Requirement- Event Management

EVENT MANAGEMENT Event Management mostly refer on 2 things: Organizational structure (stakeholders) Human resources (staffing) Business events dealing with many stakeholders, such as: suppliers, users, organizations, bussiness community The main stakeholder is the hosting organization (host) which requesting an event to organized by event organizer (eo)

In general, stakeholders usually refer to: Every event has their own stakeholders, based on the needs of the event itself In general, stakeholders usually refer to: Hosting organization (host), event organizer, suppliers, service providers, agents, media, tourism board, consultants, education institutions, & audience

Education Institutions HOST Service providers Suppliers Event Organizer Media Consultants Audience Education Institutions Agents Tourism Board

Organizational Structure of Event Organizational structure of event is needed to facilitate event operationaly; Organizational structure of event is made based on: Goals, Scale of event, Type of event, Character of event; Organizational structure of event serves to minimize complexity

Event organizational structure consists of 5 main functions: Audience services, refer to hospitality system; Supporting system services, refer to logistics & service; Marketing, refer to events promotions, sales, ticketing, etc; Administrations, refer to general admission, human resources, paper works, etc; 5. Finance refer to budgeting, overhead, costs, etc

Supporting System Services Event Structure Organization Finance Supporting System Services Audience Services Administrations Marketing Shone & Perry, 2002 On this structure, every major function should be running by permanent employees. And the rest of the job could be volunteer or part-time employees

Human Resources System Event management mostly refers to human resources system or staffing; Human resources on event management consists of 2 types: official committee, and volunteers; Official committee should be selected based on the needs & characteristics of the event. They will paid profesionally; Volunteers will not be paid but will be given a standard facilities by organizer

STAFFING Getz (1997) suggests 3 steps to decide numbers and needs of staffing: sorting program & operational plans in some basic tasks; determine the number of people required to perform the tasks; make a list of people & expertists to form an excellent team in organizing events

RECRUITMENTS Recruitment for specific positions is based on education background, trainings, experiences, health, sociability, & mental strength Recruitment Flows: Costs Employment agency Volunteers Selection Decision results Orientation Training Employees motivation

Costs Training Results Volunteers Selection Orientation Motivation Employment Agencies Volunteers Selection Results Orientation Training Motivation

RECRUITMENTS FLOW: COST Recruitment cost are much. It’s calculated based on the size of the event & the needs of employees. It could be delivered to employment agencies, advertorial, etc. After recruitment, there is a cost for training lessons, etc. EMPLOYMENT AGENCY Employment agencies can help to find some employees, especially since recruitment takes time and also costly

VOLUNTEERS Volunteers can come from various backgrounds including from sponsors. Sponsors usually provide volunteers with skills that they already have; To seek volunteers, eo can do some advertorial by spreading posters, advertisements, or news in social media; Volunteers are needed base on type & scale of event; Volunteers are also need to train before event.

Team building techniques for volunteers Battle (1988) & Mc Duff (1995) on Bowdin dkk (2003), effective steps to form a team of volunteers: the number of teams is determined by the size, a team consists of 2-25 people; given training in areas that will be faced on event; employees & volunteers should be provide a mutual trust & spirit; establish communication horizontally & vertically; staff and volunteers have the same responsibilities for event; each member of the team received the award in accordance with the success of each eo promote volunteering as a team and see them as partners

Volunteers Recruitment for Beijing Olympic Games 2008

SELECTION Selection start with analizing some prospective candidates, either for volunteers or part-time employees; Selection based on needed; Prospective candidates should be interviewed first; DECISION RESULTS Prospective employees will sign a contract according to the period of the event; Prospective employees who are not accepted should be notified for clarity

ORIENTATION Next step is orientation program. On this program, new employees is given a job description in order to prevent misunderstandings & correctly understand their respective duties; Getz (1997) gives the following advice in order to run an effective orientation program: provide basic information about the event; toured to venues; make introductions to new employees & volunteers; gives understanding about organizational culture, history, & work rules

Bradner (1995) on Bowdin dkk (2003) explains that it is needed to plan & organize orientation with good orientation, & give the welcome speech to new employees & also volunteers Expected results from this orientation moment is employees & volunteers are committed, enthusiastic about the event, & have the appropriate knowledge, as well as a great concern that every member has a major role for the success of the event as a whole

TRAINING Every employees need training to be able to contribute effectively to the organization of events; Training will increase the confidence, ability, & gain new skills; Each training program must have: clear training objectives, what will be achieved clear curriculum to match the expected results; appropriate instructional strategies, such as group discussions, lectures, case studies, role plays, demonstrations or real work practices evaluation which trainees have achieved the skills that are expected to contribute to the event

MOTIVATION Motivation is the commitment of everyone to take part in the event which will be held with great enthusiasm; Motivation is closely linked to the achievement of the goals; Without proper motivation, employees & volunteers will lose the enthusiasm to achieve the objectives of the company, providing services to consumers, or less attention to coworkers or event participants; Employees will be motivated if awarded by what was achieved