thank you hi Krishna welcome to event planning this is pre-event planning part one so the initial stages of any event require the maximum amount of time and energy in fact the build up to the event is longer and a lot more than the actual event which could be a matter of a few hours so there's so much attention and care that needs to go into the initial stages of planning um therefore it's vital that the leader is clear what specific actions must be implemented and taken long before the big event so we're going to talk
about building teams defining the purpose of your event clarifying the audience setting and maintaining a budget and then finally going to get the venue sometimes we look at the venue before we actually do others now in certain circumstances you may need to do things a little bit in Reverse but in general these principles have followed help to make things work a little better and as I keep saying they really help to induce the mode of goodness which means they're a little bit of poison in the beginning because you need time and patience but they reduce
the likelihood of poison in the end which comes from the mode of passion okay so first we're going to form a team so you need to determine how many members you require you got to have a team that works well together then you need to delegate some responsibilities you can use the racing Matrix that we presented earlier in this in this principles of Temple Administration you need to give some clear timelines provide members with information that they need and also inspiration and you have to keep everybody informed as progress Carries On then once you've got
your team you can all sit together and you can be clear about what is the purpose of this event so it means defining the purpose and that's going to shape everything that comes afterwards this will also further the vision and the mission of the of the center of the Temple of the specific project that you're focusing on and hopefully it will help to create uh anticipation of enthusiasm then of course you need to set your date and your time there are things always to be careful of when setting these watch out for big festivals or
other big events that might be happening in your area next be sure to clarify your target audience of course all of these things are going to be a little defined by each one of the choices in the beginning you're going to have some idea but just to refine this clarify your audience who do you want to invite and why do you want them there what message do you want to convey to them and how are you going to convey this message most effectively one man's food is another man's poison so make sure that you deliver
what they'll be able to digest who's going to communicate and invite them what Arrangements need to be made for hosting them and do we actually understand understand their needs interest and concern let's set the budget there are many parameters that can be utilized in order to set the budget usually Financial limitation is the main one so you need to create a nice list of possible expenses and does it can we pay for VIP speakers can we pay for Persona will everyone be served prasadam will it be charged or will it be free is it on-site
off-site decorations travel gifts handouts programs think about any hidden costs is there Insurance required make sure there's a Conde contingency plan for emergencies because there's always unexpected expenditure then you also have to think about possible income streams from this is it possible that someone could sponsor the event or partially sponsor the event are you going to sell tickets or is there a registration fees depending on what type of event it is and then will you be asking people for donations or absolutely not asking for donations once you've set the budget it's crucial that you clearly
identify a member of your team who is trustworthy and has the suitable skills and then is given the responsibility of monitoring and overseeing the financial matters in order to keep this budget we need to make sure that all the procedures are clarified in advance we keep the receipts keep invoices and clear records of all income must be kept now it's time to choose a venue where um what type of venue when is the venue available cardinal rule you know never book a venue without going to view it you have to have an inspection visit there's
so many things that could go wrong so all of these points are very vital when booking the venue can people get there Public Access parking these kind of things it's crucial those are the correct combination of rooms is a stage necessary does it have a stage does the main room have obstructing pillars I mean there's a whole list of things in the PowerPoint that that explains to you that you need to look out for natural light noisy heating or air conditioning access for disabled delegates or devotee booking the venue so once you're sure that this
is the venue then um you speak you meet with about the rates you try to negotiate some rates try to get a good deal the best deal possible don't forget we're a charity or we're a religious organization or we're the hare krishnas can you give us a little discount because the more that we engage people in service the better you never you'd be surprised what happens once for our 40th anniversary we were booking a venue the venue that we wanted we found and was available was approximately somewhere between 20 and 25 000 pounds for the
venue but when talking to their events manager we asked him about you know who's the owner and you know can we get a good rate and he was a little reluctant then we found out that the owner was named Mr Shaw so we had one of our very dear friends contact Mr Shaw and this venue went from 25 000 all the way down to Simply seven thousand so that made the whole event doable so then you put down your deposit schedule your payments make sure you get contracts everything in writing and you're ready to go
okay so that's that's uh the preliminary uh planning for event management but we encourage you with this basic guide to look into each of these areas you'll find that once you begin to open them every one of them is its own Pandora's Box of surprises and excitement but the more that we put ourselves out there the more that we see krishna's hand and in our actions and activities and everything that we do so I wish you the best please you can carry on now to the next module pre-planning part two event management Hare Krishna
