1st Edition

The Practical Guide to Organising Events

By Philip Berners Copyright 2017
    228 Pages
    by Routledge

    228 Pages
    by Routledge

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    The Practical Guide to Organising Events is a short, accessible and practical guide on how to successfully plan and organise a variety of event types in a wide range of contexts. The core sections of the text are logically structured around the key stages of event management – pre-event, on-site and post-event – offering essential practical insight and guidance throughout the whole process. Topics covered include proposal writing, budget, funding and sponsorship, health and safety, security and evaluation. This is a fundamental resource for all events management students running and organising an event as part of their degree programme. It is also a book for anybody who just happens to be tasked with organising an event such as an office party, a social networking event, Christmas party or family wedding. Based on experience, using real-life case studies and anecdotal examples, The Practical Guide to Organising Events ultimately makes the business of events management appealing, understandable and achievable.


    1. List of contributors
    2. Preface
    3. Acknowledgements


    1. The culture of events
      1. Developed markets
        1. Event management company
        2. Production company
        3. Public relations company or marketing company

      2. Undeveloped and developing markets
      3. Sustainable events

    2. The structure of events
      1. Types of event
        1. Functions
        2. Productions
        3. Banquets
        4. Galas
        5. Conferences
        6. Exhibitions
        7. Launches
        8. Fashion Shows
        9. Premieres
        10. Screenings
        11. Parties

      2. Sectors of the events industry
        1. Corporate events
        2. Public events
        3. Charity events
        4. Trade events
        5. Press events

      3. The structure of an event
        1. Event objectives
        2. The venue

    3. The role of the event organiser
      1. In-house
      2. External specialist
      3. Venue event manager
      4. The ‘real’ event manager
      5. The ‘real’ client
      6. Risk and control
      7. Staffing
        1. Volunteer staff

    Part 1 Management Pre-Event

    1. Enquiry
    2. Brief
      1. Briefing template

    3. Proposal
      1. Pitching

    4. Confirmation
    5. Lead-in
    6. Finding the venue
    7. Venue show-round
      1. Venue limitations
      2. Unusual venues
      3. Green field venues
      4. Venue deposit
      5. Provisional hold
      6. Venue hire fee
      7. Venue cancellation

    8. Budget proposal
      1. Mark-up
      2. Commission
      3. Contingency

    9. Marketing
      1. Market
      2. Message
      3. Medium
      4. Social media
        1. Search engine optimisation (SEO)

    10. Funding
      1. The client purse
      2. Sponsors
        1. Types of sponsor

      3. Exhibitors
      4. Paying guests
        1. Tickets
        2. Other revenue streams

    11. Theme
      1. Themed proposals

    12. The client file
    13. Catering
      1. In-house catering
      2. Outside catering
      3. Menu tasting
      4. Typef of catering
        1. Buffet
        2. Banquet or sit-down dinner
        3. Canapes

      5. Catering logistics

    14. Tickets and invitations
      1. Security passes
        1. Access all areas passes

      2. Invitations

    15. Beverages
      1. Welcome drinks
      2. Sponsored drinks
      3. Drinks supplied by the venue
      4. Bar vouchers
      5. Credit bars

    16. Client liaison
    17. Event checklist
    18. Administration checklist
    19. Production companies
      1. Show producer

      Part 2 Operational Event Management – Management Onsite

    20. Checking
    21. Hosting
    22. The running order
    23. Sequence
    24. Rehearsal
    25. Production office
    26. Caterers
    27. Theme and decoration
    28. Entertainment riders
    29. Staff briefing
    30. Pre-event briefing
    31. Onsite briefing
    32. Security
      1. Handheld radios

    33. Final walk-round
    34. Fire, health and safety
      1. Risk assessment
      2. Safety legislation information

    35. Aesthetics
    36. The front door
    37. Cloakroom
    38. The guest experience
    39. The Press
      1. Press room
      2. Press release

    40. Event photography
    41. De-rig
    42. Get-out
    43. Part 3 Management Post-Event

    44. Debriefs
      1. Management team debrief
      2. Venue and suppliers debriefs
      3. Sponsor debriefs
      4. Client debrief

    45. Complaint handling
    46. Guest feedback
    47. Final report
    48. Case Studies

    49. Case study by the author: garden party hosted by Queen Elizabeth II
    50. Case study by the author: artist and VIP hospitality at The BRIT Awards
    51. Case study by the author: worldwide launch of the Bon Jovi album, Crush
    52. Case study by Ms Chantal Dickson: the Tour de France Départ Leeds
    53. Case study by Mr Paul Glover: 100 year anniversary for a circus
    54. Case study by Ms Ariane Lengyel: gala at the Palace of Versailles
    55. Case study by Amira Malek: Reflections on graduating with an events management degree
    56. Case study by Dr Evangelia Marinakou: IT conference in Greece
    57. Reflections of an events management graduate by David Titley
    58. Event management as a career choice
    59. The author’s career path
      1. Author’s eventography

    60. Glossary of technical terms


    I Enquiry form

    II Example sponsor package

    III Event checklist

    IV Administration checklist

    V Running order

    VI Final report



    Philip Berners graduated with a degree in hospitality management from the University of West London where he later returned as a lecturer in events management. He is presently teaching events management and researching for his doctorate on the development of the events industry in a post-communist society: a case study of Poland.

    Philip spent ten years in Poland as an events consultant and founded an events training school in Warsaw. He also taught event management for Collegium Civitas University at the Palace of Culture and Science.

    Philip has organised every genre of event in the UK, Italy, Portugal and Poland; he was venue manager at the London Hippodrome, Camden Palace and Thorpe Park; and he has been the in-house event manager for corporations including the Daily Mail Group. His client portfolio includes the Queen, Prince Charles, Bon Jovi, Shania Twain, Jennifer Lopez, The BRIT Awards, MOBO Awards, The Publican newspaper, London Fashion Week, the British Red Cross, Xerox, Virgin Atlantic, British Airways, Formula 1, Panasonic, Max Power magazine, PC Zone magazine, Alternative Hair Show, Kent Institute of Art and Design, Schweppes and Diageo.

    Philip's qualifications are as follows: Bachelor of Arts Degree in Hospitality Management; City and Guilds in Hotel, Catering and Institutional Management; Postgraduate Certificate in Academic Practice; Fellowship of the Higher Education Academy; and he is about to commence his PhD.