Event Management Notes

Event Management is the application of project management to the creation and

development of large-scale events such as festivals, conferences, ceremonies, weddings,
formal parties, concerts, or conventions. It involves studying the brand, identifying its
target audience, devising the event concept, and coordinating the technical aspects
before actually launching the event.
Event management is using organizational skills to plan social or business events. Event
not only comprises of weddings and concerts but also includes promotional activities,
seminars, corporate meetings, birthday parties, launching of products and much more.
A good event creates brand name and a goodwill of a company & also assists to form a
remarkable market place. Event management is a substantial blend of creativity and
technical skills. Event Management is always a success if event manager works keenly
on its part and give all his efforts for opulence.
The events industry now includes events of all sizes from the Olympics down to
business breakfast meetings. Many industries, charitable organizations, and interest
groups hold events in order to market themselves, build business relationships, raise
money, or celebrate achievement.
The process of planning and coordinating the event is usually referred to as event
planning and which can include budgeting, scheduling, site selection, acquiring
necessary permits, coordinating transportation and parking, arranging for speakers or
entertainers, arranging decor, event security, catering, coordinating with third-party
vendors, and emergency plans. Each event is different in its nature so the process of
planning & execution of each event differs on the basis of the type of event.
The event manager is the person who plans and executes the event, taking
responsibility for the creative, technical, and logistical elements. This includes overall
event design, brand building, marketing and communication strategy, audio-visual
production, scriptwriting, logistics, budgeting, negotiation, and client service.
Sustainable event management (also known as event greening) is the process used to
produce an event with particular concern for environmental, economic, and social
issues. Sustainability in event management incorporates socially and environmentally
responsible decision making into the planning, organization, and implementation of,
and participation in, an event. It involves including sustainable development principles
and practices in all levels of event organization and aims to ensure that an event is
hosted responsibly. It represents the total package of interventions at an event and
needs to be done in an integrated manner. Event greening should start at the inception
of the project and should involve all the key role players, such as clients, organizers,
venues, sub-contractors, and suppliers. What all event management involves:
• What is the purpose of the event
• What we are expecting our audience to experience
 • Study the audience
• Establishing timelines
• Venue selection
• Budgeting Suppliers
• Marketing
For effective and successful event, it has to go through 3 steps

1. Preliminary activities (pre-event)

2. Event day

3. Post event
Every event management goes through these elementary steps evolved in event.
Events –
E – Entertainment (Events include entertainment with fun, games and information)
V – Venue (Place for conducting the event successfully)
E – Equipment (Technical and non-technical equipment, used to run the show
successfully)
N – News (News about a new product, movie, activity or offer)
T – Team (Event involves integrated effort of individuals)
S – Strategy (Various strategies used like financial, marketing, technical and human
resources strategy)

Events are attracting worldwide attention and at the same time getting corporatized.
Events have proved to be a versatile marketing communication tool, since they can be
customized to cater to the needs of the industry.

Events can include the following:

● An observable occurrence, phenomenon or an extraordinary occurrence or a type of
gathering
● A ceremony, i.e., marriages
● A competition, i.e., sports events
● A convention (meeting), also known as a conference
● A festival, i.e., a musical event or concert
● A happening that attracts coverage by mass media
● A party (including internal business function or staff party)
● A sporting event
● A corporate or business function
● A profit-driven event meant to raise awareness of a company’s brand and/or
products and services

Implications –
● It can be an observable occurrence.
● It can be designed to achieve certain goals.
● It can also be termed as experiential marketing.
● It is objective-oriented.
● It provides an avenue for effective interaction. Categories of Events
● Political Events – Victory speech by Barrack Obama
● Religious Events – Joyce Meyer programs “Enjoying Everyday Life” ● Social Events –
Weddings, Anniversaries, Death, Communions, etc.
● Entertainment Events – Zee Cine Awards
● Awareness Events – Go Green Events, Being Human
● Crafts and Creativity – Events hosted by Chitrakala Parishat, Bangalore
● Sports Events – World Cup
● Educative/Academic Events – Fresher’s Day Celebrations at colleges, Celebration of
CA Day
● Corporate Events
● International Events
● Promotional Events – Movies etc

Skills required to be an Event Manager –

The field of event management not only requires a great amount of creative skills but
also involves lots of discipline and meticulous planning. Planning an event is an event in
itself. The job of organizing an event begins with the very basics. The client comes to the
event manager with a vague idea in mind. It is entirely up to the event manager to work
on the idea and turn it into a reality. Events could be anything from concerts, product
launches, conferences, promotions, press conferences, jubilee celebrations and
farewells to television based events, fashion shows, wedding or parties… it could be just
anything. In terms of educational qualifications, a formal education in the form of a
diploma or degree in event management or in advertising or public relations with a
specialization in event management should be ideal though not much stress is laid on
education. But there are a host of other qualities, which are Introduction to Event
Management 11 essential for a person to be well-equipped in this field. These include:
1. Analytical/Critical thinking and problem solving – Analytical thinking, critical
thinking and problem solving are abilities that are a must in this field. You should be
able to acknowledge a problem, recognize that it has to be solved then and there, and
always think on how the situation could be avoided in future.
2. Client/customer service orientation – Client/customer service orientation is the
ability to be client focused and committed to meeting the needs of your customer. An
event manager has to be client focused, he must attempt to know the client’s needs, he
must be able to put them at ease while interacting with them, build trust and respect
with customers and clients.
3. Negotiation skills – It is a general opinion that negotiating means
underestimating the seller. On the contrary, it is a skill in business which, when
developed, makes you an astute minded businessman.
4. Ability to work under pressure and meet deadlines – An event manager should
be able to handle pressures and deadlines at ease. In spite of meticulous planning and
arrangement, a small error or miscalculation can wreak havoc and disrupt the entire
schedule. At such testing times, you should be able to remain calm and cool and perform
your role as though everything is under control, so that others are not adversely
affected.
5. Teamwork, facilitation and co-operation – Needless to say, one of the most
important things in event management is the ability to work as a team. One should not
only know how to lead a team but also work in co-ordination and co-operation with
subordinates to execute jobs. The event manager should be able to build efficient teams
of people and facilitate their effectiveness. Always remember, “There is no ‘I’ in Team”.
6. Planning, co-ordination and organization – This involves the ability to effectively
coordinate and 12 Event Management organize oneself, others, information and/or
situations at a personal and/or organizational level.
7. Networking skills – An event manager needs to build up his own network. The
more number of contacts he has the more successful he will be. Any kind of business
can be only expanded through contacts of perspective clients therefore having the skill
and aptitude to interact and connect.
Need for Event Management –
What do earthquakes and the Olympics have in common? They are both examples of
potential disasters. If an earthquake occurs in a populated area, it will be a disastrous
event for residents and businesses alike. The Olympics is an event that has a similar
potential to become a disaster due to the large concentration of people and the
increased risk of terrorist threats and other disasters. Both of these are events, one a
seismic event while the other is a sporting event. The emergency managerial concepts
to handling such disasters can be as follows:
● Mitigation
● Preparedness towards criticalities
● Early response to disaster, preventing further damages
● Recovery Programs

The need for Event Management arises due to the following reasons:
1. Events include the integrated efforts of a diversified team which includes the
caterers, decorators, event managers, and the technical staff etc. The management of a
diverse set of functionalities stresses upon the need of co-ordination and co-operation
in order to attain the common objective.
2. Event is a time-bound activity. It gets critical to conduct the activity within the
required time frame.
3. Events involve huge financial resources. It is essential that the funds are
managed in order to avoid wastages and costs.
4. Events are generally objective-oriented and the onus of success lies in the fact
whether the objective has been accomplished or not.
5. An event plan is prepared for the smooth execution of the event. Event
management ensures suitable adherences to the event plans and policies.
6. An event is bound to face crisis and uncertainties. Event Management aids in
being prepared to face uncertainties and suggests methods of dealing with crisis.
7. Events may also involve facing legal challenges and obligations. Event
management helps in avoiding delays caused due to legal hassles.
8. The increasing number of events and the complexities involved in hosting a
grand event, necessitates the management of events.
9. Events have the ability to break through the innumerable commercial messages
that bombard our society almost daily. Events are more competitive in nature as they
bring out the true essence of marketing information.
10. Events offer higher visibility, hence they need to be managed to create the
desired impact among its audience.

Management of an event encompasses all activities involved in planning, organizing,

leading, staffing and evaluation of an event. Thus, it involves groundwork associated
with events, i.e - ● Venue selection
● Stage design
● Infrastructural facilities ●
Liaison with
artists/performers ● Logistics
plan etc.

5 C’s of Event Activities

These are required for marketing and managing the events, the steps needed to be
followed for successful accomplishment of objective through events are known as the 5
C’s of Events. It involves the following:
– Conceptualization of the creative idea and ambience
– Costing involves calculation of the cost of production and safety margins –
Canvassing for sponsors, customers and networking components – Customization
of the event according to brand personality, budgets, etc.
– Carrying out involves execution of the events according to the final concepts.

The Elements in Event Designing are as follows:

● Theme
● Layout
● Decor
● Technical Requirements
● Entertainment
● Catering
● Supplies
Importance of Events as a Marketing Communication Tool – Marketing
Communication Tools
Crucial to the development of a lengthy, profitable business is brand building. And key
to brand building is regular, ongoing communication between a firm and its customers
and prospects. For your consideration, we have outlined the following menu of activities
which we feel could add value to your overall marketing effort.
TV Advertising
Direct response TV advertising is the purest form of direct marketing and it is a
‘number’s game’ – the more people impacted upon by a message, the greater the
response. TV not only builds audience coverage quickly, but also lends credibility to
your overall proposition, allowing viewers to see your offer in the company of its peers.
Clever airtime planning can optimize response levels and effectiveness whilst
minimizing media costs.
Press Advertising
Press advertising also reaches substantial numbers of people and a combination of
national, regional and ethnic publications should be considered. For instance, combining
cost-effective exposure in a regional edition of a national or specialist media that is read
by your customers.
Radio Advertising
Intrusive and impactful, radio reaches audiences at times and in circumstances that
other media cannot achieve. It is also ideal for building up frequency of impact,
reinforcing key aspects of a campaign, and acting as a call to action to potential
customers who may not recognize that they are actually ‘in the market’.
Cinema Advertising
Either moving or stills advertising in cinemas is an extremely cost-effective medium that
can be targeted to specific venues or regional locations. Used to reinforce campaign
messages within a relaxed and influential environment, cinema advertising is not likely
to generate an immediate response but it is likely to be effective as a low-cost, long-term
‘reminder’ medium.
Sponsorship
Sponsorship is fast becoming a way to reach an audience in an increasingly crowded
market. Sponsoring offers an opportunity to support well recognized locally-based
community events with fantastic benefits for your company.
Leaflet Distribution
Quick, easy and effective leaflet distribution provides a means of optimizing targeted
impact within a controlled area. Leaflets can be distributed with newspapers. Efficiency
can be optimized by the application of audience profiling analysis to key target areas
and this tactic is particularly effective when localized campaigns are being conducted.
SMS Campaigns
Growing in importance as a tool to reinforce impact and generate immediate response,
text messaging marketing works in a similar way to traditional direct mail, in that
effectiveness is dependent upon accuracy of targeting and strength of database
intelligence. However, its big advantages are that the message reach a person rather
than an address and that newly received text messages are more likely to be opened and
read than paper based direct marketing. Used tactically and with potent call-to action,
these channels can boost overall campaign response levels.

The Event Team

An event manager is generally supported by a team that works in co-ordination to make
the event successful.
They include the following:
● Venue Managers
● Stage Managers
● Lighting, Audio and Video Companies
● Decorators and Designers
● Entertainers
● Employment Agencies
● Catering Groups
● Traffic and Policing
● Liaison with Government Bodies
● Security Companies ● Printing Companies
● Ticketing Operations
● Marketing Consultants
● Rental Companies

What are Event Sponsorships?

An event sponsor is a company that provides financial support for an event in exchange
for something of value. The value is usually found in marketing opportunities that
increase their brand’s exposure. Sponsors are typically companies, brands, non-profits,
or individuals well-versed in one of the event’s themes. In most cases, a company will be
interested in partnering with you if they believe your event will provide them with a
real opportunity to move their own organization forward.
Why are Event Sponsorships Valuable to Event Planners?
Event planners know what sponsors gain from event sponsorships, but why do they
spend time and energy creating attractive sponsorship packages and then contact
companies they think will align with their events? For three main reasons:
Budget
Creating a memorable event can be expensive! The goal of event planners is to attract
large numbers of people by keeping ticket sales affordable. However, often ticket
revenue won’t be enough to break even for your event. Getting sponsors for your event
is one of the most effective ways of making it financially viable.
Sponsors Lend Credibility
Assume you are able to attend two events. Both events were put on by the same
company, featured the same speakers, and focused on the same topic. However, one
event was sponsored by Microsoft. Which event would you consider more credible?
Despite the challenge of partnering with a top brand such as Microsoft, securing
recognized and respected brands in your industry will give your event instant
credibility.
Bonus Perks
Often, partnering with sponsors results in bonus perks. Depending on whether a local
restaurant has agreed to sponsor the event, they may not only provide the food but also
allow you to host the event in their space, thereby reducing your event costs
significantly.
Additionally, sponsors often provide increased exposure to your event. You can expect
your sponsor partner to announce a local event on social media after they sponsor it.
Anyone can sign up following their announcement. The benefit of free marketing cannot
be overstated!
What are the types of Event Sponsorship Packages?
Organizers often offer a variety of event sponsorship packages depending on factors
such as venue size and type, event type (for example, an exhibition versus a networking
lunch), on-the-day agenda, and break frequency. Most event organizers are very flexible
when it comes to putting together a package that suits your needs and goals, but here
are a few examples to help you get started:
01. Financial Sponsors
Sponsors who provide direct financial support to an event are referred to as financial or
cash sponsors. This type of event sponsorship agreement involves a company or
individual offering money in exchange for promotional or other benefits.
In the case of large-scale events, you can offer individual sponsorship packages to those
who agree to contribute.
For an event to reach its full potential, defining the sponsorship level is the first step.
Establish realistic but ambitious goals. Following this, you can determine which
businesses and organizations to tap and what levels of sponsorship to offer.

02. In-kind sponsors

In-kind sponsors provide goods and services to an event rather than investing money.
• Venue Partner
For an event to be successful, choosing the right venue partner is crucial. In a survey
report by Ungerboeck, 82% of event attendees said the location plays a significant role
in their decision to attend an event. In addition to planning, you also need to make sure
the venue matches your organization’s brand and caters to the right audience.
• Prize Sponsors
Prize sponsors often distribute items branded with their logos to participants for the
event. These are a great way to boost brand visibility during an event. Prizes can be
awarded based on attendees’ level of participation. Be sure to customize them to fit
your company’s needs.
• Food Sponsors
An event isn’t complete without food. It is true that delicious meals can enhance the
experience of attendees. Offering free food is yet another way to motivate attendees.
Catering is more expensive due to higher manpower. Therefore, it’s crucial to find a food
sponsor for your next big event. This can facilitate mingling between participants and
increase event networking.
• Digital Sponsors
During tech-related events, you will usually find digital sponsors. The company offers an
app for the event, poll questions, media walls, or live tweets. With the recent change in
technology, digital sponsors are becoming more popular in the event planning industry.
People enjoy fast response time and personalization. It is a growing trend to build
digital event spaces in the world’s most tech-driven cities, which can benefit venues.
Don’t forget that in-kind sponsorships aren’t limited to these four examples. The right
ones that bring value to both the sponsor and the organization can be found in a variety
of ways.
03. Media Sponsors
Media sponsors secure advertising for an event. Event organizers benefit by expanding
the media coverage of the event and saving money on marketing, while media sponsors
get an extra promotion, improve brand recognition and create an association with the
event.
Often when media companies sponsor an event, they publish articles about the event
and share them on social media. They may also post any other type of content according
to the agreement.
04. Promotional Sponsors
Media sponsors are very similar to promotional partners, so what is the difference
between them? In the majority of cases, promotional sponsors are individuals, whereas
media sponsors are companies and organizations. In most cases, these individuals are
well-known social media influencers with a devoted online audience who follow them
and trust their opinion.
The popularity of promotional sponsorship is rising steadily today and may soon
surpass that of media sponsorship. There are several reasons for that. The first reason is
that people prefer social media over TV and radio. Secondly, the event promotion made
by influencers looks more personal, so followers are more likely to believe it. Overall,
personal promotions are more likely to deliver better results and attract a broader
audience.
05. Merchandise Sponsors
It’s no secret that everyone likes merchandise, especially when it’s useful or unexpected.
Providing branded merchandise in the form of tools that attendees may need at the
event, like lanyards, pens, or water bottles, is a classic sponsorship opportunity. With
virtual events, attendees can receive merchandise delivered directly to their door,
giving sponsors the chance to reach their customers in their own homes.
06. Title Sponsors
A title sponsor is the most significant and visible type of sponsorship, and their name
will be included in the event or brand name. A title sponsor is a company or
organization that provides financial support and branding opportunities for an event or
series. This partnership allows the sponsor to gain exposure and recognition, while also
helping to fund the event.

Event Risk Management

From corporate sales conferences to holiday parties, from educational seminars to
fundraising activities, most events require extensive planning to effectively manage risk.
Organizing events can lead to a number of uncertainties — and uncertainties can
quickly result in harm to people, property, and reputation.
According to The Insurance Bureau of Canada (Bureau), the risks associated with
special events can include:
• The risk of an employee, volunteer, participant or persons becoming injured.
• The risk of damaging the organization’s reputation if situations are not handled
well.
 • The risk of financial challenges from unforeseen circumstances, such as
inclement weather.
Not-for-profit organizations rely heavily on special events for fundraising. As such, it is
important to note that the event organizers are responsible for the safety of event
attendees — and that short-term liability coverage exists to protect organizers — even
when the event is a small one.
It should also be noted that extra precaution should be taken:2

• If children or minors attend.

• If hazardous activities are involved.
• If gambling takes place.
• If large crowds are anticipated.
• If alcohol will be served.
Event organizers should focus on developing a customized event risk solution, as
appropriate planning will demonstrate accountability and due diligence when hosting
an event. The approach should be comprehensive and flexible, a scalable framework
that can be applied to a variety of events and activities.
The event risk management process
As part of any successful event planning process, hazards should be identified and risks
assessed and controlled to minimize the potential for injury or harm to persons or
property.
Key components to a formalized event risk management framework include:
• Formal process to event management — from inception to close.
• Policy and procedures outlining the “dos and don’ts” of planning an event (this
may include a checklist or an outline of a series of steps which must take place
before the event can take place).
• Decision makers to assist in facilitating the process and field inquiries.
• Commitment from management to support process.
An effective event risk management process can yield significant benefits, such as:
• Reduced uncertainties associated with events.
• Greater transparency to all stakeholders.
• Better communication and coordination between stakeholders.
• Better preparation for possible adverse events.
• Process continuity.
• Decreased cost of risk (e.g., financial, health and safety, insurance).
 • Meeting of all contractual, legal, and insurance requirements.
• Adequate protection of the brand from significant risk exposures and
reputational damage.
General tips
If the event is to be held outdoors, consider extreme weather. For example, prolonged
exposure to heat can lead to heat stroke, dehydration, and in extreme cases fatality. It is
important to have a contingency plan, however it is also imperative to also assess the
risks of the new location.
If serving food, be sure the take the appropriate steps to mitigate injury or liability.
Risks may include: allergic reactions, food poisoning, and injury from burns. Risk may
also exist from food borne pathogens and improper food handling.
• If the event will be held at an unfamiliar offsite location, make certain the proper
steps are taken to ensure participants are safe (evaluate unique risks).
• If travel is required, ensure that the proper steps are taken to ensure
participants are transported safely to and from the event. Review insurance
requirements, contingency plans, etc.
• If alcohol will be served, take extra precaution to safeguard the organization and
keep participants safe. Review permits, train servers, comply with legislation,
etc.
Other risk control strategies
Checklists — A checklist can serve as an assessment aid in making key decisions in
hosting an event. This will help the organization adequately prepare and understand
associated risks and make informed risk management and event decisions.
Waivers and/or Informed Consent — A well-developed waiver can help an
organization defend against legal action and liability. The waivers should be in
compliance with the organization’s legal requirements and include the input of in-house
legal counsel.
Event Risk Committee — A committee can assist with the identification of risks and
develop a streamlined approach to event management and safety in compliance with
bylaws, rules, and regulations. This committee can also ensure that these events are
consistent and align with the organization’s values and objectives.

Importance of an Invoice –
(1) Maintaining legal records – The most significant benefit of invoices is that they
serve as a legal record of the purchase. This makes it convenient for the buyer to find
out when the goods were purchased, who sold them, and when. Invoices are the
foundation of any organisation’s bookkeeping. For accurate and proper accounting,
businesses must record every purchase transaction. With the help of invoices,
organisations can prepare accurate profit and loss accounts.
(2) Track payments – Invoices are an invaluable tool for accounting. It helps the
buyer keep track of its payments and the amounts the company owes.
(3) Legal protection – Invoices are legal proof of the agreement between the seller
and buyer at a set price. This protects the buyer from deceitful lawsuits. Businesses at
times have to face different issues from suppliers. Sometimes, such issues could escalate
into legal matters. Invoices are proof of a business transaction and contain crucial
details like the purchase price, discount availed, purchase date, etc., which could be
used for refuting false claims.
(4) Inventory management – Invoices can help organisations in managing their
inventory. Managing invoices can help determine goods the organisation needs to
order, when to order and how much to order based on its historical data and inventory
count.
(5) Tax filing – Maintaining all invoices helps the buying organisation report its
expenses and accurate tax reporting and reconciliations. Moreover, a buyer needs to
have invoices at hand if tax authorities have concerns with any return filed or to check
that the business hasn’t evaded any taxes.
(6) Business analytics – Analysing invoices could help businesses gather
information from their buying patterns and identify trends, peak buying times, and
more.

Importance of good vendor relationships –

Vendor relationship management is intentionally nurturing buyer-to-supplier

relationships in a mutually beneficial way.
Vendors in event planning provide many of the staples needed for successful
conferences, weddings and galleries. Without them, there would be limited or low-
quality resources to bring your event vision to life.
Investing in vendor relationship management creates a win-win situation in the form of
a partnership. Strong vendor relationships create security and clear expectations for
both the vendors and the event manager.
Vendor relationship management may take many forms. Some may use software to
automate the process, track performance and communicate goals. Others may spend
one-on-one time with each vendor to foster more personal connections in their
business.
Ways to Enhance Vendor-Client Relationships -
  Consistent Communication: Creating a detailed plan to maintain
communication with your vendors can help to encourage accountability on both
sides. Vendors need to be kept in the loop concerning changes to your event plan,
and you need to be aware of changes to theirs.
 Referral Networking: Vendors may be independent contractors, but they rarely
operate on their own. In most cases, they are connected to an entire network of
industry professionals. Nurturing relationships with your vendors can help
establish a referral network where both parties benefit.
 Measurable Objectives: Vendor relationship management is a professional
strategy to promote business growth for both the supplier and buyer. By creating
a plan and enforcing measurable objectives, you can track the progress of your
relationship and document the ways that it’s been mutually beneficial.
 Expectation Management: Setting clear expectations can help start
partnerships off on the right foot. Vendors possess many resources that ensure
events run smoothly, but if expectations are unfulfilled on either end, there will
be conflict.
 Connection: Taking the time to learn about your vendors can help you
determine whether they are a good fit for a long-term partnership. This is an
important step for investing in the longevity of your vendor relationships.
Good vendor relationship management can:
 Improve the quality of interaction between vendors and event managers
 Minimize costs of working with independent contractors
 Improve your reputation
 Help to build long-term winning partnerships
 Impact your community positively
 Help to maintain standards and accountability
Vendors may work independently, but their individual impact may be vital to an event’s
success.
If you were to hire a floral designer but had a poor relationship with that vendor, or the
vendor was unreliable, you may be left with out-of-season arrangements or be forced to
buy last-minute replacement bouquets.
If you were to hire an audio engineer to cover sound and technical support but fail to
communicate your preferences or issues with sound quality, your work conference may
suffer from speaker and microphone malfunctions, disrupting the professional
atmosphere.
Importance of Budgeting in Event Planning Financial Feasibility
Budgeting helps in determining the financial feasibility of an event. A well-planned
budget helps in estimating the costs involved in executing an event and ensures that it is
executed within the available resources. This helps in avoiding overspending and
ensures that the event is profitable.
Prioritization of Expenses
Budgeting helps in prioritizing expenses. It helps in identifying the essential expenses
and allocating resources accordingly. This ensures that the event is executed smoothly,
and there are no compromises on quality.
Risk Mitigation
Budgeting helps in mitigating risks. It helps in identifying potential risks and taking
preventive measures to avoid them. It also helps in ensuring that there are no
unexpected expenses during the execution of the event.
Efficient Resource Allocation
Budgeting helps in allocating resources efficiently. It helps in identifying the resources
required for the event and allocating them accordingly. This ensures that the resources
are utilized optimally and there is no wastage.
Format for Budget Breakdown (example) –

EXPENSES

SR. NO DESCRIPTION CATEGORY QUANTITY UNIT COST AMOUNT

1. Site Rental Venue - 50,000 50,000
2. Mic Tech & Prod 2 500 1,000
3. Speakers Teach & Prod 4 1,000 4,000
4. Balloons Decor 4 100 400
5. Curtains Decor 8 100 800
6. Chairs Layout 200 10 2,000
7. Juice F&B 200 20 4,000
8. Meal Box F&B 200 500 1,00,000

TOTAL EXPENSES 1,62,200