This document outlines the steps for event planning and management. It discusses (1) conducting research on the why, who, when, where, and what of the event; (2) designing the event based on the client's vision and budget; and (3) comprehensive planning of the pre-event, actual event, and post-event phases, including tools like Gantt charts, checklists, and daily run sheets to manage tasks and responsibilities. Effective planning also requires analyzing political, economic, social, technological, legal, and environmental factors and establishing an organizational structure with defined roles.

1. Event Planning

2. “By failing to
prepare, you are
preparing to fail”
- Benjamin Franklin

3. Plans are
nothing,
PLANNING
is everything

4. Dr. Joe Goldblatt
Research Design Planning Coordination Evaluation
Modern Event Management Process

5. 1. Research
5 Ws
• Why must the event be held ?
• Who are the stakeholders?
• When will the event be held?
• Where will the event be held?
• What event will be produced?

6. 1. Research
Why?
Who
Stakeholders
When
Date, Year,
Season
Where
Venue
What
Type of Event

8. Environmental Analysis
TOWS
Analysis
PESTLE

9. III. TOWS Analysis

11. Political
•Services
•Infrastructure
•Tax Policy
•Regulations

13. Economic
•Growth Rate
•Inflation
•Labor Cost
•Business Cycle

15. Social
•Demography
•Education
•Cultural Norms
•Income Distribution

18. Technological
•Emerging Tech
•Tech Transfer
•R and D Efforts
•Communication

19. Legal
•Regional Law
•Law Enforcement
•Court System

20. Environmental
•Resource Management
•Energy Availability
•Workforce Health
• Climate Change

21. Weaknesses
•Areas that need improvement
to compete
•Any Limited Resources
•Anything your business lack

22. Strengths
•What you do well
•Internal Resources you have
•Advantage Against Competition

25. Go away from
Competing,
Create New Markets

26. 2. Design
• Conceptual Phase
• What is the Vision of Your Client?
• What are the goals and objectives of
your client?
• What is the budget?

27. 2. DesignThe Principles of Creation

28. 2. Design

29. 2. Design
Client Vision Client Budget

30. 3. Planning
Pre Event Actual Event Post Event
• Type of Event
• PNL
• Site Selection
• Organizational
Structure
• Government
Requirement
• Suppliers
• Marketing Plan
• Registration
• Visitor
Management
• Sponsor and
Partner
Management
• Safety and Security
Plan and
Management
• Survey
• Written Report
• Post Evaluation
Assessment

31. 3. Planning
Tools in Planning
• Gantt Chart
• Checklist
• Daily Run Sheet (DRS)

32. 3. PlanningDaily Run Sheet
Time Activity Point Person
12:01am Venue Turn-over
Meter Reading
Honey
1:00 am Cpntractor Ingress
Plotting
Jan
5:00 am Soecial Set-up Ingress Honey
12:00 nn Booth Set-up Ends Jan
1:00pm Exhibitors Ingress Honey, Jess
8:00pm Ingress Ends
Security Rounds
Venue Closed
Mark

33. 3. PlanningOrganizational Structure
Expo
Expo Manager
Secretariat/Admin Registration
Buyers
Management
Program
Management
Safety and Security Transportation

34. 3. PlanningOrganizational Structure
Conference
Conference Manager
Secretariat/Admin Registration Production TEam
Director
Program
Management
Safety and Security Transportation

35. 3. PlanningSensory Experience

36. Orly Ballesteros, CPM-Asia
info@exlinkevents.com
www.linkedin.com/in/orlyballesteros/
Thank You Very Much!