The Event Management team manages all the activities and programs in the event. There are 63,237 Event Managing parties and Event planners in the United States as of 2021. Event Management Firms are employed or hired to design and execute organization gatherings, weddings, or any other events. Government, Corporations, Companies, and Organizations often hire Event Management Firms to run an event. It can be challenging when preparing an event planning portfolio, looking for work, or working with a client who does not have the correct understanding of your job function and responsibilities.
What is Event Management? – Technically, Event Management is the overall management of an Event from targeting the audience, devising the event concept, managing technical systems to organizing the event. The team is responsible for location reservation, hiring staff, coordinating with vendors, on-site management, and conducting all the activities logistically to make the event remarkable.
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10 Ideas for Event Management to achieve success
Whether organizing a small meeting or orchestrating a large conference, event planning is a huge task! Every event, no matter how simple or complex, requires detailed planning and organization. From establishing an accurate budget to promoting your event, there are a number of components you should start to consider early on to make the process as stress-free as possible.
While no two events are the same, and every event has varying goals, budgets, and audiences; there are several steps you can take to jump-start the planning process, keep on track, and maximize your event’s success.
1. Planning and Budgeting for Your Event
Your budget plays a huge role in the success of your event. For event management, first step will be to establish an budget. Budget is primary element required for Event Management.
At the very least, you’ll need to establish an approximate number of attendees to plan for. Using common sense and your venue’s capacity, you can use your venue’s capacity, estimate the number of attendees for your event, and add that number to your budget.
Once you’ve established a budget, think through every other aspect of your event. Did you have a guest speaker lined up? How many tables do you need, and how many chairs for each? How much room do you need for your attendees to gather? Is there any additional or unexpected expenses you’ll have to cover?
If you have a number of different types of events, determine how much each one will cost. If you have a breakfast, which only requires your venue’s space, and a cocktail party, which requires a private room, you’ll have different budgets to cover the different types of events you plan.
2. Provide Registration Options
Event management is more than just handling an event. The first step of any event is registration. You may consider opening up registration to attendees with specific requests. If you’re holding a networking event, for example, consider allowing attendees to sign up for your LinkedIn group to connect and stay in touch after the event. If you’re using a contact form, allow people to sign up for email updates and other forms of communication. If you’re offering some sort of live stream, offer specific event registration, or allow people to register and stream.
Ensure You’re Soliciting the Right Participants
At this point, you need to start soliciting attendees. Include a welcome email, as well as a newsletter and a ticketing system.
3. Select a Venue
If you don’t already have a venue, make the search for a suitable location a top priority. Even if you’re hosting an intimate gathering at home, you’ll likely need a facility that can accommodate your desired number of attendees. Find a venue where you will do your event management job.
Creating a thorough selection process can save you significant time, frustration, and hassle.
Go through the Yellow Pages or other local directories to find local venues. Find out which ones have room available, whether they have catering available, and if their facilities can accommodate you with a wheelchair lift or a lift in the elevator.
Once you have found a couple of potential venues to attend, go through their websites and get more information on what to expect. Take time to look over their complete websites and sample menus. You can use hirespace.com to find venue online.
4. Find & Promote the Venue Online
Let’s face it, a large portion of the planning and budgeting process is based on available resources, including your competitors’ events, your local event calendar, and others. That’s why it’s vital to make sure that all of your research, as well as the execution of the event, will take place online.
To maximize your budget, you need to keep a close eye on event costs. To do this, you can look at nearby events in the same category, and compare their costs to your own event. What should be an inexpensive event, like a birthday party, could be priced much higher due to the popularity of the venue or the other details involved in the celebration.
Online event planners can take care of much of this for you, and can even offer you recommendations for venues that meet your budget. Finding the best venue is the easiest and also difficult task of Event management.
5. Create a Schedule for Attendees
At a basic level, this step is about making sure people will be in the right place at the right time. You can simply ask attendees to RSVP. This requires no effort on your part, but can be an excellent marketing tool for organizing specific groups of people into different sections of your event.
At more detailed events, this step requires that you schedule people with specific time slots to give them a more targeted experience. If you’re hiring a DJ or musician to perform, you may need to contact the performer a couple days before the event. This is an extra step, but you’ll have a better experience if you are able to confirm when a performer will arrive and have time to chat about music, payment, or any other concerns.
6. Ensure there is enough time to network with attendees
As the leader of the event, you should know the agenda of your event well ahead of time. By knowing when attendees are expected to arrive and which presentations they will see, you can get a better understanding of which of your participants are considered important and which should be eliminated. Then only you can be the best in the field of event management.
In addition, take the time to review all the plans you have made with all the different departments. Let’s say you are the producer of the event, then you should have a clear idea of who should be scheduled for when. In addition, when discussing your goals with your department heads, consider a solution like the Phoenix Tent, which can help you share your event’s agenda on the company’s website in a way that’s easy for attendees to use.
7. Consider the length of your event
Before starting the organizing process, determine the length of your event. If your event is meant to be a two-hour social gathering, think about your event through a business lens. If you’re planning a two-day conference for employees, determine the timeline for each day. When you’re planning a four-day conference, plan accordingly, and build out the schedule accordingly.
While I highly recommend gathering a few potential dates and activities on paper to brainstorm, plan a short event if possible. Running out of time and options to host a successful event will reduce attendees’ feelings of excitement and may leave you with a sense of stress and disappointment.
However, if your event is longer than the 2-3 hours you planned, consider whether it is a good idea or not.
8. Make sure you have enough time allocated to discuss speakers and panelists’ questions, and provide adequate breaks
The proper preparation can make or break your event.
While you may be worried about the budget, handling the registration process, and conducting interviews, it’s crucial to remember that these are secondary activities. Your primary task is to focus on execution, but it’s critical to invest enough time into the planning phase to get you ahead of the game.
As the planning goes on, you should begin to have ideas for what you might need to work on or develop during the event, or after it is over.
Sit down with the project manager and decide on a start-up, budget, and timeline for the event
Hiring the speakers, putting together the panel discussion, and organizing the networking opportunity are the first steps of your planning.
9. Estimate how much time each speaker will need in speaking
arrive on site. For people who are unfamiliar with your product, your audience, or your industry, it can be intimidating to try to speak with someone you don’t know very well, and there’s no room for error with impromptu introductions. So, have someone with the necessary expertise and industry contacts call them to the event to help get you up to speed.
Draft and finalize your list of speakers based on the event you want to host. Take some time to brainstorm the speaking roster you want to put together, and research the people you are thinking of inviting. The Internet is a great resource for people with expertise in the products or companies you are hosting, and you can easily find those people.