event planners san francisco
                     5 Reasons Why You Should Look for an 
Event Management Company
The organising committee and event 
manager
There is usually more than one person 
involved in  organising a sport or recreation 
event. In many cases it  is useful to 
establish an organising committee and  
clearly assign roles and responsibilities to 
Managing a particularly major and committee  
important event is not as easy as it 
sounds. It is stressful; it needs a lot of Event checklist
coordination and some pretty serious hard You can get a more professionally 
work. Event management companies take managed event
the stress out of managing any event. 
Special events management is complex, Event management companies bring with 
and it’s much easier to leave it to the them the best of the technology to give 
professionals. Here’s our list of top 5 your event a touch of professionalism. 
reasons why you should look for an event Technology makes it possible for 
management company when you have to professional companies to provide your 
organize an important event. event and all the attendees the best 
experience. According to your 
Event management companies can add a requirement, they can create an exclusive 
lot of creativity to your events website for the event which the attendees 
Event management companies are can refer for all details about the event 
professionals. They have proven formats such as registrations, the address of the 
which have previously worked. They have venue, the schedule, etc. They can also 
creative ideas to make your events stand automate invites and reminders; take care 
out. Their experience and expertise in of sending joining instructions to the 
managing special events can bring a lot on attendees.
offer for you to choose from. 
A professional consultant from an event The other aspects of an event such that 
management company can help you all arrangements like a public address 
design the format of your event according system, equipment for audio-visual 
to your requirements. They can help you presentations, the correct type of lighting 
execute the idea to perfection so that your arrangements, etc. Special event 
event is a grand success. What’s more, the management requirements are carefully 
management of special events can be evaluated by the event managers who 
done according to your budget so that you then help you decide the best you can get 
get the best value for the money you are for your budget. Since they are in contact 
spending. with suppliers and are aware of the best 
technologies, they can offer you the most 
suitable options to make your event a 
www.dpac.tas.gov.au/divisions/csr grand success.
/sportrec
Sponsors If preparing media releases there are 
hip numerous guides  available to help format 
Once the event manager and organising the information in a way that is  
committee  have a clear understanding of understandable and attractive to media 
the finances and budget,  they may wish sHoauvricnegs .a clear idea of the focus of 
to secure sponsorship for the event. publicity and  promotion (i.e. increasing 
When looking at sponsorship it is important awareness and participation  or increasing 
that the  organising committee has a clear exposure of sponsors) should influence  
idea of what it is that  they would like from the approach taken.
potential sponsors (i.e. money,  free Approvals and legal requirements
publicity, discounts, goods and services). 
The  committee must also be clear on what When organising an event in a public 
the event can  offer potential sponsors (i.e. facility, or on land  owned by someone 
free advertising, publicity,  naming rights, other than the organising group, it  is 
media coverage and exposure for new  important to get the approval and any 
pDreovdeulcotpsi)n.g a profile of the event (i.e. a brief permits or  licences required by the property 
history of  the event, number and type of owners or land  managers.
participants, media  coverage and publicity) It is common for land and facility managers 
will help the committee to  target relevant to ask for  evidence of insurance and risk 
sponsors and to highlight the benefits of  management procedures  from the event 
being involved with the event. organiser before approval or permits  are 
Any attempt to secure sponsorship should granted.
be based on  a definite sponsorship strategy In most cases, it is advisable that the 
that targets specific  organisations and organising  committee or organisation 
tailors the approach to each  organisation. A responsible for the event  become an 
general mail out requesting sponsorship  incorporated body in order to limit  potential 
from many different organisations is legal liability of individual members. If in 
generally  unsuccessful. doubt,  the event manager should seek 
Promotion and publicity professional legal advice  in this area.
Implementation and evaluation
Regardless of the size of the event it is 
important to  consider the level of publicity Event delivery
and promotion required.  While some 
events may require minimal publicity or  If sufficient time and effort has been put 
promotion (depending on the aim, target into planning  and preparation, the event 
audience and  existing profile), in most should run smoothly. The  event manager 
cases event organisers will aim  to should have a checklist of tasks with  time 
maximise the profile of the event through  frames to keep the event on track.
promotion (controlled and paid for by Effective communication is essential to 
oUrngfaonrtiusenrast)e alyn, dit  ipsu nbolitc uitnyc (ommemdioan  for this ensure the  event goes to plan. There will 
caospvercat goef ) .the event organisation to be always be minor  difficulties and 
overlooked or left to the  last minute, which challenges; however, hopefully most of  
can result in poor exposure for the  event, these will have been considered and there 
a poor turn out of participants and will be  contingency plans to address During the event it is important to take 
unsatisfied  sponsors. problems as they arise.
When looking at publicity, it is important the time to  publicly acknowledge the 
to consider  various forms of media (print, contribution of staff,  volunteers and 
radio, online and  television) and different sponsors.
ways to approach each of  these.
Post event
After the event has been held, the 
following should  occur:
 Formally thank all those involved in 
organising and  running the event
 Provide sponsors with a report on the 
event and  thank them for their 
involvement
 Contact the media with any final results 
and media  releases
 Pay any outstanding accounts
 Review the event and keep an accurate 
record of  the organising committee’s 
methods and activities  in order to learn 
from any mistakes and to make  the 
process of organising future events 
easier.
Need more information?
Events Tasmania provides information 
on and a  framework for event 
development. Visit  
www.eventstasmania.com and select 
the Event  Development tab or call 
(03) 6233 5946.
The Australian Sports Commission also 
provides  information on event 
management. at  
www.ausport.gov.au/supporting/clubs
The event checklist below can be used as 
a guide to  help manage your event
Communities, Sport and 
Rphecorneat1io8n00 252 476
e:  [email protected]  www.
email dpac.tas.gov.au/divisions/csr/spo
:  rtrec
web:
Event Management 
Checklist
Planni  Lighting and power
ng Event overview  Toilets
 Event plan  Fencing
 Event manager and  Entry and exit details
staff  Vehicle access
 Event description  Disability access
 Event objectives  Seating
 Timeline  Ticketing
 Budget  Contract suppliers

OpeIdraetnitify targeted  Develop run order or event 
o audiencensEvent overview Pubslicchiteyd ualned 
 Police contact promPreo-teiovnent promotion: 
 Permits newspapers, radio

 Public Liability Media releases and media kits

 Insurance Invitations

 Security Programs

 Health and safety Posters
permits  Flyers and postcards
 Emergency access  Signage
 Ambulance and first SpoWnseobrssitheip and 
aid
merScphoannsdoirssehip strategy
 Venue cleaning
 Potential sponsors
 Parking
 Evaluation of a sponsorship 
 Transport
Consultation with program

stakReisk Cohno
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nrsagement ation ManMaegrechmaenndti soef 
register alcoPheorml it conditions
 Planning meeting  BYO and non-BYO events
 Briefing – before  Responsible Service of Alcohol 
event
Planning for the (RSA)

eveDnetbriefing – after  eSveelencttion of a venue
Minors

 Site plan Beverage options

 Noise Beverage containers

 Inclement weather Trading hours
contingency plan ComAplcioleh oal  cfiolensumption areas
 Information centre and  Documents to be 
communication kept
 Catering, food and water
www.dpac.tas.gov.au/divisions/csr
/sportrec