safety regulations,

particularly for businesses with occupancy or fire safety concerns.
● Environmental Permits: Required for businesses that may impact the environment,
such as those involving waste management, emissions, or hazardous materials
handling.
● Signage Permit: Needed for installing business signs, ensuring compliance with local
regulations regarding size, placement, and aesthetics.
● Occupational Permit or Professional License: Required for certain professions or
occupations, such as lawyers, doctors, contractors, or real estate agents, to ensure
competency and adherence to professional standards.
● Special Events Permit: Necessary for organizing events, festivals, or gatherings in
public spaces, ensuring compliance with regulations related to safety, noise, and crowd
control.
● Tax Registration: Businesses are typically required to register for various taxes,
including sales tax, payroll tax, and income tax, depending on the jurisdiction and
business structure.
● Transportation Permits: Required for businesses operating in transportation sectors,
such as taxi services, freight hauling, or passenger transportation.
● Import/Export Licenses: Necessary for businesses engaged in importing or exporting
goods across international borders, ensuring compliance with customs and trade
regulations.
● Intellectual Property Licenses: Businesses dealing with intellectual property, such as
patents, trademarks, or copyrights, may require licenses or permissions for their use or
commercialization.
● Financial Services Licenses: Certain financial activities, such as banking, insurance,
or investment advisory services, require licenses from regulatory authorities to ensure
compliance with financial regulations and consumer protection laws.
● Permits for Regulated Industries: Some industries, such as healthcare, education,
telecommunications, or energy, may require specific permits or licenses to ensure
compliance with industry-specific regulations and standards.
● Firearm or Weapon Permits: Required for businesses involved in the sale,
manufacturing, or distribution of firearms, ammunition, explosives, or other controlled
weapons.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru
VI SEM BBA EVENT MANAGEMENT(NEP)

● Childcare or Education Licenses: Businesses offering childcare, preschool, or

educational services may require licenses to ensure compliance with safety,
curriculum, and staffing standards.
● Tourism or Hospitality Permits: Businesses in the tourism or hospitality industry,
such as hotels, travel agencies, or tour operators, may require permits or licenses to
operate legally and ensure consumer protection.
● Regulatory Compliance Certificates: In addition to specific permits or licenses,
businesses may need to obtain certificates of compliance with various regulatory
requirements, such as labor laws, consumer protection regulations, or data privacy
laws.

Prof. Vandana N Revankar

Assistant Professor, Dept of Management & Aviation
Bengaluru