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Samenvatting Strategische Eventorganisatie
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Inhoudstafel, budget, technology, legal, production/operation, food/beverages, safety, ... Kort: alle modules vind je in dit document.
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Table of Contents1. Budget .......................................................................................................................................... 1
1.1. Budget als verkoopargument............................................................................................... 1
1.2. Budget als communicatietool .............................................................................................. 1
1.3. Budget als verplichte stap .................................................................................................... 1
1.4. Budget: Break-even calculatie ............................................................................................. 1
1.5. Budget als leidraad............................................................................................................... 1
1.6. Functionele kostenindeling .................................................................................................. 1
1.7. Vaste en variabele kosten .................................................................................................... 2
1.8. Onvoorziene kosten ............................................................................................................. 2
1.9. Kosten reductie? .................................................................................................................. 2
2. BTW .............................................................................................................................................. 3
2.1. Verscheidende BTW tarieven .............................................................................................. 3
3. Inkomsten .................................................................................................................................... 4
3.1. Cashflow ............................................................................................................................... 4
3.2. Tickets .................................................................................................................................. 4
3.3. Partners en sponsors ........................................................................................................... 5
3.4. B2B ....................................................................................................................................... 5
3.5. Subsidies .............................................................................................................................. 5
4. Production.................................................................................................................................... 6
4.1. Site plan/technisch tekenen ................................................................................................ 6
4.2. Locaties ................................................................................................................................ 6
4.2.1. Checklist goede locatie ................................................................................................ 7
4.2.2. Trends bij locaties ........................................................................................................ 7
4.3. Tenten .................................................................................................................................. 7
4.4. Elektriciteit ........................................................................................................................... 8
4.5. Sanitair ................................................................................................................................. 8
4.6. Decoratie .............................................................................................................................. 9
4.6.1. Voorbeelden decoratie leveranciers ............................................................................ 9
4.6.2. Bloemen ..................................................................................................................... 10
5. Extra ........................................................................................................................................... 11
5.1. Licht & Geluid ..................................................................................................................... 11
5.1.1. Kabels ......................................................................................................................... 11
5.1.2. Trussing ...................................................................................................................... 12
5.1.3. Belichting.................................................................................................................... 12
, 5.1.4. Geluid ......................................................................................................................... 12
5.1.5. Termen ....................................................................................................................... 12
6. Operations ................................................................................................................................. 12
6.1. Functies v/e effectief draaiboek ........................................................................................ 12
6.2. Communicatie via walkietalkies ......................................................................................... 13
7. F&B: Food and Beverages .......................................................................................................... 13
8. Technology ................................................................................................................................. 14
8.1. Waarom gebruiken we technologie in events? ................................................................. 14
8.2. Pre-event (wat) .................................................................................................................. 14
8.2.1. Microsite/registration page ....................................................................................... 15
8.2.2. On-site registration .................................................................................................... 16
8.2.3. Badging....................................................................................................................... 16
8.3. Event (wat) ......................................................................................................................... 17
8.3.1. Payment ..................................................................................................................... 17
8.3.2. Entertainment ............................................................................................................ 18
8.4. Online & Hybrid.................................................................................................................. 19
8.4.1. Online events ............................................................................................................. 19
8.4.2. Hybrid events ............................................................................................................. 19
9. Safety ......................................................................................................................................... 20
9.1. Inleiding.............................................................................................................................. 20
9.1.1. Proces ......................................................................................................................... 20
9.2. Risicobronnen .................................................................................................................... 20
9.3. Risicofactoren .................................................................................................................... 20
9.4. Wat is een risicoanalyse? ................................................................................................... 21
9.4.1. Risicoanalysematrix.................................................................................................... 21
9.5. Preventie ............................................................................................................................ 22
9.5.1. Locatie ........................................................................................................................ 22
9.5.2. Medewerkers / Crew / Producenten ......................................................................... 23
9.5.3. Catering ...................................................................................................................... 24
9.5.4. Attesten...................................................................................................................... 24
9.5.5. Communicatie ............................................................................................................ 24
9.5.6. Afval ........................................................................................................................... 25
9.5.7. Beveiliging .................................................................................................................. 25
9.5.8. Brandpreventie .......................................................................................................... 26
9.5.9. Genotsmiddelen ......................................................................................................... 27
, 9.5.10. Weer........................................................................................................................... 27
9.5.11. Grote publieksconcentraties ...................................................................................... 28
9.6. Veiligheidsplan ................................................................................................................... 28
10. Bezoek Expo Brussels ............................................................................................................. 29
10.1. Paleizen .......................................................................................................................... 29
10.2. Hal 11 ............................................................................................................................. 29
10.3. Auditoriums.................................................................................................................... 30
10.4. ING-event ....................................................................................................................... 30
11. Legal ....................................................................................................................................... 32
11.1. Aansprakelijkheid en verzekeringen .............................................................................. 32
11.1.1. Soorten verzekeringen die je al individu/gezin kan nemen: ...................................... 32
11.1.2. Hoe is onze verzekeringssector gestructureerd? ....................................................... 32
11.1.3. Aansprakelijkheid ....................................................................................................... 32
11.1.4. Verplichte verzekeringen ........................................................................................... 34
11.1.5. Andere verzekeringen ................................................................................................ 35
11.2. Vergunningen ................................................................................................................. 37
11.2.1. Milieuvergunningen en geluidsnormen ..................................................................... 37
11.2.2. Nachtlawaai................................................................................................................ 39
11.2.3. Reclame langs de openbare weg ............................................................................... 40
11.2.4. Verkeer ....................................................................................................................... 40
11.2.5. Vergunningen voor het schenken van sterke drank .................................................. 40
11.2.6. Eetwaarvergunningen ................................................................................................ 40
11.2.7. Afvalplan .................................................................................................................... 40
11.2.8. Meldingsplicht............................................................................................................ 41
11.3. Wettelijke verplichtingen ............................................................................................... 41
11.3.1. Muziek auteursrechten .............................................................................................. 41
11.3.2. Legaal verworven muziek .......................................................................................... 41
11.3.3. Alcohol ....................................................................................................................... 41
11.3.4. Alcohol- en drugspreventie ........................................................................................ 42
11.3.5. Roken ......................................................................................................................... 42
11.3.6. GDPR .......................................................................................................................... 43
11.3.7. Gebruik foto- en videomateriaal................................................................................ 44
11.3.8. Evenementenloket ..................................................................................................... 45
, 1. Budget
- Budget opstellen = continu proces
- Juridisch sluitend = schriftelijke bevestiging van offertes (vraag bestelbon op!)
o Zeker niet vergeten, van cruciaal belang om te doen. Wanneer leverancier officiële
bevestiging niet ontvangt zal hij producten niet leveren.
- Excel of Numbers = KEY
- Break Even Point = punt waarbij je uit de kosten bent – bij B2C event
- Better safe than sorry = laat je bijstaan indien je niet zeker bent over iets
- Budget niet gelijk aan begroting = bedrijfsvoering komende jaren
- Budget = toekomstige lange termijn planning onderbouwd met cijfers
- Gaat over inkomsten en uitgaven v/h event
- Belangrijk om reële cijfers te toetsen aan het budget = kostenbewaking
- Een duidelijk overzicht met inkomsten & uitgaven
- Ga in detail!
- Geen verassingen/no assumptions
1.1. Budget als verkoopargument
- Geeft duiding aan je offerte.
- Is iets haalbaar? Reality check bij klant.
- Basis van contract (vb: laat klant alles tekenen).
- Transparantie en vertrouwen naar klant toe (zodat klant zich veilig voelt & vertrouwen
heeft in jou).
1.2. Budget als communicatietool
- Cijfers zijn een universele taal
- Budget is dynamisch
- Tekort is tekort
1.3. Budget als verplichte stap
- Contractueel verplicht
- Verplichting naar financiële instelling en/of sponsors
- Noodzakelijk voor het nemen v/e verzekering
- Fiscale verplichtingen naar de overheid
1.4. Budget: Break-even calculatie
- Financiële haalbaarheid
- Duidelijkheid in budgettaire ruimte
- Duidelijkheid in te bereiken doelstellingen
1.5. Budget als leidraad
- Zorgt voor overzicht
- Afpunten
- Een holy bible bij pre-eventfase
1.6. Functionele kostenindeling
- Gebruik v hoofdgroepen met tussentotaal
1
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