Events Slides 2

Events Slides 2 - Event Administration Planning team...

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TOUR 220 Professor Felser Event Administration Planning team Timeline Budget
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TOUR 220 Professor Felser Define the Team Core event team All those responsible for the primary functions during the planning stage Determined by the size, type of event Develop policies, procedures and practices that reflect the event and organization Staffing How many people are needed, skills needed and when in the planning/execution process do you need the staff
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TOUR 220 Professor Felser Event Team Contract Staff/Volunteers Difficult to find and attract volunteers Volunteers must be trained Assign team leaders or supervisors to oversee volunteers Staffing agencies help to fill gaps with temporary staff
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TOUR 220 Professor Felser Event Team Where to find volunteers: Stakeholders Sponsors Constituents Local clubs/groups Civic, fraternal organizations High school students Motivation is key!!
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TOUR 220 Professor Felser Event Team How to make it work! Teams are a manageable size Team leaders are trained Volunteers and staff are supported Communication between volunteers and organizers Volunteers and staff have real responsibilities Recognition
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TOUR 220 Professor Felser Timeline A sequential list of tasks that take place before and following an event (Research-Evaluation) Should list every detail in sequential order with dates and staff assignments Include start and ending times Divide complex tasks into smaller ones Marketing collateral, entertainment production, etc.
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TOUR 220 Professor Felser Timeline Ask other stakeholders (other departments, vendors, etc) for their schedule so you can incorporate them into yours As things change, update and distribute new copies of the timeline Review to see how you are allocating your resources and find ways to reallocate resources for greater cost savings Monitor, Monitor, Monitor!!!
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Professor Felser Event Budget What is the financial philosophy of the event? Profit-oriented
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Events Slides 2 - Event Administration Planning team...

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