EVENT
MANAGEMENT
An event can be described as a public
assembly for the purpose of celebration, education, marketing or reunion.
Events can be classified on the basis of their size, type and context. There are three main categories which events
go under. These events are private, corporate and charity which are explained
below.
PRIVATE
Private events are used for individuals who can book venues such as
- Wedding
- Wedding receptions
- Birthday parties
- Festival gatherings
The private events industry is not diverse due to events being aimed at wedding receptions suggests that private event rooms are booked for celebrations mainly wedding events this is due to the hosts wanting privacy for their event and can afford a private venue unlike other organisations such as:
- Business’
- Schools
- Manufacturers
Private events are used for individuals who want certain guests to arrive at the venue. Private events will have a guest list to ensure the venue is not open to the public.
CORPORATE
Corporate events are used for a business to
promote their companies brand and products such as
- Ensuring team building
exercises
- Business dinners
- Conferences
- Networking events
- Seminars
- Product launches
- Meetings
CHARITY/FUNDRAISING
Charity events are used for
individuals to raise money for a charity of their choice by events such a
- Society balls
- Sports events
- Charitable auctions
some charity events may ask for sponsors for an individual partaking in an event to raise money for charity these events range from
- Sponsored runs
- Sponsored cycling
- Sponsored skydiving
- Sponsored walks
Event
Manager Job Description
We are searching for an enthusiastic Event
Manager with a “can-do” attitude to assist our organization in
hosting events that enhance our organization’s image, improve client loyalty,
and enhance our brand-to-client experience. The Event Manager will be tasked
with researching and securing venues, planning and managing our events’
calendar, negotiating quotes and agreements with vendors, assisting with event
marketing, monitoring timeframes and budgets, networking, and delivering on
event brief objectives. Your creativity, organizational skills, and vision will
assist our organization in amplifying brand visibility, enhancing client and
employee relations, and improve our organization’s growth through events that
effectively communicate business strategy and brand personality.
The ideal candidate for this role should demonstrate exceptional organizational abilities, superb interpersonal skills, multi-tasking skills, and excellent time-management. The Event Manager should reinforce client-to-business relations, improve the organization’s image, and effectively deliver on event objectives.
Secret Tips for Successful Event Planning
What are you going to do? Your big event is approaching, even faster than you anticipated. There’s no time! Argh! You could pull your hair out, but that might ruin the pictures. Another option is to turn into an event planning monster, believe me, there are such creatures.
However, becoming a monster should always
be the last resort. To prevent these unseemly transformations, there are
methods and tools for event planning that you can use to have a more
manageable and pleasant wedding, fundraiser, product launch or whatever your
event might be.
Think like a project manager, and whether
you’re an event planning pro or a novice planning your first event, you’ll
learn from these tips.
Know Your Budget
If you haven’t defined the amount of money
you’re going to spend on an event, then the event will define your costs for
you. This is not something you want. Maybe you’re made of money or have a
cousin who’s a counterfeiter. But most of us are working with limited funds. We
need to get the most for our buck. Start by using a spreadsheet, or simply a piece of
paper, and add line items for every single detail that is going to cost money.
Some of those fees are going to be paid out, so make sure to mark down any
payment deadlines. Also, don’t forget to leave a bit of wiggle room for the
possibility of going over you’re planned budget.
Start with the Dream, Then Get Real
It’s easier to edit than to add, so the
best thing you can do is cast a wide net when you begin planning for your
event. Draft what your ideal event would look like, if there were no
restrictions, and get a clear picture of what that would look like.
After you have your dream plan, go back to
that draft with your red pencil and define what you’d settle for. What pieces
are essential, which are not? What you’ve done is created a range in which you
can realistically attain. That way, your expectations are grounded and there’s
less of a chance that you or someone is going to go ballistic.
Use Event Planning Software
You have a spreadsheet for your budget, and
you’ve set realistic goals and objectives for the event. Now if there was only
a way you could collect the budget and plan the event on a single platform that
allows you to manage, track and report on event progress. Well, there’s an
event planning app for that.
Software tools can help you manage the
budget and track whether you’re going over set limits. But, with project
planning software, you can do much more. For instance, you can create a task
list and then track those tasks within the time limits you set. These tasks can
be for you or other people. With online software, everyone is always on the
same page and can work collaboratively if they’re not in the same room.
Tips For
Improving Your Event Management Skills
When it comes to event management, very few
rules are set in stone. Because every event is different, each one requires a
unique approach. To be a great event manager, then, you need to be as flexible
as you are organized. This flexibility is what lets you adapt, learn, and
change to make each event better.
Don’t just manage an event. Instead, make
all of your events legendary with these 10 tips for better event management:
1. Set clear objectives
If you’re coordinating with an event
planner, she might send a list of objectives your way. If not, work with your
client to come up with concrete goals for the event. Make these goals as
specific as possible. How many cars do you want the parking staff to move each
hour? How many questions are you hoping to fit into one question and answer
session? Use numbers wherever possible.
2. Start planning now
The sooner you can confirm the details of
an event, the better. Start making calls as much as a year in advance so that
you can lock down your venue and take advantage of vendors’ early-bird
specials. While it’s important to make flexible agreements in this early period
(you don’t, after all, know how many participants to expect yet), reaching out
to venues and vendors early on saves you time, money, and headache down the
road.
3. Negotiate with vendors
Every event is different. Vendors
understand this, which is why many offer custom services with flexible pricing.
Instead of asking vendors for a quote, figure out how much you’re willing to
pay, and then offer the vendor between 5-10% less. This way, even if the vendor
negotiates up, you’ll stay on budget and, in many cases, save money.
4. Mobilize your networks
Event management is all about networking.
Stay in close contact with the venues and vendors you love to work with. When
you need them, they’ll be there for you. Keep former colleagues and volunteers
close too. Build effective staff and volunteer teams quickly and painlessly by
mobilizing your extensive social network.
To
celebrate the everyday heroes of the event industry, here are the top 5 qualities
of successful event managers:
1. They have people skills. The number
one quality shared by successful event managers? People skills. You need to be
comfortable connecting with high-level executives, government officials,
vendors, co-workers, sponsor reps, customers, supervisors, suppliers, staff, and
event attendees. To successfully work with this wide range of people, you’ll
need to be able to nimbly resolve conflicts, be a confident but pleasant
negotiator, and maintain your sense of humor.
Remember to try and have fun with the work
you do, and the people you work with, and they’ll want to work with you again.
You can’t do it all by yourself, so building relationships is key.
2. They’re flexible. Event managers must double as janitors and
firemen. Cleaning up messes and putting out fires — quickly, quietly, and
efficiently — is part of the job. Stay calm, get it done, then get back to
running the show.
3. They’re good listeners. The ability to
understand what key stakeholders want to from your event is critical. These
folks may not be in the event industry, so might not speak the lingo or know
what’s realistic. You have to be able to discern their needs and make sure all
parties share the same expectations. Pay attention to what’s said — and what’s
not said — in key conversations. Tapping into these spoken (and unspoken) needs
throughout your planning process will help you stay one step ahead.
4. They’re organized. To successfully run
any event, you need to be able to juggle about 50 things at once. This
multi-tasking prowess is required for both smooth planning and flawless
execution of an event. The best planners have foolproof systems, step-by-step checklists,
and handy tech tools. Working in events requires the ability to focus on the
big picture while keeping track of all the little details. To avoid burnout,
get comfortable delegating some of your more time-consuming tasks. And if
things don’t go according to plan, don’t be afraid to switch to plan “B.”
5. They’re passionate. With all the stress
of the job, you have to really love what you do. Genuine passion helps you
overcome bumps in the road and stay cool when all seems lost. It also leads to
bursts of creativity and the inspiration to create something great instead of
just trying to get through the day. Things like time management can be learned,
but you can’t teach passion, and you’ll need it in order to succeed. Being an
event manager can, at times, be a thankless job; it needs to be about more than
just a paycheck for you.