Event Planning and Operations lecture slides

1. Defining events and event
planning models
Event Planning and Operations | Dr Ashley Garlick

2. Learning outcomes
By the end of the session, you will be able to:
 Define an event and describe the roles found in event management
 Describe the stages of planning an event
 Compare and analyse different theoretical planning models

3. Where would
you look to find
a definition?

4. Event Definitions
 ‘A unique moment in time celebrated with ceremony and ritual to satisfy specific
needs’ (Goldblatt, 2020)
 ‘Events are temporary occurrences, either planned or unplanned. They have a
finite length, and for planned events this is usually fixed and publicized. People
know and expect that events end, and this fact provides a major part of their
appeal’ (Getz and Page, 2016)
 ‘Those non-routine occasions set apart from the normal activity of the daily life of
a group of people’ (Shone and Parry, 2019)
Getz, D. and Page, S. (2016). Event Studies: Theory, research and policy for planned events. 3rd edition. London: Butterworth-Heinemann.
Lee, S. and Goldblatt, J. (2020). Special Events: The brave new world for bolder and better live events. 8th edition. New York: Wiley.
Shone A, and Parry B. (2019). Successful Event Management: A practical handbook. 5th Edition, Hampshire: Cengage Learning.

5. Source: Dowson, R. & Bassett,
D. (2018). Event Planning and
Management: Principles,
planning and practice. 2nd edtion.
London: Kogan Page.
An event is a
planned
gathering
An event is
memorable
An event is
temporary
Defining an
event

6. An event is comprised of
a combination of tangible
and intangible elements
put together using
imaginative and creative
thinking

7. What makes an
event?
 An event = ‘anything that happens, as
distinguished from anything that exists’
(dictionary definition)
 ‘An occurrence, especially one of great
importance’
 Events are things of significance that
happen
 An event is generally about celebrating or
commemorating a special occasion

8. What makes
event
management?
 As a function
 Something that people do
 As a field of research
 Something that people seek to understand

9. What makes an
event
manager?
 If management is the organisation and
coordination of resources and activities,
then the manager is the person responsible
for this
 The role of an event manager can often
differ from other managers due to the
nature of events – temporal, unique and
involving people

10. Event role areas
 Venue staff
 Production staff
 Front of house /
security
 Press & PR
 Medical
 Suppliers
 Artists

11. Event roles
Singers
Musicians
Entertainers
Entourage
Caterers
Decorators
Florist
First Aiders
Welfare
HCPs
Press Officer
PR Manager
Hosts
Steward
Security
Cloakroom
Reception
Box office
Traffic
management
VIP liaison
Cleaners
Litter pickers
Riggers
Sound engineers
Stagehand
Runners
Artist Liaison
Production Manager
Production Office
Site ops
Electricians
Safety Officer
Bar staff
Waiters
Car park
Porters
Venue
staff
Production
staff
Front of
house /
security
Press
& PR
Medical Suppliers Artists

12. Statutory
services
• Ambulance
• Police
• Fire service
• Local authority

13. What’s all this
about
planning?

14. 1. Using the lead-in period
2. Developing the client relationship
3. Getting the suppliers
4. Finding the venue
5. Building the budget

15. Bowdin, G. Allen, J. O’Toole, W.
Harris, R. McDonnell, I. (2011),
Events Management. 3rd edition.
Oxford, UK: Elsevier. p.190.
Event planning
process

16. Lee, S. and Goldblatt, J. (2020).
Special Events: The brave new
world for bolder and better live
events. 8th edition. New York:
Wiley.
Research
Design
Planning
Coordination
Evaluation The event
management
process

17. (EMBOK)
Silvers, J. (2012). Professional
Event Coordination. 2nd edition.
New Jersey: Wiley.
Event
Management
Body of
Knowledge

18. CONTINUOUS IMPROVEMENT
CREATIVITY
ETHICS
INTEGRATION
STRATEGIC THINKING
INITIATION
PLANNING
IMPLEMENTATION
EVENT
CLOSURE
E
CI
I
ST
C
ADMINISTRATION
DESIGN
MARKETING
OPERATIONS
RISK
CLASSES
I P IM C
E
PHASES
ASSESS
SELECT
MONITOR
COMMUNICATE
DOCUMENT
DOMAINS
The EMBOK is a framework that consists of a variety of facets that represent the fundamentals of events management. It brings together
the functions of event management with the event planning process, as well as provides a structure that facilitates collecting, analyzing,
and retrieving the knowledge surrounding event management.
The International EMBOK Model
© 2005, International EMBOK Executive, All Rights Reserved

19. Source: Torkildsen, G. (2011). Sport and Leisure Management. 6th edition. Oxon, UK: Routledge.

20. What’s in a
plan?

21. What’s in a
plan?
Source: Silvers, J. (2012). Professional Event Coordination. 2nd edition. New
Jersey: Wiley.

22. Any questions?