Project Management for Event Management Industry

Project Management for Event Management Industry:				Occupational Hazards
Event Management Projects is the process by which				OSH Requirements
an event is planned, prepared, and produced. As with				Pollution
any other form of management, it encompasses the				Protective Equipment
assessment, definition, acquisition, allocation, direction,				Safety Meetings
control, and analysis of time, finances, people, products,				Sanitation Systems
services, and other resources to achieve objectives.				Slip & Trip Hazards
An event project manager's job is to oversee and				Structural Integrity
arrange every aspect of an event, including				Waste Management
researching, planning, organizing, implementing,				Insurance Management
controlling, and evaluating an event's design, activities,				Additionally Insured
and production.				Business Insurance
Event Management Projects has been described as				Cancellation
an "emerging profession" due to the fact that no				Certificates of Insurance
academic, government-issued licensing, or private				Contractually Required
occupational certification credentials are required to				Errors & Omissions
practice this complex and responsibility-laden				Event-Specific Insurance
enterprise. Without such credentials, "professional"				Income Loss
status is suspect and subject to degradation by the				Legal Requirements
actions of untrained and inexperienced practitioners				Liability Exposures
who are simply not aware of the scope of what				Liquor Liability
needs to be learned in order to be qualified to work in				Negligence / Liability
this profession, as well as the scope of the legal and				Property Loss / Damage
ethical responsibilities associated with such endeavors.				Workers Compensation
Event Management Projects encompasses a				Legal & Ethics Management
multitude of types of events. Although the Projects				Anti-Discrimination Laws
industry has delineated itself into various categories, all				Attrition / Cancellation
represent the planning and production of an event that				Behavior Policies
brings people together at a particular time, in a				Confidentiality
particular place, for a particular purpose. The event				Contract Execution
genres that may be considered as falling within the				Contract Management
Event Management Projects profession for the				Contract Negotiation
purposes of this project are illustrated in Table 1.				Dispute Resolution
Table 1				Employment Laws
The Event Genre of Event Management Projects				Equal Opportunity Policies
Business & Corporate Events				Fraud
Any event that supports business objectives, including				Freedom of Information Act
management functions, corporate communications,				Fundraising Laws
training, marketing, incentives, employee relations, and				Gift Acceptance Policies
customer relations, scheduled alone or in conjunction				Liquor Laws
with other events.				Not-for-Profit Laws
Cause-Related & Fundraising Events				Perquisites
An event created by or for a charitable or				Privacy Laws
cause-related group for the purpose of attracting				Public Assembly Laws
revenue, support, and/or awareness, scheduled alone				Public Safety Laws
or in conjunction with other events.				Statutory Compliance
Exhibitions, Expositions & Fairs				Taxation Laws
An event bringing buyers and sellers and interested				Terms & Conditions
persons together to view and/or sell products,				Traffic / Transport Laws
services, and other resources to a specific industry or				Zoning Laws
the general public, scheduled alone or in conjunction				Risk Assessment Management
with other events.				Cause/Effect Analysis
Entertainment & Leisure Events				Contingency Plans
A one-time or periodic, free or ticketed performance				Crisis Plans
or exhibition event created for entertainment purposes,				Decision Tree Analysis
scheduled alone or in conjunction with other events.				Documentation
Festivals				Fault Tree Analysis
A cultural celebration, either secular or religious, created				Hazard Mapping
by and/or for the public, scheduled alone or in				Incident Reporting
conjunction with other events. (Many festivals include				Influence Diagram
bringing buyer and seller together in a festive				Prevention Plans
atmosphere.)				Probability / Severity Analysis
Government & Civic Events				Residual / Secondary Risk
An event comprised of or created by or for political				Response Planning
parties, communities, or municipal or national				Risk Analysis
government entities, scheduled alone or in conjunction				Risk Avoidance
with other events.				Risk Control
Marketing Events				Risk Diffusion
A commerce-oriented event to facilitate bringing buyer				Risk Documentation
and seller together or to create awareness of a				Risk Fields
commercial product or service, scheduled alone or in				Risk Identification
conjunction with other events.				Risk Mitigation
Meeting & Convention Events				Risk Monitoring
The assembly of people for the purpose of				Risk / Opportunity Analysis
exchanging information, debate or discussion,				Risk Resilience
consensus or decisions, education, and relationship				Risk Retention
building, scheduled alone or in conjunction with other				Risk Transference
events.				Scenario Exercise
Social/Life-Cycle Events				Walk-Through Inspections
A private event, by invitation only, celebrating or				Security Management
commemorating a cultural, religious, communal, societal,				Access Control
or life-cycle occasion, scheduled alone or in conjunction				Briefings
with other events.				Command Center
Sports Events				Communications
A spectator or participatory event involving				Contracted Personnel
recreational or competitive sport activities, scheduled				Credentials
alone or in conjunction with other events.				Crime Deterrence
				Crowd Control
The Proposed Knowledge Domain Structure				Deployment
Professional knowledge, which consists of technical				Detection Sweeps
knowledge, specialized skills, and ethical standards				Emergency Assistance
used to function within a professional jurisdiction, must				Equipment
be transformed into formal knowledge systems				Escorting
combined with experiential or situational knowledge				Guarding
systems.				Incident Reporting
				Incident Response
The Uses of the Domain Structure				Law Enforcement
The proposed domain structure can serve numerous				Peer Security
purposes and uses, not the least of which is the				Personal / VIP Protection
illustration of the scope and complexity of this				Private Security Personnel
profession to internal and external constituents and				Property Protection
stakeholders, current and future practitioners, and allied				Stewarding
and supplier industries, thereby increasing respect and				Surveillance
reverence for the profession of Event Management				Vehicles
Projects and legitimizing and "expertizing" the functions				Volunteer Personnel
of event management.

The Next Stage
Further development, improvement, expansion, and
ratification of the Event Management Projects				Overview of Theme Design Management
depends on the review and input of a broad variety of				The application of theme development principles and
industry practitioners, experts, certification bodies, and				cultural iconography to communicate and integrate the
academicians from the full spectrum of event genres				purpose, message, image and branding of the event
and industries.				project.
				Major Functions
Event Management Projects is an intricate weaving of				Performance Elements
the process and the scope of management functions.				Theme Principles
As illustrated below, the functional units (grouped by				· Capture attention and create interest
domain) form the warp fibers—the foundation				and involvement
threads of the fabric of an event. The				· Communicate and reinforce purpose
processes—or weft threads—are interwoven				and message
through these foundations for each event, with the				· Establish a context and create
evaluation thread from one event forming the				attendee expectations
research thread for the next event. If you eliminate				· Integrate into a cohesive whole
one of the threads, the fabric of the event is				Theme Development
weakened, leaving holes or places where it may				· Determine expectations through
unravel.				research and consultation
				· Identify core concepts, topics, and/or
				messages
The Design domain focuses on the artistic				· Create multiple dimensions
interpretation and expression of the goals and				· Integrate essential characteristics of
objectives of the event project and its experiential				theme into a clear concept description
dimensions, and is often the area of Event				Cultural Iconography
Management Projects that draws individuals to the				· Explore the cultural icon domains
occupation due to its creative opportunities.				· Work from the familiar
				· Recognize and respect cultural and
Many of the units and topics represent specific				individual diversity
specializations, disciplines, or its own distinct industry,				· Distill the imagery
with its own body of knowledge and credentials, some				Creativity
requiring specific licenses in many jurisdictions, with				· Use a broad spectrum of stimuli
which the event manager must interact or subcontract				· Conduct brainstorming and other
in order to plan and produce an event.				idea-generating exercises
				· Remove restrictions of assumptions
At this stage the knowledge domain structure				and tradition
represents a simple mapping of concepts. It is not				· Combine ideas in new ways and
practical to numerically quantify the units or topics				make connections between seemingly unrelated ideas
contained in the various certification competency				Theme Integration
blueprints, vocational qualifications, guides, and texts				· Visualize all the event elements and
because, as yet, standard units and terminology have				link them to the theme
not been adopted by the industry as a whole. This initial				· Incorporate the five senses
taxonomy of general Project Management will serve				· Integrate branding into all aspects of
as a platform that will enable expert participants, from				the event experience
a variety of disciplines around the world, to continue its				· Verify the operational and logistical
refinement and develop a shared understanding and				practicality
interaction.
				The Case Study Analysis
Table 2
The Taxonomy of the Administration Knowledge				Major Functions
Domain for event project management				Assessment
UNITS				Theme Principles
TOPICS				- Celebrate the history of the Games and Italy's rich
Financial Management				contributions to theater, art, music, fashion, style, and
Accounting / Auditing				sports heroes throughout the centuries
Asset Management				- Showcase the city of Turin and the assets of the
Bid Preparation				region
Budget Development				- Meet IOC specifications for ceremonies
Business Plans				- Create a spectacle for worldwide television
Cash Flow				coverage
Cash Handling Procedures				Theme Development
Change Controls				- Torino Games motto "Passion Lives Here"
Cost/Benefit Analysis				- Essential characteristics of "Rhythm, Passion and
Cost Controls				Speed"
Cost Estimating				- Host objective to highlight and promote "all things
Credit Policies				Italian"
Economic Impact				- Portray the Olympic ideals
Financial Reporting				Cultural Iconography
Fixed / Variable Costs				- Italian iconographyo Film and theater;
Foreign Currency				Fellini, Roberto Bolle of the La Scala
Inventory Control				Theatreo Art; Botticelli's "The Birth of
Investments				Venus," Umberto Boccioni's sculpture "Unique Forms of
Payables & Receivables				Continuity in Space"o Music; Renaissance
Pricing Structures				trumpeters and drummers, Luciano Pavarotti,
Profit Objectives				Puccinio Fashion; Armani, Moschino,
Purchasing Controls				supermodel Carla Brunio History; Medieval
Rate Negotiation				Sbandieratori flag wavers, Renaissance and Baroque
Resource Definition				acrobats and floatso Sports; Olympic
Human Resources Management				medalist participants, Formula One race car
Behavior Policies				- Olympic iconographyo Double X symbol
Benefits Management				of the twentieth Olympiado Olympic
Conflict Resolution				ringso Olympic colors of blue, black, red,
Discipline				yellow, and greeno Olympic torch,
Employment Regulations				cauldron, and flameo Torino Games
Hiring / Induction				logoo Dove as the symbol of peace
Job Analysis				Creativity
Job Descriptions				- Aerial acrobatics
Labor Relations				- Disco music for athlete parade
Leadership				- Dove formation with vertical choreography
Motivation				- Ferrari Formula One race car
Organizational Structure				- Olympic Flag carried by women only
Orientation				- Olympic Flame ignition
Paid Staff / Employees				- Olympic Rings
Payroll Management				- Pavarotti Opera stage
Performance Evaluation				- Pulsing heart and giant skier choreography
Professional Development				- Recessed piazza in stage for athlete seating
Recognition Programs				- Sparks of Passion inline skaters with flaming helmets
Recruitment				- Synchronized "swimmer" routines through spandex
Seasonal Staffing				piazza cover
Succession Planning				Theme Integration
Supervision				- Passiono Bronze flame-projecting
Team Building				anvilo Beating heart dance
Temporary / Casual Labor				routineo Olympic torch entry and flame
Temporary Staffing				ignitiono Pyrotechnics
Termination				- Rhythmo Drums in opening
Training				segmento Disco music for athlete
Uniforms				paradeo Medieval Sbandieratori flag
Union Labor				wavers
Volunteers				- Speedo Sparks of Passion skaters with
Information Management				flaming helmetso Skateboarders and inline
Briefings / Debriefings				skaterso Giant skier
Communication Equipment				formationso Ferrari Formula One race car
Communication Planning				- Peaceo Honor Guard of the Carabinieri
Communication Protocols				and the Alpinio Jacques Rogge
Confidentiality Agreements				speecho Acrobatic formation of
Database Management				doveo John Lennon's "Imagine"
Documentation Procedures				Possible Discussion Topics
Document Design				- How "all things Italian" were highlighted and promoted
Evaluation / Analysis				- The iconic elements for:o Turin in
Feedback Systems				specifico Italy in generalo The
Information Acquisition				Alpine regiono The Winter
Information Asset Protection				Olympicso The Olympics in general
Information Distribution				- Historical origins of the various cultural icons and
Intelligence Gathering				iconic elements used
Lead Retrieval Systems				- The design benchmarks (highest, first, largest, etc.)
Library / Archives
Monitoring & Reporting				Integration Example — Speaker Selection
Presentations
Photography / Videography
Privacy Policies
Record Keeping Procedures				Integration, a Core Value of the framework, reflects
Procurement Management				the critical need to coordinate, synchronize and merge
Bid Solicitation				the variety and multitude of interactions, dependencies
Change Controls				and interconnected elements included in an event
Contract Management				project to ensure decisions incorporate all the factors
Performance Evaluation				influencing and influenced by those choices.
Procurement Policies
Purchasing Procedures				When you view the scope of the functional areas of
Quality Control				the knowledge domains, as shown below, which
Reimbursement Policies				illustrate the full scope of the responsibilities assigned to
RFPs / Briefs				event organizers, it becomes clear that one item, one
Specifications Definition				decision, or one element will be shaped by and will
Source Definition				have an impact on every other aspect of the event
Source Selection				project.
Systems Management
Bookkeeping Systems
Change Control Systems
Communication Systems				Let's look at one element: selecting a speaker for a
Database Systems				conference. This function would be under Content
Decision Making Systems				Development (or Content Management) within the
Document Generation				Design domain.
Governance
Integration Management				Factors regarding this one element will interact with
Inventory Systems				every other domain's functional areas and decisions
Knowledge Management				made about this speaker must be integrated
Maintenance Systems				throughout the scope of functional areas. For example,
Procedural Manuals				the chart below illustrates some of the questions and
Purchasing Systems				issues that must be considered for this single facet of
Reservation / Booking Systems				the event project.
Routing Systems
Security Systems				Keep in mind that this list is by no means exhaustive,
Technology Management				nor does it take into account the fact that there are
Computers				typically numerous speakers selected for even a small
Digital				conference, and perhaps hundreds for a sizable
Electronics				convention. Also remember that when you answer
Email & Voice Mail				any one of these questions, that answer must then be
Internet / Intranets				considered in the context of every other functional
Office Equipment				area.
Telecommunications
Video
Web-based				ADMINISTRATION
Wireless				Financial
Time Management				- What is the speaker's fee or the honoraria to be
Activity Definition				paid? How and when will that payment be handled?
Activity Sequencing				- If no fee or honoraria, is there any other form of
Change Controls				compensation for which the variable costs need to be
Critical Path Analysis				included in the budget?
Deadline Definitions				- Will we be paying for the speaker's airfare?
Duration Estimation				- Will we be buying the ticket or reimbursing the
Gantt Charts				speaker for it?
Planning Tempo				- Are there contractual specifications for or limits on
Production Schedules				what fare we will pay for (economy, business class,
Program Agendas				first class)?
Running Order				- Will we be paying for the speaker's hotel
Schedule Control				accommodations?
Schedule Development				- Are there incidentals (meals, ground transportation,
Time Lines				etc.) that we will or will not reimburse?
Table 3				- Will speaker thank you gifts need to be purchased?
The Taxonomy of the Operations Knowledge Domain				Human Resources
for event project management				- Who is responsible for or has the authority to
UNITS				conduct speaker selection?
TOPICS				- Who will serve as the pre-event liaison for the
Audience Management				speakers?
Access Controls				- Who will serve as the on-site liaison for the
Admission Controls				speakers?
Admission Systems				- Do we need someone to meet the speaker at the
Arrival / Departure Modes				airport?
Credentialing Systems				- Do we need an escort for the speaker to the site
Crowd Management				and / or on site?
Group Movements				- Who will give the introduction for the speaker's
Guest Relations				session?
Housing Systems				Information
Manifests				- How will we collect session proposals or abstracts?
Pedestrian Traffic Flow				- How will we handle correspondence with the
Protocol Requirements				speaker, e.g. session acceptance / denial, invitations,
Queue Management				confirmations, thank you letters, etc.?
Registration Systems				- What forms will we need the speaker to fill out, e.g.
Seating Systems				AV requests forms, room set-up requests, session
Ticketing System				taping approvals, etc.?
Ushering Systems				Procurement
Communications Management				- What types of speaker solicitation documents will we
Announcement Protocols				use, e.g. call for papers, call for abstracts, session
Briefings / Debriefings				proposal forms, etc.?
Channel Distribution				- What specifications need to be included in solicitation
Command & Control				materials, e.g. acceptable / suggested topics, session
Communication Equipment				deliverables, target audience or content track, etc.?
Contact Lists				- What equipment or services will be need to be
Delegation				ordered for this speaker's presentation, e.g. projection
Event Orders				equipment, audience response systems, staging,
External Connectivity				captioning services, etc.?
Guiding / Coaching				- How will we handle on-site changes and other
Interpreter Services				requests?
Notifications				Stakeholders
On-site Communications				- Are there any controversial issues surrounding this
Production Book				speaker that might cause problems in connection with
Public Address Systems				his/her appearance, e.g. opposition, potential protests,
Scoring Systems				political affiliations, etc.?
Translation Services				- Are there strategic economic or political alliances that
Verification Documentation				may be developed or enhanced by selecting this
Infrastructure Management				speaker?
Emergency Services				- How will the performance of this speaker and the
Gas Services				value of his/her appearance be evaluated? How will
Handicap Services				this be used in communications with various
Housekeeping / Maintenance				stakeholders or stakeholder groups?
HVAC Systems				Systems
Lighting Systems				- How will the speakers selected be incorporated into
Medical Services				database systems, e.g. registration, badge processing,
Parking				membership, etc.?
Participant Equipment				- Will we be using an abstract management system
Power Services				for online submissions, speaker communications,
Power Distribution				PowerPoint and handout collection, etc.?
Recycling				Time
Seating				- When do we need abstracts or session proposals
Sewage Services				submitted?
Shipping Services				- By when do sessions and speakers need to be
Telecommunications				selected and confirmed?
Traffic				- How and when will we schedule sessions and
Transportation				presentations, e.g. time slots, tracks, keynotes, etc.?
Utilities Usage Fees				- How long will sessions be, e.g. one hour, 90 minutes,
Waste Management				half-day, etc.? How long will this speaker's presentation
Water				be?
Logistics Management				- How will we handle scheduling for speakers providing
Action Plans				numerous different or repeat sessions?
Ceremonial Protocol				DESIGN
Checklists				Content
Contractor Coordination				- Has a needs assessment identified this topic or this
Dismantling				speaker as suitable or desirable?
Installation				- Has this topic been identified as necessary to meet
Loading Dock Management				educational requirements?
Move-in				- In what way is this speaker qualified to deliver this
Move-out				content?
Precedence Order				- What format will be used for this topic, e.g. keynote
Replenishing				speech, facilitated interactive presentation, workshop,
Requirements Definition				etc.?
Running Order				- How will we ensure speaker will deliver valuable
Scope Definition				content without blatant commercials for his/her
Staging / Marshalling				products or services?
Task Analysis				Entertainment
Task Assignment				- Will the speaker need a specific rehearsal time or
Task Identification				period?
Task Interdependence				- Will the speaker need a special room where he/she
Task Monitoring				can organize or prepare for his/her presentation?
Terminology Agreement				- Will the speaker be expected to be part of or
Program Design Management				involved in any ancillary activities, e.g. golf tournament,
Activities				exhibits, receptions, book signings, etc.?
Alcohol Management				- Does the speaker need any coaching regarding
Ancillary Tours				presentation skills?
Catering Management				Environment
Celebrities / Performers				- What type of seating configuration does the speaker
Ceremonial: Invocation				desire / require, e.g. theater style, classroom, round
Certification Requirements				table, etc.?
Children's Programs				- Does the speaker need special equipment, décor,
Companion Programs				or supplies procured and/or delivered?
Competitions				- Will the presentation include audience participation,
Educational Objectives				and, if so, what will that require, e.g. steps onto stage,
Entertainment Management				special aisles, etc.?
Event Components				Food & Beverage
Exhibits				- Will speaker be invited to or included in some / all
Feasibility Analysis				meal functions for the conference?
Gap Analysis				- Does the speaker have any dietary requirements?
Learning Environments				- Will exclusive water stations / bottled water be
Needs Assessment				provided for speakers?
Speakers / Participants				- Will there be refreshments provided in a speaker
Sport/Recreational Activities				ready room?
SWOT Analysis				Production
Theme Development				- Will the speaker be providing a PowerPoint and/or
Site Management				video presentation?
Ceremonial Equipment				- Does the room need special lighting for his/her
Décor				presentation, e.g. darkened room, spotlighting, etc.?
Environmental Controls				- What type of microphone(s) will be required, e.g.
Equipment Rentals				lectern, hand held, wireless, standing, etc.?
Furnishings				- Will the speaker be using or demonstrating any
Maps				special or theatrical effects, e.g. pyrotechnics, fog
Mobile Facilities				effects, sound effects, etc.?
Perimeter Controls				Program
Signage				- Where in the program agenda does this speaker
Site Development				appear, e.g. day, time slot, track, etc.?
Site Inspection Criteria				- Are there any scheduling conflicts that will affect
Site Plans / Diagrams				attendance at this speaker's presentation?
Site Selection Criteria				- Is this session required for specific credits or
Site Selection / Contracting				certificates, and, if so does this session meet
Staging Equipment				educational requirements, e.g. duration, content level,
Storage				etc.?
Temporary Structures				- Can this session accommodate anticipated
Tenting				attendance, e.g. room capacity, repetition within agenda,
Stakeholder Management				etc.?
Accountability				Theme
Authenticity				- Is there linkage between this presentation and the
Client Management				theme of the conference?
Committees				- Will conference branding need to be included on
Constituents				handouts and/or PowerPoint presentations?
Cultural Differences				- Has speaker been advised of any cultural or
Economic Objectives				corporate customs on what must be avoided or
Facility Personnel				incorporated into his/her presentation, e.g. attire, jargon,
Government				current events, gestures, etc.?
Host Community				MARKETING
Media				Marketing Plan
Military				- Is this speaker appropriate for or affiliated with the
Officials & Authorities				conference's target market?
Participants				- Does this speaker offer an entry into specific niche
Political Objectives				markets that could be exploited, e.g. track categories,
Prioritized Objectives				exhibitors, etc.?
Protocol Management				- Has this speaker presented at previous conferences,
Tourism / Convention Bureaus				and, if so, what were the satisfaction scores from
Technical & Production Management				previous evaluations?
Audiovisual Services				- Should this speaker be specifically highlighted in
Entertainment Equipment				promotional activities?
Equipment Rentals				Materials
Lighting Equipment				- What materials are needed from the speaker, e.g.
Multi-Media				handouts, PowerPoint presentation, etc.?
Performer Equipment				- Will the speaker be providing additional handouts or
Projection Systems				amenities only at the session, e.g. checklists,
Pyrotechnics				workbooks, samples, etc., that need to be approved
Sound Distribution				and/or promoted?
Sound Equipment				- How will speaker be promoted in the program book,
Special Effects				e.g. bio, photo, session description, etc.?
Stage Configurations				- Will speaker presentations and/or handouts be
Staging Requirements				provided to attendees in a handbook, CD, and/or on
Technical Producers				the web?
Technical Rehearsals				Merchandise
Technicians / Engineers				- Will the speaker be allowed to sell own books or
Table 4				other products after his/her session?
The Taxonomy of the Marketing Knowledge Domain				- Will audiotapes of the sessions be created for sale
for event project management				to attendees?
UNITS				- Will the speaker be asked to provide items for
TOPICS				conference amenities or prizes, e.g. books, discount
Hospitality Management				coupons, etc.?
Catering				- Will speaker be given logo-imprinted items as thank
Ceremonial Equipment				you gift or in-room amenity?
Client Entertainment				Promotions
Dressing Rooms				- How, where, and when will speaker solicitation
Guest Services				activities be conducted?
Gifts / Amenities				- What materials do we need the speaker to provide
Housing Services				for promotional activities, e.g. photo, bio, session
Lounge Facilities				description (including key words and/or deliverables),
Ready Rooms				etc.?
Reception Areas				- In what format do we need these materials, e.g.
Sponsor Benefits				digital photo and resolution, word count limits on bio and
VIP Services				session description, minimum of three session
Marketing Plan Management				deliverables, etc.?
Branding Requirements				- Where will we include these materials, e.g. advance
Customer Intelligence				program, web site, blast e-mail and print
Customer Needs / Benefits				advertisements, etc.?
Customer Relationships				- Will speaker be offered personalized promotional
Database Building				materials for his/her own marketing activities or cross
Demographics				promotions?
Differentiation				Public Relations
Image Enhancement				- Will speaker be suitable and available for interviews
Loyalty / Affinity Programs				with the media?
Marketing Objectives				- Is speaker able to provide articles that may be
Market Research				submitted to industry publications in conjunction with the
Market Segmentation				conference?
Marketing Mediums				- Are position statements and background information
Marketing Messages				prepared for any controversial issues the speaker or
Niche Marketing				his/her appearance may incite?
Positioning				Sales
Product Definition				- Will attendance at this speaker's presentation require
Product Pricing				an additional charge or ticket?
Psychographics				- Will speaker's books and/or products be made
Retention Marketing				available for sale by the conference before, during, and
ROI Evaluation				or after the conference?
ROO Evaluation				- Will speaker allow the sale of audiotapes or
Schedule Definition				videotapes of his/her presentation, and, if so, will there
Situation Analysis				be any commission on sales paid to the speaker?
Strategic Marketing				Sponsorship
Target Market Definition				- Will this speaker's appearance or presentation be
Materials Management				suitable for packaging as a sponsorship?
Advertising Specialties				- Will this speaker's appearance or presentation
Awards / Prizes				jeopardize any existing or potential sponsorship
Badges / Passes / Credentials				agreements?
Brochures				- Will the speaker be expected to make any special
Coupons				appearances or accommodations in conjunction with a
Distribution				sponsorship, e.g. hospitality functions, session
Flyers				introductions by sponsor, recognition of sponsor in
Forms				presentation, etc.?
Invitations				OPERATIONS
Media Kits				Attendees
Newsletters				- Will attendees need to pre-register for this specific
Posters				session in order to manage capacity limitations and/or
Printing Production				minimums?
Printing Specifications				- How will access to presentation be controlled, e.g.
Programs				name badge, ticket, etc.?
Registration Packets				- How will CEU or other continuing education credits be
Tickets				tracked and reported?
Videos / CD ROMs / DVDs / MP3				- Will expected or expressed popularity of this
Merchandising Management				speaker or topic suggest repetition or expansion of this
Brand Management				session or other crowd management strategies?
Collectables				Communications
Commemoratives				- Has speaker been provided with contact name and
Concessions				numbers in case of travel problems or appearance
Customer Service				cancellation?
Display				- Has speaker provided his/her contact information for
Distribution				conference updates and in case of program changes
Licensing				or cancellation?
Logo Wear				- When and with whom should speakers check-in to
Manufacture				ensure their timely arrival?
Packaging				- Has speaker provided on site contact numbers, e.g.
Souvenirs				cell phone, hotel number, etc.?
Promotion Management				Infrastructure
Advertising				- Does speaker need ground transportation provided?
Broadcasting				- If not, will speakers be provided with a designated
Ceremonies				parking area, or will parking fees be reimbursed?
Contests / Sweepstakes				- Will this presentation generate any dangerous or
Couponing				hazardous waste, e.g. medical waste, chemicals, fire
Cross Promotions				hazards, etc.?
Direct Mail				- Does this presentation or demonstration require any
Displays				special utility hook-ups or services, e.g. Internet access,
FAM Tours				water, machinery, etc.?
Giveaways				Logistics
Internal / External				- Does this presentation have extensive or unusual
Internet / Intranet				move-in / move-out requirements, e.g. length of set-up
Logo Management				time, special displays, expansive AV requirements,
Media Tie-ins				etc.?
Narrowcasting				- Does this presentation or session have any special
Networking				machinery or equipment requirements, e.g. vehicles or
Pod-casting				apparatus, poster boards, waste containers, etc.?
Product Demonstrations				- Will speaker be charged for special room set-ups or
Product Sampling				services?
Proof of Purchase Discounts				Participants
Sales Promotions				- Are speakers given a complimentary registration
Special Appearances				package to the conference?
Stunts				- Will there be a separate registration desk for
Trade Show Participation				speakers?
Web-based				- Are speaker credentials (badges) different from
Public Relations Management				other attendees, and, if so, how?
Disaster Recovery				- What instructions need to be provided to the
Disaster Response				speaker, in what form, and when?
Media Conferences				- Is the speaker bringing a guest or assistant who
Media Contact Lists				needs admittance credentials?
Media Kits				Site
Media Previews				- In what room (location) will this session be held?
Media Relations				- Will this session restrict use of the meeting room or
Media Releases				adjacent areas, e.g. room clearing and cleaning, noise
Photo Opportunities				levels, pedestrian traffic limits, etc.?
Publication Articles				- Will speaker have an exhibit booth in the trade
Requests for Coverage				show?
Spokespersons				- If a speaker ready room or green room is to be
Sales Management				provided, where will it be?
Box Office Operations				- Will this speaker be housed in the headquarters
Cash Handling Procedures				hotel?
Concession Sales				Technical
Coupon Redemption				- What staging will this presentation require, e.g. stage,
Merchandise Sales				platforms, display tables, lectern, etc.?
Proposal Delivery				- What AV equipment is required and will this speaker
Proposal Development				need technical assistance before the presentation?
Proposal Packaging				- Will technicians be required to operate any equipment
Sales Techniques				during this presentation?
Sponsorship Sales				- How will the speaker be advised regarding wireless
Ticketing Operations				microphone usage, e.g. turning it off during private
Web-based Sales				conversations or when in the toilet?
Sponsorship Management				- What attendance tracking devices will be used and
Benefits Delivery				when, e.g. bar code scanners, RFID readers, etc.?
Benefits Packaging				RISK
Commercial Sponsorship				Compliance
Cross Promotions				- How will we verify speakers are not using
Donor & Patron Gifts				copyrighted materials other than their own?
Grants & Underwriting				- What permissions do we need from the speakers to
Image Management				publish their copyrighted material?
In-kind Donations				- Does this session include proprietary material that
Selling Sponsorships				requires prohibition of recording by attendees?
Servicing Sponsors				- What devices or services will be required to ensure
Solicitation Proposals				this presentation is ADA compliant, e.g. assisted
Sponsorship Kits				listening devices, captioning, sign language interpreters,
Target Definition				etc.?
Target Solicitation				- Does this presentation require any special permits,
Table 5				e.g. pyrotechnics, imported flowers, food preparation,
The Taxonomy of the Risk Management Knowledge				etc.?
Domain for event project management				Decisions
UNITS				- How are speakers and session topics approved, e.g.
TOPICS				peer review, program committee, etc.?
Compliance Management				- What do we do if complaints are received regarding
Accessibility (ADA)				a speaker's presentation or behavior?
Alcohol / Liquor Laws				- What contingency plans do we need for speaker
Antitrust Laws				no-show, equipment malfunctions, etc.?
Assembly Occupancy				Emergency
Codes & Regulations				- Does this speaker have any medical conditions that
Consent Forms				we need to be prepared for?
Environmental Protection				- Will the speaker be asked to take any role in
Exemptions				emergency management, e.g. exit location
Fire Safety				announcements, attendee sign-in manifest, etc.?
Food Service Codes				- How will speaker be advised of the communication
Intellectual Property				protocols in case of a crisis, e.g. calling security to
Licenses				report incidents, referring all media inquiries to official
Merchandise Licensing				spokesperson, etc.?
Music Licensing				Health/Safety
Permits				- Will the room capacity for this session accommodate
Releases				the likely attendance?
Safety Inspections				- If demand exceeds capacity, how will we control
Sanctioning Bodies				access and accommodate those turned away?
Special Effects Codes				- Will any equipment or activities in this session block
Union Jurisdictions				any exits?
Waivers				- Will any potentially hazardous materials, supplies, or
Work Permits / Visas				equipment be used in this session, and, if so, how will
Emergency Management				these be controlled?
Audience Preparation				- Will any participatory activities be conducted in this
Civil Disorder				session that could cause injury or illness?
Command Structure				Insurance
Communications Plan				- Is this speaker's participation in the conference
Crowd Control				covered in our current insurance policies?
Disaster Preparedness				- Is loss of or damage to this speaker's equipment
Emergency Action Plan (EAP)				covered under our current policies?
Earthquake				- Does this presentation require any special liability
Evacuations				coverage?
Fire				- Does this session require waivers of indemnity signed
Flood				by participants?
Hazardous Materials				Legal
Medical Services				- Will we have speakers sign a contract regarding their
Mutual Aid Agreements				appearance at the conference, and, if so, what will it
Power Loss				need to include?
Response Accessibility				- What consent approvals will we need in order to
Response Equipment				record (audio and/or video) the speaker's session(s)
Response Services				and make these available for sale or download?
Severe Weather				- What consent approvals (implicit or explicit) do we
Shutdown Procedures				need in order to photograph the speaker and/or
Spokespersons				audience for print or electronic promotional materials
Terrorism				and publications?
Threat Assessment				- Are there any disclaimers needed in conjunction with
Training & Drills				this speaker or his/her presentation?
Transportation Incident				Security
Triage				- Will security personnel be required to control access
Vehicles & Equipment				to this session?
Warning Systems				- Will security personnel be required to guard any
Health & Safety Management				equipment or materials used in this session?
AED / CPR Certification				- Will security personnel be required to protect the
Chemical Hazards				safety and welfare of this speaker?
Equipment Training				- Will this speaker be providing his/her own personal
Fall Protection				protection personnel, e.g. Secret Service, bodyguards,
Fire Safety Systems				etc.?
Infectious Materials				- Will this speaker's appearance involve any special
Lighting / Visibility				security protocols, e.g. canine room sweep, bag check
Manual Handling Procedures				and walk-through magnetometer, identification and/or
Noise Levels				background checks, etc.?

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