BIBLICAL PRINCIPLES OF EVENT MANAGEMENT

PROFESSOR BEN ONYEUKWU (REV.)

NCE, (ENG.) ND/HD (JOURNALISM), DIP; BA, (THEOLOGY), MA, PhD

BIBLICAL PRINCIPLES OF

EVENT MANAGEMENT

INTRODUCTION/ GENERAL OVERVIEW

1:1    Definition of Event(s)

          According to EventEducation.Com, “an event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Another definition from “searchsoatech.target. com”, pictures events as things like seminars, trades shows, meetings, etc. The definitions above portray events as made-made or organized activities of human beings. However, the Business Dictionary.com in its own definition carries the idea that events can take place independent of any human involvement. In line with this, it defines event as, “any occurrence happening at a determinable time and place, with or without the participation of human agents, as it, as well states that, it may be a part of a chain of occurrences and/as the cause of a succeeding occurrence.

1:2    Nature of Event(s)

          As cited by BusinessDictionary.com, “events could take place with or without human involvement”. Thus, it becomes safe to state that events can occur  within the circle of nature, e.g. ocean surge, mountain eruption, earthquake, etc. Events can equally take place supernaturally, e.g. ten plagues of Egypt, Noah’s flood, miracles, etc. Nevertheless, the concern of this work borders on man-made events or organized activities which have already been defined as “any public assembly for the purpose of celebration”….as wedding ceremony, birthday party, new yam festival, naming ceremony and funeral service are hereby cited as good examples of man-made events.

1:3    Classification of Events

          Also, EventEducation.com states that, events can be classified on the basis of their size type and content. Thus, event can be,

1.      Social/ Life cycle Events

          The Social/Life Cycle events are events like birthday party,     graduation day, wedding, bachelors’ party, engagement,        anniversary, retirement day, funeral, etc.

2.      Education and Career Events

          These types of events are things like, education fair, job fair, workshop, seminar, debate, contest, competition. etc

3.      Sports Events

          Olympics, world cup, marathons, wrestling, matches, etc. are

          good examples of sports events.

4.      Entertainment Events

          These are events like, music concerts, fair, festivals, fashion shows, award functions celebrity nights, beauty preagents,           jewellery shows, stage shows, etc

5.      Political Events

          These include political procession, demonstration, rally, political       functions, etc

6.      Corporate Events

          These include management meeting, conferences, exhibitions,       product launches road shows, buyer-seller meet etc.

7       Religious Events

Religious events are event like religious festivals/fairs religious        procession. etc.

8.      Fund raising/cause related events

          These are events aimed at raising funds for projects. Be it as it        may, any event can be turned into fund raising/cause related         event, eg auctions

THE BIBLE AND EVENTS

2:1    Events In The Old Testament

          Ceremonial events in the Bible are both visible in the Old and           New testaments. In the Old Testament, events like Marriage Ceremony, Gen. 24:50-54, Sabbath Day Celebration, Ex. 20:8-      11, Feast of Passover, Ex. 12:1-4, Feast of Unleavened Bread,     Ex. 12:15-20 Feast of Pentecost or Harvest, Ex. 23:15-21, to           mention but a few, were prominently in place in keeping with   the law of Moses. The Bible shows that these socio-spiritual      events were orderly organized, as duties were assigned to         individuals and temple officials, who carried out the planning           and execution of the events. This indicates that a very high     level of event management was employed in that era.
2:2    Events in The New Testament

          In the New Testament, also, records of organized events abound. For instance, the marriage ceremony that showcased the first miracle of Jesus, John 2, the child dedication/purification service, Luke 2:21-24, the Lord’s supper, 1 Cor 11:23-26, the miracle crusades of Jesus that fed four and five thousand people respectively, Matt. 14 and 15, are good examples of organized events in the New Testament.

          Furthermore, the Acts of the Apostles carry enormous accounts of religious events embarked upon by the apostles that can be likened to the modern day crusades, open-air preaching, seminars symposia and more, which were equally properly organized, and so, pictures the principles of event management in the New testament church.

EVENTS MANAGEMENT AND PLANNING IN THE PRESENT DAY CHURCH

3:1    Definition of terms

          According to group google.com”, events management is the work performed by those who plan events, meetings, conferences and other special events. On the other hand, Wikipedia defines, “event planning as the process of planning a festival, ceremony, competition, party, concert, or convention, as it stresses that, event planning includes, budgeting, establishing dates and alternative dates, selecting and reserving the event sites, acquiring permits and coordinating transportation and parking etc.

3:2    The Christian Church And Event Planning

          Technically, there is little or no difference in the ways church and secular events are planned. But, there is a clear distinction in the way the church runs her programme of events from that of the world. This is because, in ideal situation, the church strictly submits to ethical principles in the course of implementing the contents of her planned events, whereas, the world, in most cases, does not consider such principles. Therefore, in planning church, cum Christian events, the planner(s) must consider the fact of the injunction of the scripture which instructs us to “do all things to the glory of God”, (1 Cor. 10:31)

          Having stressed the foregoing, it becomes proper to analyze what may be termed “essentials of event planning”, as captured in the definition of Wikipedia in the section one of this unit of the lecture note in focus. According to Wikipedia, event  planning include;

i.        Budgeting

          According to EN English Dictionary “a budget is the amount of money or resources earmarked for a particular institution, activity or time- frame, or an itemized summary of intended expenditure usually coupled with the expected revenue”. This implies that in budgeting for an event (or any other project), whether in the church or secular organization, the planner(s) must, as a matter of demand, meticulously  earmark the amount of money or resources which the project requires, as well as cite the sources of funding. In other words, in budgeting for events, attention must be drawn to the amount required, coupled with how to raise the stated amount. In this case, wishful thinking should not be entertained as this will definitely lead to a failure.

ii.       Establishing dates and alternative dates

          As indicated by Wikipedia in its definition on “event planning”, establishing dates and alternative dates are of vital importance in event planning. This is because dates of events often clash with those endorsed by those who wish to promote certain (or similar) events at the same time. Also, a delay in reaching the financial target (among other factors) for an event may warrant considering alternative date(s) for a programme. As such, event planners should learn to be proactive in dealing with issues that border on dates and times of events.

iii       Selecting and Reserving the event site               

Events succeed when they are done in suitable and accessible sites. In line with this, event planners should always consider the suitability (whether it is good), accessibility (whether it is easy to get there) and transportability (whether vehicles can ply the roods) or otherwise of the prospective site(s) for event(s). They should also consider the numerical strength of the people living in the target areas and surrounding of the events they want to organize, and in turn think of how to conduct them to the venue. If the findings above become satisfactory, then, appropriate steps should be taken for the booking and reservation of the event site(s) as well as ensure that necessary fees are paid to owners of the site(s), and receipts(s) collected.

iv.      Acquiring Permits

The acquisition of permits for event sites is vital, especially when they are government sites, community halls, council halls/fields, town union halls, stadia, recreation centres and more. In this connection, official application to use the place must be written, with dates and times of the events stated, and addressed to the officer in charge of the service for the corporation, council or organization, who, in turn, would reply, stating the approval or otherwise of the request(s). Where the reply becomes positive, then, the official permit, bearing the official seal or stamp of the organization, and duly signed by the officer incharge must be obtained. On no account should planners of events bargain for event sites(s) without official permit, considering the legal implications.

v.       Coordinating Transportation and Parking         

Coordinating transportation and parking is another crucial role in event planning. Here, through the instrumentality of the transport committee (where the event is large) event planners take charge of creating transport terminals from where people attending the event could be conveyed to the venue of the programme. In  some cases, the transport is free, but in some, the service is rendered at a subsidized rate. Also, the transport committee ensures that those who attend the programme in their personal or hired vehicles are allocated spaces to park their vehicles at the venue of the event, as well as register or document the particulars of such vehicles, probably with the issuance of some sort of event-tally, as a way of checkmating theft and other forms of criminality.

vi.      Developing a theme for the event

One of the duties of event planners is developing a theme for the event. Every event is target driven. As such, planners of events spend valuable times fashioning-out suitable, theme(s) geared towards achieving the purpose of the event(s). The theme of an event is like a compass pointing to a destination, as it creates a sense of focus on both participants and planners of events. In line with this, those planning church events like, crusade, seminar, convention, wedding ceremony and more, should learn the art of fashioning out catchy and suitable themes aimed at motivating participants into the goal of the event.

Vii      Arranging for Speakers and Alternate Speakers 

Planners of events also shoulder the responsibility of arranging for speakers who would handle topics and subtopics associated with the theme of the event they organize. In this connection, the suitability of dates and times to prospective speakers must be ascertained to avoid communication hitches in the programme. Also, the qualification and ability of intending speakers to do justice to their given assignments should as well be established before topics are given them for treatment. However, in church events, the spiritual, cum moral qualification and the ability to correctly divide the word of truth are considered before academic qualification.

EVENT PLANNING FACILITATORS AND THE EXECUTION OF          EVENT PLAN

4:1     Event planning facilitators

Event planning facilitators are members of the planning committee of a given event who negotiate and carry out the business of event

planning, which traditionally are divided into sub-planning committee of the event. They are constituted on adhoc basis, just because their assignment terminates at the end of the event(s). Event planning is better facilitated through event planning committee, especially when big events are in focus, as they help to get to the root of the desired objectives of the event(s). Event planning facilitators are different from event managers described by Wikipedia, “as those who plan and execute the events”. Event managers and their teams are often behind-the-scenes running the event. Wikipedia further remarks that event managers may also be involved in more than just the planning and execution of the event, but also be involved in brand building, marketing and communication strategy. But, event facilitators, who could as well be described as the foot-soldiers of event managers, and may or may not be professionally trained for the job, are often delegated to transact event planning business on behalf of event managers, who are event management professionals.

          The above event planning principles are also applicable in the event planning process of the church, and so, in planning Christian event like, city-wide crusades, national conventions, international conferences and more, the composition of the main, cum sub-planning committee, such as, transport committee, equipment committee, security committee, publicity committee, welfare committee becomes professionally necessary. But, in choosing event managers and facilitators for the planning of christian or church events, the organizers must only consider people of honest report, full of the Holy Ghost and wisdom, for such programmes, to avoid the infiltration of ungodly or heathenish menu into the system, (Acts 6:3)

4:2    Execution of Event Plan

The execution of event plan borders on the implementation of the out comes of event planning effort which Wikipedia puts forth as part of the items to be considered in the event planning process and portrays them as; coordinating location support (such as electricity and other utilities), and arranging decor, event support and security, catering, emergency plans, aid stations, and cleanup. All the same, this lecture note seeks to only highlight on a few, on wikipedia’s list, as well as a few others from other sources. Therefore, for smooth implementation of event plan, the following are hereby discussed.

1.           Event and invitation

2.           Event and arranging Décor

3.           Event and Massage

4.           Event and security

5.           Event and welfare

6.           Event and emergency

7.           Event and feedback mechanism

i.        Event and Invitation

“Invitation”  is the summoning tool of event, since it is a means of gathering people to the venue of events. By way of definition, the EN English Dictionary describes, “invitation" as the act of inviting. solicitation; the requesting of a person’s company, as an invitation to a party, to a dinner, or to visit a friend. An invitation could be in form of document written or printed or spoken words, conveying the message by which one is invited. In line with the foregoing, an invitation, in whatever form, must vividly give the date, time and place of event. The written invitation could be in form of printed cards, handbills, posters, billboard, and newspaper advertisements, or through social media like, facebook, twitter, amazon, and more, whereas,  the spoken form of invitation could be through individual to individual, town criers, publicity van, radio-television announcements, social media, etc.

          Be it as it may, in planning an event, the event planner should ensure the proper wording of the invitation script, as well as target a beautiful printing finishing. They should also consider the scope of the catchments area of the event with a view to covering it adequately. However, the un-necessary provision of invitation materials, which amounts to a waste to scare resources should as well be checked. In other words, the extent of invitation coverage of an event depend largely on the size and place of the event.

ii.       Event and Arranging Décor

    The term “décor” describes the style of decoration of a room or building. Every event site or venue should be decorated to portray the event in focus. For instance, the decoration of the site for a new yam festival is always different from that a birthday party, etc. The above cited varieties of event sites décor should be kept in view by event planners, as a way of creating a sense of the objectives and focus of a given event in participants. But, the Christian event planners should always consider event sites decoration in the light of God’s word, to avoid embellishing such sites with demonic or heathenish ornaments, which will not glorify God.

iii.      Event and Message     

   Event messages are means of reaching the objectives of the events, and are supposed to be carefully drawn from the theme of the events, and presented in topics or sub topics. Event messages should be meticulously presented, since any careless or carefree attitude could marr the objectives for which the events are organized. Furthermore, event messages are determined by the types of events in focus.  Therefore, event messages could be on economics, political, health or spiritual matters. Whatever the case may be, organizers of events should always ensure that the objectives for which the messages are designed are reached. Also, it is important to note that event messages are often based on human ideology or philosophy behind the subject matter. But, the christian or church event messages should be Bible-based.

iv.      Event and Security       

 Every event requires security, and security according to EN English Dictionary simply means, “something that secures” or an organization or department responsible for providing security by enforcing laws, rules, and regulations, as well as maintaining order”. This is necessary in all spheres of human lives and activities, including organized events. As such, organizers of events, no matter the types, should accord it a priority to put in place security measures for the safety of participants. In some cases, the services of the law enforcement agents or security organizations may be employed. But, the focus here, is on the internally organized  apparatus set-up to manage security matters during events. In line with this, church and Christian organizations appoint ushers to manage and respond to security issues during crusades, seminars conventions or conferences.

v.       Event and welfare    

   By welfare, we mean that people should be taken care of during events. At least, some of their basic human needs should be met during organized events. These may include light refreshment, toiletries and more, as such kind gestures create a sense of human dignity and love, and so, organizers of events should not treat the issue of welfare with levity. Furthermore, the disbursement of welfare packages in events should be done transparently, and without discrimination. Therefore, it is an act of wickedness and ungodliness to disburse welfare packages in inter-denominational or inter-ethnic meetings on the basis of denominationalism, ethnicism or favoritism.

vi       Event and Emergency

Organizers of events should always consider during event planning, what may be termed the undesirable the un-expected and the un-foreseen. For instance, no body plans to die, to be injured or fall sick during events, but such things could happen. In this connection, event planners take proactive measures to check emergencies, and accordingly make provisions for things like ambulances, fire-fighting equipment, health personnel and more, during events.

vii      Event and Feedback Mechanism            

Feedback mechanism is required in events, as a way of checkmating the attainment or otherwise of set objectives. For instance, during the presentation of topics associated with the theme of the message of an event, presenters may un-consciously or unprofessionally deviate from the objective(s). Also, in the process of a given event, the handling of welfare may not be favourable to all, and this could stir uproar and unfriendliness among participants. Thus, it becomes necessary to prepare and use what may be termed, “Event Feedback Questionnaire (EFQ) and accordingly distribute, mark and analyze responses at the intervals of the event, as a way of finding out the feelings and reactions of people taking part in the event. For an example, during the 2014 Graduation Day Ceremony of the Crown University, an EFQ in  the similitude of the specimen below may be in place, as a means of gathering spantanems information necessary for the stability and success of the programme. The specimen.

CROWN UNIVERSITY

(SCHOOL OF BIBLICAL STUDIES)

2014 GRADUATION CEREMONY

EVENT FEEDBACK QUESTIONNAIRE (EFQ)

                                                                  

S/N	Question	Response   Yes	No
1.	Did you enjoy the message of the guest speaker?
2	Did you notice any problem in our welfare services?
3	Are there other things you could deem wrong in the program?
General Remarks:

                                                                                                Designed 2014 by Ben Onyeukwu

EVENT PLANNING AND SEASONS OF THE YEARS         

5:1     Events and Dry Season

For sure, certain events can comfortably be done during the rainy season, whereas, others may not take the season. For instance, football and other open-air events are best for dry season due to the fact of their design and size. It is common knowledge  that the game of football is designed to hold in open and spacious sites, and for the entertainment of a large number of fans, and so, the rainy season poses a strong inhibition to the event of football and the likes. Based on the foregoing, it becomes advisable that organizers of events should consider those appropriate for the dry season and organize same during the period, as well as avoid  certain religious sentiments that may work against one’s sense of reason. For, it is God that instituted seasons and times, and this should be considered in event planning, instead of trying to exhibit what Dr. K.C. Prince calls, “faith foolishness” that is, embarking on baseless prayer of faith (to stop the rains) where one is not truly led.

5:2     Events and Rainy Season

The rainy season is best for in-house events, and this is not to say that in-house events could not be held during dry season. It is obvious that the aim of any event is defeated when it is affected by rain. This seems to be the major reason why planners  of events often plan in-house during the season. However, certain factors may force one into organizing certain events during the rainy season, which ordinarily may not be suitable for the season. At times, government edicts, laws or calendar carry certain dates and times for national or state events during the rainy season, which traditionally are supposed to be out-door events,  and this, invariably affect the event planning of the private sector, e.g. inter-house sports. Children’s Day Celebration etc. In such situations, events planners may have no other choice than to queue in. But, normally, events suitable for the dry season should not be planned during the rainy season, as this may result in disappointments and needless loses.

In summary, this work portrays the basic and general concepts of Event Management, with biblical, cum ethical principles, as well as gives a belief insight into the natural, supernatural and man-made events. It further draws attention to sacred events in the Bible, and shows that technically, event planning is the same in both secular and sacred worlds, but cites the scriptural undertone which the church or christian events should carry. Based on this, therefore, the students of the Bible and Gospel Ministers who this course is primarily designed to enhance their event planning skills are hereby enjoined to give rapped attention to the course, since their vocation  is ladened with events.     

REFERENCES

Event Management –Wikipedia, the free encyclopedia

          http://en.Wikipedia.org/wiki

Event Management-group google.com

          www.google.com

What are events? searchsoa.techtarget.com

          ww.google.com

Event Education-EventEducation.com

          www.google.com

Old Testament Feasts and other Sacred Days

The NIV Study Bible, Grand Rapids

Zandervan Publishing House