An Elan Vital event team planning website that includes Master of Ceremony "prep cards," Event Team planning meeting notes on preparing for an event where Prem Rawat will appear. This is an Elan Vital and TPRF tool-kit and "how to" for premies presenting Prem Rawat to the public:

Primary Responsibilities

Develop strategy to maximize attendance at the event by targeted audience Publicize events Publicize available materials Synchronize with other managers to insure an appropriate environment for the targeted audience, especially if there are exhibitions, practice rooms, video previewing rooms, etc. • Interface with external entities such as TPRF Recruit sub-team managers and coordinate sub-team activities. The event communications/promotions manager is responsible for developing a cohesive unit able to achieve purposes set forth above. Insure that media relations team is organized and functioning in advance of event and has appropriate space for interaction with media during event Develop timelines with other area managers and with sub-team managers. Liaise between event communications/promotions team and other area managers and to assist sub-team managers in interfacing with other teams. The event communications manager should be a conduit for requests and information from subteam managers to areas under the supervision of other area managers. It is particularly important that the ECM makes sure the Event Manager or facilities subteam manager receives requests regarding TPRF and materials display and media relations. Timely submit or insure submission of information to finance manager for event budget, as well as submitting other information to other areas such as furniture and equipment requirements from outside vendors to event manager or facilities person. • Debrief all sub-teams and create a report that can assist other local event teams. Debrief with other area managers for self-improvement, team improvement and overall improvement of future events Evaluate communications methods and strategies after the event is finished to determine which were most effective. Some ways to survey your effectiveness include asking one or two questions as part of the online registration form, or onsite at the registration tables or by greeters. For example, "How did you first hear about this event?"

The Event Manager is responsible for understanding the event process and navigating the team through it while maintaining our performance standards as defined in each of the job descriptions, best practices and milestones.

There are over 40 management areas, subteams, and external entities that comprise an event team. The Event Manager serves the crossfunctional role of coordinating the efforts of all area managers and their sub-teams during the planning, preparation and event.

This requires an overview of the life cycle of an event and the role that each manager, standard, entity, and tool plays in achieving a successful outcome. That is why the Event Manager is also sometimes referred to as an Event Synch Manager.

Primary Responsibilities
While most area managers and sub-teams focus vertically on tasks within their areas, the
Event Manager focuses horizontally on cross-functional issues and on facilitating the
agreements and deliverables that involve two or more area managers, including:
Venue assessment & approval Area manager recruiting Project plan development & monitoring (pre-event preparation) Setup schedule & event schedule planning & monitoring Floor plan & lobby plan development Budgeting Door opening protocols Registration process Local community interface External entities with multiple contact points Personal area interface

The Finance Manager administers the entire event financial cycle, from initial forecast through event accounting and wrap-up analysis with the goal of gaining the most value from the human, financial and physical resources.

Solicit coaching in best practice procedures, and benchmarks from Regional Event Team Finance Manager (RFM) Provide support, information and education in the initial proposal process. Establish communications with Event Manager and all Area Managers. Work in close synchronization with Event Manager throughout event; agree on timelines and deadlines relating to budget. Communicate to Event Team financial standards and procedures they are expected to adhere to. Proactively engage all Area Managers in confirming their budget; review budgets, ask questions, and flush out any hidden costs or other concerns. Review area budgets carefully after submitted with Event Manager; pay particular attention to venue costs and productions costs â€" examine carefully and ask questions! Send revised budgets to RFM and EM. Communicate final budget “freeze” to AM’s. Set up and manage Event Finance office, usually located in the event office. Set up accounting systems for event: manage cash flow and checkbook; petty cash system; processing of cash, check and credit card requests; collecting receipts and other supporting documents; invoice control; collecting remaining cash from disbursements; balancing checkbook, etc. Enter info to update budget with actual amounts on ongoing basis. Finalize all documentation into event budget worksheet and prepare final budget to actual document. Close books on event in timely manner, no later than four weeks after the event, in coordination with EVI office (when appropriate) and RFM; send all back up documentation to EVI (when appropriate). Analyze final budget to actual and write up findings. Send with final budget to RFM.

The Guest Services Manager oversees the management of all operational interactions between the event team and the attendees to achieve high standards of quality, with quality being defined as maximum safety, comfort and convenience for the attendees.

• Recruit sub-team managers
• Identify managers of external entities/vendors
• Liaise between above sub-teams and other area managers
• Be thoroughly familiar with particular challenges faced by each sub-team above
• Facilitate communication between sub-teams and external entities/vendors
• Evaluate all action plans for quality control
• Monitor service seat selection process for all event service areas
• Measure customer satisfaction among attendees regarding their overall contact with the event
• Debrief all sub-team managers and external entities/vendors to collect data in order to streamline systems and improve
• Debrief with event team to collect data to improve interaction of all event areas

The Human Resource manager tries to match open positions on the event team with qualified volunteers.

Properly staffing an event team contributes toward the success of the event, and a pleasant experience for the team members. The Human Resources Manager acts as the clearinghouse for open job descriptions and for candidates and volunteers from the city or the region who seek a position.

The Production manager is responsible to the regional or national production manager for the quality of the production of that event with Maharaji. He is also helping the regional or national production manager on the development of the production area in the country, especially personnel and equipment.

To achieve this mission, he works in close cooperation with the regional or national production manager.

• Reports operationally to the event manager.
• Work with the regional/national production manager to help develop personnel.
• Outcome and process of productions at a specific event.
• Works with a team to insure that the standards of production are met for a specific event.
• Selects the personnel, confirms decisions on equipment, and organizes the work and is
responsible for developing & honoring the budget for this area.

The mission of Security is to protect the integrity of the event and ensure the safety of the speaker, guests and attendees, and to interface with Personal Area and Personal Security to create seamless coverage.

Because of the sensitivity of the position, the appointment of the local event security manager must be agreed upon with the regional security manager. The event security manager will be responsible for the appointment of all key personnel within their team. Area Managers provide service personnel lists to the security manager well in advance to be screened and placed on the access pass list. All PWK service personnel must have a Smart Card to have pre-event venue service access. The security manager determines who should have backstage access and issues of the appropriate pass.