Event Management

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YOUTH EMPLOYMENT SUMMIT

EVENT PLANNING HANDBOOK

HOW TO ORGANIZE AN EVENT

Foreword
The Youth Employment Summit (YES2002) is being organised on a simple premise: if we successfully raise awareness to the need for promoting youth employment, build commitment for action, and empower that commitment with knowledge and tools we can create employment opportunities for youth. Based on this, the YES2002 goal is to work together to ensure that five hundred million young adults, especially youth facing poverty, will have productive and sustainable livelihoods by the year 2012. Think about it, there are a billion youth in the world today (aged 15-24 years), eight hundred and fifty million of them live in developing countries. We have no choice but to create the infrastructure - coalitions, partnerships, and programs – to generate funds and implement projects to fulfil this goal. The Event Planning Handbook is the first in a series of tools that we are developing in partnership with learning organisations like Making Cents. The necessity for this kind of handbook came from the participants of the many YES 2002 consultations and workshops that we have organised over the course of the past three years. We were requested to provide a practical, step-by-step, easy to use “tool” to plan an event. The four sections in this handbook will take you right from the beginning stage of conceptualising your event and compiling a budget to the activities needed for a successful follow-up after the event. The strength of this handbook is that it can be customized for any type of event and target group. For example, it can be used to structure a youth workshop to promote YES 2002 or to start a Youth Steering Committee for organisations in your country or region. Although we would appreciate your using this handbook to promote youth employment, you should use this to organise and facilitate any event of your choice. We gratefully acknowledge Making Cents in the compilation of this handbook. Their experience and knowledge of planning many events around the world, with a significant number of them on youth employment and entrepreneurship have guided them. It is our sincere hope that this handbook will make planning your next event simpler and easier for you. Poonam Ahluwalia Summit Director YES 2002

Event Planning Handbook

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Produced for the Youth Employment Summit Secretariat (YES 2002) by Making Cents. Written by Sarah Anne Minkin. Assistance with conceptualisation and editing: Margie Brand and Fiona Macaulay. Event Planning Handbook Education Development Centre (EDC) and Youth Employment Summit Secretariat, 2001. All rights reserved. No part of this workbook may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording or by any information storage or retrieval system, without prior permission.

Event Planning Handbook

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CONTENTS

SECTION 1: CONCEPTUALISING YOUR EVENT ...... 5
Chapter 1: Defining Your Objective................................................... 7

SECTION 2: PLANNING YOUR EVENT .................. 9
Chapter Chapter Chapter Chapter Chapter Chapter Chapter Chapter 2: 3: 4: 5: 6: 7: 8: 9: Building an Organising Team ......................................... 11 Creating the Agenda .................................................... 14 Making the Event Budget ............................................... 17 Covering Your Costs...................................................... 19 Raising Funds for Your Event .......................................... 22 Promoting Your Event .................................................... 24 Coordinating the Media ................................................ 27 Logistics....................................................................... 30

SECTION 3: EXECUTING YOUR EVENT ............... 35
Chapter 10: Executing Your Event + Tips for the Day of the Event ...... 37

SECTION 4: AFTER YOUR...
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