Here is my 2 sen to assist. When organizing such events you need more than just what is written from the start. What you will need to look into I'm detail are as follows too:
- event director, someone who is very familiar and having experience with organizing large scale events and knows every aspect of it, this person calls all the shots, not a committee as it will be too slow to act
- event director will have to prepare the task scheduler, list of suppliers, event content, layout plans, list of sponsor requirements, the production schedule and then a minute by minute run down of the event itself
- a person who will make decision on set up, from mark out to placement of each element and who understands how to flow the set up
- a person who will handle authorities, getting approvals, running to all departments
- a person who will liaise with the venue owners in sorting out pre-event production
- a person who knows suppliers and will liaise with all suppliers for set up be it tentage or sound system etc
- a person who will sit there for a day or two and through the night to handle set up, ensuring the suppliers and sponsors are setting up everything as per plans
- sponsor liaison, handles the sponsors needs and requirements, will need to sit down with sponsors after sponsorship is secured
- security will be looked into with passes and arrangement of different security zones, preparing the personnel and the tags for all participants
- medical matters, need to liaise to ensure you have proper medical assistance, not only St John, they are mere taxis
- insurance coverage for the events, public liability
- organizing committee needs to see what elements are included to create an interesting event, seeing that the elements will benefit sponsors. You need to create content that will engage the attendees so that there is brand exposure for the sponsors
- promotions team that will be able to create exposure for the event, thus drawing a crowd that gives back value to the sponsors. Promotions team will also need to prepare a plan as to how it will draw in participants and the public
- person in charge of branding to ensure that sponsors have brand exposure, it's not just about placing buntings and banners here and there
- logistics person who will handle all the participants and sponsors to confirm their set up and arrival etc
The above is a mere 60% of many more things that are required. The is a lot more ...
Simple things like portaloos will make a difference to whether your event is executed with detail or not.
Most important, must be done with class. Not another Padang to place cars. That will then allow BimmerFest Malaysia to be something one can be truly proud about. It's not just about gathering cars of a certain make or to have sexy gals hanging around the cars.
Those involved will need to sacrifice time as its not going to happen if you think once a week meeting is okay. As the event planning kicks off a lot of work will need to be done. The there will be a lull till 2 weeks before the event where time needs to be spent to commence all the ground work and to stitch it all together. Time off work will be required, not meetings at MMZ in the evenings.
This will create an event of value so as to ensure longevity, sponsorship support and drawing a good attendance.
Happy Hunting guys!
- event director, someone who is very familiar and having experience with organizing large scale events and knows every aspect of it, this person calls all the shots, not a committee as it will be too slow to act
- event director will have to prepare the task scheduler, list of suppliers, event content, layout plans, list of sponsor requirements, the production schedule and then a minute by minute run down of the event itself
- a person who will make decision on set up, from mark out to placement of each element and who understands how to flow the set up
- a person who will handle authorities, getting approvals, running to all departments
- a person who will liaise with the venue owners in sorting out pre-event production
- a person who knows suppliers and will liaise with all suppliers for set up be it tentage or sound system etc
- a person who will sit there for a day or two and through the night to handle set up, ensuring the suppliers and sponsors are setting up everything as per plans
- sponsor liaison, handles the sponsors needs and requirements, will need to sit down with sponsors after sponsorship is secured
- security will be looked into with passes and arrangement of different security zones, preparing the personnel and the tags for all participants
- medical matters, need to liaise to ensure you have proper medical assistance, not only St John, they are mere taxis
- insurance coverage for the events, public liability
- organizing committee needs to see what elements are included to create an interesting event, seeing that the elements will benefit sponsors. You need to create content that will engage the attendees so that there is brand exposure for the sponsors
- promotions team that will be able to create exposure for the event, thus drawing a crowd that gives back value to the sponsors. Promotions team will also need to prepare a plan as to how it will draw in participants and the public
- person in charge of branding to ensure that sponsors have brand exposure, it's not just about placing buntings and banners here and there
- logistics person who will handle all the participants and sponsors to confirm their set up and arrival etc
The above is a mere 60% of many more things that are required. The is a lot more ...
Simple things like portaloos will make a difference to whether your event is executed with detail or not.
Most important, must be done with class. Not another Padang to place cars. That will then allow BimmerFest Malaysia to be something one can be truly proud about. It's not just about gathering cars of a certain make or to have sexy gals hanging around the cars.
Those involved will need to sacrifice time as its not going to happen if you think once a week meeting is okay. As the event planning kicks off a lot of work will need to be done. The there will be a lull till 2 weeks before the event where time needs to be spent to commence all the ground work and to stitch it all together. Time off work will be required, not meetings at MMZ in the evenings.
This will create an event of value so as to ensure longevity, sponsorship support and drawing a good attendance.
Happy Hunting guys!
