Special events 7th ch04

Special Events, Edition th Creating, Sustaining, and Celebrating a New World Professor Joe Goldblatt, FRSA Chapter Four: Human Resource and Time Management Copyright © 2014 by John Wiley & Sons, Inc All rights reserved CHAPTER AGENDA Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Photo by the Author Agenda Animated introduction Opening Activity: Lecture Three Review Lecture Four Book Report Lecture Four Mini case study discussion eight Global event thought leader Terry Singleton Assignments Questions, answers, and discussion Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Key Terms • • • • • • • Accessibility: Every event must be accessible to the widest possible audience and group of stakeholders Autocratic leadership: Leadership that is driven from a central command or top down Bottom-up structure: Where volunteers and other stakeholders lead the organization producing the event, as in a not for profit organization or association committee Democratic leadership: Where the event planner consults with the members of the event planning organization and considers their opinions before acting Dynamic structure: An event organization such as The Olympic Games that begins with a small team and then escalates to a large group and then returns to its small size following the delivery of the event E-etiquette: The use of thoughtful, accurate and respectful language when utilizing email Laissez-faire leadership: When the event planner allows the stakeholders to widely discuss the event ideas and plans, and waits Copyright © 2014 by John Wiley & Sons, Inc All rights for them to reach consensus before he or she offers their opinion reserved Key Terms • • • • • • Mirror etiquette: When an individual observes persons during a meal or other function and then mirrors their behaviors to ensure they are using proper etiquette in each setting Organizational chart: A pictorial tool for notifying the stakeholders who reports to whom within an organization Temporary employee: An individual who is appointed to a position for a fixed period of time Time management: The ability to efficiently and effectively use the time allotted to produce the event to achieve the best possible outcomes Top-down structure: The organizational chart design used in hierarchal organizations such as the military where there is a strong central command and all stakeholders follow a central leader Volunteer: A person who is not financially compensated for the work they contribute to an event but is instead motivated by a complex set of desires including the opportunity to support a Copyright © 2014 by John Wiley & Sons, Inc All rights cause, to network with othersreserved and to advance their own career by Chapter Three Review Conduct comprehensive research for your event Identify key sources of information for planning Design a program creatively Develop an appropriate theme Establish and manage an effective strategic plan Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Learning Objectives Identify different management styles Solve problems with a five-step system Use mirror etiquette and e-etiquette Improve communication skills Recruit the best staff and volunteers Educate, inform, train, and inspire staff and volunteers Create organizational charts Champion equality and accessibility Improve your time management Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Activity Form a group of two persons Review the list of stakeholders from your previous week’s event (The Papal Visit) Determine if your organizational chart is top down or bottom up Create the organizational chart with your stakeholders Review the chart and determine if you need to move any of the stakeholders to increase their work and communications efficiency Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Sample Organizational Chart Sponsor / Event Owner Board of Directors Finance Manager Accounts Payable Coordinator Marketing Manager Accounts Receivable Coordinator Sponsorship Coordinator Ticket Coordinator Volunteer Manager Health and Safety Manager Volunteer coordinator Transport Manager Copyright © 2014 by John Wiley & Sons, Inc All rights reserved © John Wiley & Sons, Inc Event Planner Chief Event Officer Discussion How did you decide where the stakeholders belong on the organizational chart? How did you link the stakeholders to one another to create efficiency and improve communications? Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Different Management Styles Autocratic Democratic Laissez faire Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Five Step System Includes identifying the problem Seeking historic information about the problem from others who may be involved Suggesting solutions Asking for support of these solutions Documenting and communicating the solutions to others Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Mirror Etiquette and Eetiquette Observe and mirror others’ behaviour when in a unfamiliar environment Practice professional e-mail etiquette Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Improve Communication Skills Why we communicate How we communicate Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Recruit the Best Staff and Volunteers Identify staffing and volunteer needs Develop a recruitment plan Conduct orientation and training for staff and volunteers Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Educate, Inform, Train, and Inspire Staff and Volunteers Share the vision Share the history Train and inspect Inspire Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Create Organizational Charts Why we use an organizational chart? How we create the chart? Top down or bottom up? Flattening the organization Sharing the chart with others Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Champion Equality and Accessibility Why is it important to promote equality and accessibility within event organizations? How you insure equal access and equality within your event? Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Improve Time Management Time is your event’s scarcest resource If you manage your time well you will improve the efficiency and quality of your event Time is money Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Chapter Four Book Report • • • • 10 minute presentation Everyone participates equally Overview of the chapter Three questions from book review group for class • Three questions from class for book review group • Final question from the instructor for the entire class Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Mini-Case Discussion: How you determine the genre of music for your audience? What are the advantages of including a well recognized musical act and what are the challenges of making such a decision? Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Global Event Thought Leader: Terry Singleton, Past International President of the International Special Events Society How does Terry Singleton believe that the styles of events are changing? Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Assignment • Read and be prepared to discuss Chapter • Read and be prepared to discuss mini case study 10 Copyright © 2014 by John Wiley & Sons, Inc All rights reserved Questions, Answers, and Discussion Copyright © 2014 by John Wiley & Sons, Inc All rights reserved  ... Singleton, Past International President of the International Special Events Society How does Terry Singleton believe that the styles of events are changing? Copyright © 2014 by John Wiley & Sons,