3rd International EMBOK IMBIZO

1
3rd International EMBOK IMBIZO

• Event Management Body of Knowledge
• The Pavilion
• Sandton Convention Centre
• Sandton
• Johannesburg, South Africa
• 2 4 July 2007

2
ADMINISTRATION

• Beyond the Boring Detail
• Peta Thomas
• Total Impact Solutions
• Deborah Johnson
• Cape Peninsula University of Technology
• Anton Groenewald
• Office of the Premier, Western Cape

3
Administration Old View

• Paper based financial and other irritating
  compliance driven requirements for proper record
  keeping of event
• For sponsors
• For stakeholders
• For clients
• Process orientated
• Largely compliance driven

4
Definition

• EMBOK definition proper allocation of
  resources, direction, control of finite resources
  Resources are acquired, developed, utilized in
  the most efficient manner, to benefit the event
• Professionalise the reporting, record keeping and
  administration

5
Administration New View

• Financial Management
• Time Management
• Project Management Principles (dead line driven)
• Human Resources
• Information management static
• Stakeholder Management
• Procurement Management BEE
• Systems Management
• What lies beyond?

6
Short synopsis

• Financial Management IT based accounting,
  record keeping, for audit purposes, for
  statements, such as demonstration of good
  operational governance
• Human Resources Management such as policies,
  procedures, recruitment and compensation

7
Short Synopsis

• Information Management such as acquisition,
  control, retention of information and database
  management
• Procurement Management such as sourcing,
  selecting, contracting of 3rd parties and
  suppliers for goods and services
• Stakeholder Management, engagements and
  interactions with various stakeholders

8
Short Synopsis

• Systems Management such as implementation,
  coordination, accountability and knowledge
  management using suitable technology
• Time Management such as timelines, production
  schedules and schedule controls

9
What Lies Beyond?

• THE REAL VALUE OF EFFECTIVE
• ADMINISTRATION
• Risk Management medical, non-medical,
  operational and financial
• Logistics Management real time review of costs
  of event delivery
• IT analysis allows for dynamic/real time
  information management
• Sales and Marketing Management
• Customer relationship management
• Participant Profiling

10
Risk Management

• Managing Participants/Hosts/Residents Risks
• Medical Medical records, responsiveness to
  individuals, appropriate medical response
• Non- Medical safety and security, enquiries and
  participant tracking
• Financial Risks managing the flow of costs in
  relation to roll out of the event at critical
  delivery points
• Operational Risks - Allowing for real time
  assessment of infrastructure needs and being able
  to respond appropriately

11
Sales and Marketing

• Proper Administration and IT systems allow for
  commercial trading and better analysis of
  spending habits of participants/non-participants
• Spin offs extension of products, extending
  online trading of memorabilia

12
Customer Relationship

• Improved Tracking of participants allows for
  improved customer relations
• Track customer values to the event in terms of
  sales
• Track customers consumption patterns
• Engage in targeted communication with customers
  regularly on interests, related opportunities

13
IT Management

• IT analysis including data capture processes
• Email management system
• Real Time data accessibility to be responsive
• Managing information using IT
• Identifying and minimizing the risk profile

14
Conclusions

• In support of the administration domain
• The domains form a systematic process of
  organising an event
• Process and tasks are categorised
• Provides a clear path of event execution
• IT and appropriate technology is the backbone of
  all the domains
• To be exceptional the domains should form part
  of any event training curriculum