GFB LCVP Academy - Conference_Event Risk Management by Alifia Talitha Nugroho.pptx

GFB LCVP Academy - Conference_Event Risk Management by Alifia Talitha Nugroho.pptx

1. academy

2. Mastering Event Management: Balancing Quality, Risk, and Budget

3. Alifia Talitha Nugroho Vice President of Finance, Governance, & Legality AIESEC in UI, INDONESIA 2024 [email protected]

4. are not just logistical accomplishments , they build trust, strengthen networks, and leave lasting impressions. Well-planned events

5. The Quality TRiangle

6. ✅ Identify essential elements. ✅ Allocate resources based on priority. ✅ Leverage partnerships for cost-saving opportunities.

7. Create contingency plans for critical risks. Assign clear responsibilities within the team. Risk MatriX

8. Financial Model for Sustainable Events Revenue Expense Ticket Sales (delegates fee) Sponsorships (corporate or local businesses) Merchandise Sales (e.g., event-themed items) In-kind Donations (e.g., free catering from partners) Grants or Funding (e.g., from NGOs or community programs) Venue Rental Catering (meals, snacks, or beverages) Speaker Fees and Accommodation Marketing (digital ads, flyers, banners) Materials (participant kits, handouts, decorations) Team Logistics (transport, accommodation for committee) Contingency Fund (10% of budget for unforeseen costs)

9. Budget plan Lower revenues and higher expenses to prepare for the worst-case scenario. Predict based on current market conditions and confirmed resources. Best outcomes, such as h igher revenue and lower costs.

10. RISK MANAGEMENT Global Finance Board

11. Imagine! You are tasked with organizing a regional leadership conference for 100 participants. The allocated budget is $5,000 . The event’s goal is to provide high-quality workshops, impactful keynote speeches, and memorable networking opportunities. Midway through planning, your reserved venue informs you that it will no longer be available two weeks before the event . This unexpected challenge requires immediate adjustments to secure a new venue and manage any resulting financial and logistical impacts, all while ensuring the event meets participant expectations. What would you prioritize and adjust to overcome this challenge while staying within budget and maintaining quality?

12. New Venue Selection Reallocate Budget Maintain Quality Found a community hall that is smaller but cheaper. Negotiated a discount for providing marketing exposure to the venue. Savings from the venue were used to hire additional volunteers for logistical support, offsetting the reduced amenities at the new location. Simplified catering options (e.g., pre-packaged meals instead of a buffet). Ensured that the keynote speaker sessions and workshops were prioritized as core elements. Used digital tools (e.g., virtual networking apps) to enhance participant interaction and compensate for the less polished physical setup.

13. Great events happen when preparation meets flexibility. Start small, learn, and refine as you grow.

14. Keep in Mind Use the slide 2 always as first slide and 41 as a last slide. Based on the corresponding standard choose the colorscheme for your session. In case the session does not fall under any standard, use slides 3-8. Always keep one of the slides 9-17 as second slide. Write in Lato or Montseratt Keep captions with Staatliches font