Event management


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Event management

  1. 1. Event management is the application of project management to the creation and development of festivals, events and conferences. Event management involves studying the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually launching the event. Post-event analysis and ensuring a return on investment have become significant drivers for the event industry.[1] The recent growth of festivals and events as an industry around the world means that the management can no longer be ad hoc. Events and festivals, such as theAsian Games, have a large impact on their communities and, in some cases, the whole country. The industry now includes events of all sizes from the Olympics down to a breakfast meeting for ten business people. Many industries, charitable organizations, and interest groups will hold events of some size in order to market themselves, build business relationships, raise money or celebrate. Marketing tool Event management is considered one of the strategic marketing and communication tools by companies of all sizes. From product launches to press conferences, companies create promotional events to help them communicate with clients and potential clients. They might target their audience by using the news
  2. 2. media, hoping to generate media coverage which will reach thousands or millions of people. They can also invite their audience to their events and reach them at the actual event. Services [edit] Event management companies and organizations service a variety of areas including corporate events (product launches, press conferences, corporate meetings and conferences), marketing programs (road shows, grand opening events), and special corporate hospitality events like concerts, award ceremonies, film premieres, launch/release parties, fashion shows, commercial events, private (personal) events such as weddings and religious services. Clients hire event management companies to handle a specific scope of services for the given event, which at its maximum may include all creative, technical and logistical elements of the event. (Or just a subset of these, depending on the client's needs, expertise and budget). [edit]Event manager The event manager is the person who plans and executes the event. Event managers and their teams are often behind-thescenes running the event. Event managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication strategy. The event manager is an expert at the creative, technical and logistical elements that help an event succeed. This includes event design, audio-visual production, scriptwriting, logistics, budgeting, negotiation and, of course, client service. It is a multi-dimensional profession. An event architect is an event manager that becomes involved at the early initiation stages of the event. Specially for larger public events, at the initiation stage, the event architect needs to make
  3. 3. crucial choices and decisions related to the creative concept and design of the event. In depth technical design knowledge and full understanding of how to communicate a company´s message across a public are needed in order to make the event effective. If the event manager has budget responsibilities at this early stage they may be termed an event or production executive. The early event development stages include: Site surveying Client Service Brief clarification Budget drafting Cash flow management Supply chain identification Procurement Scheduling Site design Technical design Health & Safety First Aid Services Environmental and ecological management Risk management An event manager who becomes involved closer to the event will often have a more limited brief. The key disciplines closer to the event are: Health & Safety including crowd management Logistics and vehicle selection Rigging Sound Light Video Detailed scheduling and agenda planning
  4. 4. Security [edit]Sustainability Sustainable event management (also known as event greening) is the process used to produce an event with particular concern for environmental, economic and social issues. Sustainability in event management incorporates socially and environmentally responsible decision making into the planning, organisation and implementation of, and participation in, an event. It involves including sustainable development principles and practices in all levels of event organisation, and aims to ensure that an event is hosted responsibly. It represents the total package of interventions at an event, and needs to be done in an integrated manner. Event greening should start at the inception of the project, and should involve all the key role players, such as clients, organisers, venues, sub-contractors and suppliers. [edit]Technology Event management software companies provide event planners with software tools to handle many common activities such as delegate registration, hotel booking, travel booking or allocation of exhibition floorspace. [edit]Education There are an increasing number of universities which offer courses in event management, including diplomas and graduate degrees. In addition to these academic courses, there are many associations and societies that provide courses on the various aspects of the industry. Study includes organizational skills, technical knowledge, P.R., marketing, advertising, catering, logistics, decor, glamor identity, human relations, study of law and licenses, risk management, budgeting, study of allied industries like television, other media and several other areas. Certification can be acquired from various sources to obtain designations such as Certified Trade Show Marketer (CTSM), Certified Manager of Exhibits (CME), Certified in Exhibition Management (CEM), Global Certification in Meeting Management (CMM), Certified Meeting Professional (CMP) and the Certified Special Event Professional (CSEP). Career opportunities are in the following Industries : 1. Event Management 2. Event Management Consultancy 3. Hotel, travel and hospitality Industries 4. Advertising Agencies 5. Public Relations Firms 6. Corporations 7. News Media 8. Non-profit organization 9. Integrated Marketing & Communications 10. Event Budgeting and Accounting [edit]Categories of events Events can be classified into four broad categories based on their purpose and objective:
  5. 5. 1. Leisure events e.g. leisure sport, music, recreation. 2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore. 3. Personal events e.g. weddings, birthdays, anniversaries. 4. Organizational events e.g. commercial, political, charitable, sales, product launch,expo. In the last 10 to 15 years, there has been enormous growth in the event managementbusiness. Event management is a way of outsourcing occasions that are either business, social or a combination of the two. Events can be as diverse as weddings to political rallies. For any business meeting or social occasion you can think up, an event management team can be called in to organize it. Almost 500 billion US dollars (USD) are spent annually on planned events around the world. It is no longer adequate to have a small catering team supplying food at business events. If you want your event to be successful and look impressive to potential clients, then eventmanagement is the way to go. The range of events that an event management business can supply is impressive. They can arrange events for a small group of people or huge events with around 5,000 people attending. Most businesses contact an event management team because their expertise in the field should be second to none. Planning an event is a time consuming and stressful affair; it is also a costly one. Event management teams have contacts within their field in order to obtain the best price quotes and the most reliable service. AdChoices FX School: Photography World Class Photography Education. Come & see for yourself! FxSchool.co.in/Photography PG Diploma in Event Mgmt INLEAD offers Assured placement Avg Salary 4 to 6 lacs @ Top MNCs
  6. 6. www.inlead.in Event Management College PGDM College in Mumbai in India - UTM, Shillong offers MBA program. Admissions Open. Apply www.utm.ac.in 2 Yrs Full Time AICTE and DTE approved Institute in Malad (W) DSIMS.org.in Event Management Service End To End Solution For All Types Of Events Management. Enquire Now! ishikaevents.in/09876104354 Imagine you are holding an event for 5,000 people that will last all day. You may think that catering is the most stressful thing to deal with, but have you taken accommodation and entertainment into consideration? How about staff for the event, the room size where you will be holding the event, seating arrangements and, of course, the budget for the event? These are all factors that a professional event management team will have first hand knowledge of. No matter what the type or size, if the event is an important one, you should consider contacting an event management team. They can deal with conferences, award ceremonies, product launches, gala diners and corporate activity days, to name a few. When you contact anevent management team, ask what their qualifications are, and then ask for examples of previous events they have managed. If you are a business, word of mouth is one of the most reliable forms of reference. If you have recently attended a successful event or wedding, ask about the event management team that planned it. Event planners are experts at keeping your staff happy and impressed, and they will also give the impression that your business is flourishing and professional. A flourishing business is one of the most impressive incentives to a potential investor. An eventmanagement team may cost you money, but it may also make you money in the future. AdChoices UK Education Fair-Mumbai Meet 50+ leading UK Universities on 28 Jan. For free entry Register now www.geebeeworld.com/Hyatt-Regency Projects Register to get 50 Lakhs Tenders To get Tender leads call:9824051600 www.tendertiger.com NEBOSH by Anil Gopinath Cochin, Mavelikara, Mumbai, Chennai India, High Quality Safety Training safetycoursesindia.com/Ph:08086981288 event management Jobs Immediate Hiring in Companies. Submit CV to Apply & Find Jobs www.monsterindia.com
  7. 7. Related Videos o  Play Using the Script Events Manager in Adobe Photoshop  Play Nearly Half A Million Gather For Hollywood Halloween Carnival  Play How to Manage Up and Manage Down o   
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  10. 10.  AdChoices Catering Jobs Management Jobs Supply Jobs Events Caterers Related wiseGEEK Articles What Are the Different Types of Wedding Planner Qualifications? What Are the Different Types of Event Management Qualifications? What Are the Different Types of Event Planner Qualifications? How Do I Choose the Best Business Event Ideas? How Do I Become an Event Manager? How Do I Get into Event Management? What Does an Event Manager Do? AdChoices Job United States 2 jobs left. Apply now! Job United States jobrapido.com/job+united+states NEBOSH Diploma Classes in India, Dubai, Muscat & More. Accredited Centre. Contact Us Course www.arbritonline.com Study in Germany Pursue Higher Education in Germany Get expert guidance and admission www.egeindia.com How To Speak English Learn To Improve Spoken English. Study English with Online Courses. www.eagetutor.com Discuss this Article raheels Post 42 I want to venture into event management. I've planned some events before, like a dinner. I already have a wedding I'm planning. I just need some guidelines that would help me plan this wedding well and events generally.
  11. 11. anon275601 Post 40 I am studying events management and need an explanation on strategic events growth. I don't exactly understand the explanation in the book. Please help! anon262251 Post 38 I'm also interested in the event management business and will like to know more about it and what it takes to start up one. --Abu Related Topics Conference Event Management Event Management Services Online Event Management Event Management Courses Event Management Training anon234633 Post 37 I'm from Chennai. My job experience is into marketing. But I am looking to know whether event management is a business one can start with a lower budget. And I am not a person with experience in event management. Could anyone give me valuable suggestions? anon139253 Post 32 I have no clue of what becoming an Events Manager really means. I want to start it up as my private business but I have not the slightest knowledge of the whole business. can somebody out there give some help to a brother. anon122693 Post 29 I am a Zambian who worked with various NGO but i think my passion is with events management and image building. which is the best institution i can study from and what are some of the basics because i want to start a company now and apply what I am learning. Related Topics anon116824 Post 27 Conference Event Management Event Management Software Online Event Management Event Management Training Event Management Services i am studying social work and doing my second year. i would like to open my own event organising company and i don't have any experience. can you please give me tips on how run this kind of business and what to expect.
  12. 12. anon97589 Post 24 I just read this article on event management. I am into this kind of project in Nigeria. Can you please advise me on how to build and showcase the business better to people so as to make it a success story. Thank you. Josephine J. AdChoices Business Party Catering Wedding Events Small Business Jobs Jobs Jobs Team Events anon86150 Post 21 Related Topics I am a student from baroda, India. I study in 12th and I want to do post graduation in event management and before that I will do a B.A. with english literature. Is it a good option? Event Management Software Online Event Management Event Management Companies Event Management Training Conference Event Management anon85662 Post 20 I am working as an event manager in a leading business association and looking forward to sharing and learning from any experienced event managers. ayush Post 19 i am a business student and we are in a hotel for a task and it is promoting the hotel for tourism. It It is a five-star hotel and we are to organise an event management on promotion of this hotel to promote tourism. so I just want to say i just need more plans and strategies to promote the hotel to increase the inflow of tourism in this hotel. i hope i will be helped. anon75449 Post 16 Related Topics Please how can i market my product/biz idea in a competitive environment? could you give me some tips on feasibility report on event management? Thank you. Event Management Companies Event Management Courses
  13. 13. Event Management Software Event Management Training Online Event Management anon73380 Post 14 What is the source for the 500 billion USD spent annually on planned events? anon71093 Post 13 I finished my B.sc and started as a promoter in 2007. Now I am working as a manpower vendor for some event management company and also working with event management company. how can i start an event management company? AdChoices Special Event Coordinator It Business Management Event Meeting Rooms Party Checklist Party Planner Jobs anon65288 Post 12 I am working as an event manager in a leading business association and looking forward to share and learn from any experienced event managers. Everyone is welcome. Related Topics Event Management Software Event Management Services Conference Event Management Event Management Training Online Event Management anon64554 Post 11 i'm completely unfamiliar with the words event management. Can you guide me through and are 12 pass candidates eligible for the job? Though i have three years' experience in bpo organization. anon55913 Post 9 I am running a bar and restaurant. now i am planning to do event management. can you tell me the details regarding this and can i run this management based on my present business?
  14. 14. anon53294 Post 7 Related Topics I am Azhar. i want to start my own company. I have a bachelor of business administration degree, so please suggest to me what type of company will grow fast in a short span of time and also tell me how to start an event management company. Thank you. Event Management Courses Event Management Training Event Management Companies Online Event Management Event Management Software anon53023 Post 6 I am a student of engineering and started as a promoter in 2005. Now I am working as a manpower vendor for corporate events. anon39619 Post 5 Hi, I am organizing a beauty pageant for small kids and need funding. I need to write a business profile for the possible sponsors but do not know how. please help me. Thank you. Miss Nthunya AdChoices Wedding Entertainments Event Organising Business Information Wedding Coordinator Job Wedding Make Up anon37904 Post 4 Related Topics belli Post 1 Hello, I am opening an event production company in Costa Rica. Can it be possible to give more advice and suggestions on how I can build this business sucessful. Thanks-- Andrea Rojas Conference Event Management Event Management Courses Event Management Software Online Event Management Event Management Companies Hi, I have just read the article on Event Management. I am starting a Project that will involve this topic. I wonder would you be able give me some more links for information on the Event Management Industry, also I need some info
  15. 15. on this industry in Ireland. Thanking you for your attention, Jucemara Belli Event management is a great experience, whether its for your own party, for a corporate event, for family and friends or professionally for weddings and other great occasions. It's a tough job as not only do you have to have everything organised, but you'll also need to be a quick thinker when disaster strikes. However, it is a very fulfilling job, as it can make the world of difference to people you know, or to those you don't know but who clearly appreciate your kindness and monumental efforts in organising their birthday, anniversary, wedding or other celebration and events. This article will teach you how to be a great events manager and give some suggestions to troubleshoot problems and with careful planning, avoid them all together. EditSteps 1. 1 Know and plan your event, while consulting regularly with the client or their related guests. Even if the event is for yourself, or a small backyard event, always consider everything you will need. Good event management in a big scale is about organising people to be in charge of individual areas of the event and that everyone knows what the plan is. This means making sure that things are kept to schedule and assisting or having backup plans if it falls behind. By answering some of the following questions, you can gain a firm understanding of what's involved:
  16. 16. Ads by Google PG Diploma in Event Mgmt INLEAD offers Assured placement Avg Salary 4 to 6 lacs @ Top MNCs www.inlead.in o Weddings are often the biggest low-profile project any manager would undertake as not only is it typically one of the larger celebrations, it is one that is remembered for the entire lifespan of the marriage and family. They are often very emotionally anticipated so it is best to present a calm but enthusiastic manner at all times. What is the event about? Aside from being an obvious question, once you have asked it of yourself, you'll have a far better comprehension of the scope of what is needed. An event might be a party, entertainment event such as a singer or band/s concert, a wedding, anniversary, retirement gig, new year or religious celebrations such as Christmas, Ramadan, Deepavali, Vesak day, (etc). It could also be something more like a corporate meeting, fundraising event, awards ceremony, civic or society event including grand openings, or a more solemn or formal occasion, such as a funeral or a christening etc. Is it high profile or casual / low profile? Will you need to find, hire, book or delegate extra people to fill roles such as photographers, builders, designers and decorators, guest speakers, marketing & journalism, sponsors, entertainers or bands, officiates or clergy, dancing partners or demonstrations? It is wise to include them in catering and seating calculations so that a meal and a table place is provided for them if appropriate or required. o
  17. 17. What is the time frame and date? In a perfect world, you would get lots of time to plan and organise what you will need. What is the time frame and date? In a perfect world, you would get lots of time to plan and organise what you will need. However, this is seldom the case and time will be of the essence. Quite often there notice can be as short as a day to plan for smaller scale events, which can be just as important as the big ones. How many people will there be? Some events are strictly ticket entry or invitation only, so it is easier to plan, but many events will have latecomers, or extras such as children, partners or friends. In older establishments, they usually call the quantity of guests "pax", so if working in a function centre and you see "Pax 150" it means 150 guests are expected. Is the food going to be served as a buffet style, served to each guest or more informal? Are food and beverages provided? If so, know who will be on the team to look after the cooking, serving and cleaning. Some events are a BYO (bring your own), in which case it will be necessary to ensure that there is cooking equipment (such as barbecues, aprons, etc.) provided, as well as coolers for drinks the guests may bring if the event is not supplying them. Similar is a "bring a plate" function, which makes things a lot easier, as catering is minimal, but you will need to provide a food table and serving utensils, as well as heat mats, an oven or bain maries to keep hot food warm and refrigerators to keep cold dishes such as desserts. You'll also need to keep cold meat dishes in a safe environment to reduce the risk of food poisoning. Cling film or tin foil is useful to keep insects (and people) away from food until it is time to eat and someone must be responsible for removing these covers on time.
  18. 18. What type of food do you need to serve? Are there likely to be guests with allergies, vegetarian or vegan needs, diabetics, religious needs such as halal or kosher, gluten-free, (etc)? And will there be infants, young children or the aged or injured who cannot eat solid foods? o Unless an invitation only event, expect numbers to be flexible so while space is limited, it's best to figure out how to fit maximum guests without it being uncomfortable. What building are you hosting in and how will the space be managed? Are the guests to be sitting on chairs in rows, on benches or at tables, or on picnic rugs in the open? Will the weather pose a problem? Will there need to be room for dancing, speakers podium or a stage? If so, plan to ensure the event space is large enough. It is always best to visit the site in advance and draw yourself a map of the area. This map can be used as a "battle plan" and allows you to sketch and allocate table space, service routes for food service, disabled access if required and exit routes, as well as how you will get the equipment into place. You should also mark where the power generator (if required), external equipment such a refrigerator, ice maker, barbecue or stoves (etc) will be, as well as where power points and cables will be (which may be covered discreetly with a rug) and other safety hazards to address. As it can be the biggest logistical problem it's always wise to ensure there adequate room for all people to move around at the site.
  19. 19. Ask yourself are there enough facilities? Examples are toilets and bathrooms, car parking spaces, wheelchair access ramps, changing rooms, storage rooms and kitchen space, waste disposal bins, wine coolers, power access etc. Will transport and accommodation be required for international or out-of-town guests or delegates at hotels, as well as bookings and space made for their transport to get them to and from the event? Are legal and local government approvals required? In most instances approvals are required for a bar, but also for excessive noise, vehicle access and parking, building large enclosures such as a pavilion and other needs. o Does an electrician need to be hired for the artistic light installation? Are entertainment and logistics organised? This part might be delivery of music equipment, pavilions or tents and decorative effects or stage management you will need, such as a microphone and amplifiers, lighting, power outlets, projectors and screens for slideshows, smoke machines or other stage magic effects such as mirrors, banners and corporate signage, etc. If you subcontract a company to be entertainers, consult with them to ensure they are able to supply and set-up their own equipment as well as where the stage and service sections will be on the site and what the schedule will be. This way you can find out what you may need to do to assist them. Are additional decorations are needed, or do you need to organise guests clothing such as suit and dress hire? Table linen, flowers, gifts, candles, balloons, banners or backdrops for photography, red carpets, (etc) should always be sourced well in advance. o Is it likely there will be frequent artistic changes? Weddings are infamous for clients making last minute design changes so it is wise to recommend to your clients a cut off date for changes. Usually 1 week before the event is leaving it very close, but it gives the client some flexibility and avoids last minute changes coming too late to be practical or cost effective to implement. If it is simple, subtle
  20. 20. or basic changes using already sourced decorations, then it is not unreasonable to accede to change requests. Be as accommodating as possible in what is usually a very emotionally anticipated event. 2. 2 What's the battle plan? There is a good reason a kitchen team was commonly called a brigade. Organize your service team (even if they are friends and relatives or other volunteers) to handle relevant sections, even if you're not professionally running an event, but running a small family event. Ideally, you should have notified people of duties at least two weeks prior to the event, or more if possible. Caterers, florists, entertainers and other important people appreciate as much time as possible to plan, as it is typically more expensive to obtain goods and staff for high urgency requests. The other advantage is should they not be able to keep your appointment, you have some time still to find an alternative. It is wise to get three quotes for all applications and ask what their problem solving experience is like. The typical problems that people experience is all down to short notice, so planning in advance is essential. Be sure to provide clear instructions on how to get to the site and give them your number or preferably a business card with contacts to call if they need directions. Your battle plan should be from beginning to end. Planning, purchasing or sourcing, delegating, installing & setting up, running the main event but most importantly the after event work. The tidying up, returning hired or borrowed equipment and later on consulting with the client about their experience and to
  21. 21. thank them for their custom. Even if unpaid, then thank them for the opportunity to have such a great experience to run an event. 3. 3 Often you will need to sit down discreetly and politely with the most important guests to find out potential challenges. Often it can be obvious by using observation of body language––a skill many people in hospitality services are trained to develop. Organize a plan B by considering common problem solutions (see troubleshooting below) and meet with the client. Common problems may include gatecrashers, protesters, invited guests having an illness, the weather turning unpleasant, drunken guests misbehaving, etc. Plan for problems, but avoid analysis-paralysis. A good manager lets the event happen on its own and acts when needed. Organise regular meetings with the clients or key guests of the event in advance about your "battle plan" and invite their thoughts and suggestions. At all times you should present a professional, confident, friendly and "can-do" manner and use professional standards in presented paperwork such as schedules and menus. Also bring any props and decorative samples for them to see and ensure you bring your map layout drawings. Modern computer software has many architectural conceptual programs you can use to present an image of how you imagine it will look. For a corporate or civic event, it is wise to ensure you have the most up-to-date copy of the agenda and in any context communicate effectively to ensure all changes are known to the clients and all concerned. In practice, most events are really very similar so its just the theme or context that is different. Therefore it is wise to remember what and who the event is about during all stages of the
  22. 22. planning process. Also use this time to find out if there are potential problem makers amongst the family, friends and/or other guests. Typically speaking for higher profile or larger events, it is expected by the client that you should already be well aware of this, so research scrupulously in advance and as you go, including reading local and international news and media articles about the broader context. If you don't have the knowledge up front, it is difficult to present a professional plan, or be attractive as a prospective manager if the role of manager has not yet been tendered. As it is essential that the client has confidence in you, you will need to find out: 1. Who the key guests are––this is usually straightforward when it is a celebration event––such as the bride and groom. The client is not always the key guest/s but may be part of their group, or not present at all. 2. Who the host guests are––these people often act as hosts at their own tables and tend to be good socializers and motivators of guests. These people are useful to keep a convivial atmosphere and strike up a conversation if things turn quiet, encourage people to dance or to introduce people to other guests to make new friendships. These people should be reliable but are generally useful to know as they will keep you informed, may step in and be a guest speaker or MC for you in an emergency and these are the people overall who make the event flow the smoothest at the front line. Guests seldom know or remember about the back-of-house or service roles, unless it affects them directly. As the host guests are with the broader audience (so to speak) all the time, they wield extraordinary importance to ensuring the event is as good as it can be. If no host guests are available or suitable to fill the role (because they do not have good people skills), it is best to rope in people you know who can fill the role within the group first and then source some externally if need be. 3. Who the peacemakers are. You should be aware at all times who these key people are as you need to advise them of issues and involve them in the handling of issues and disputes where appropriate. In low profile or family events, it may be the head of the family, or an old friend or caretaker of the family. In civic, entertainment, corporate, governmental or any high profile events
  23. 23. where it is unlikely there will be any peacemakers in the group (or the audience), it is wise to subcontract them if the risk is likely, or if the key guest has their own security detail then it is wise to ensure you communicate with them as they are the experts. Likewise in bigger high profile, government or international events, security is usually organised by the client (such as for a famous entertainer), or by another governmental department including transport and logistics so it is essential that you have all necessary contact details for emergencies and to communicate effectively. In low key events, or where you are managing an event for your own project then you may be a peacemaker yourself, however it is best in practice to ensure that the manager of the event does not fill this role but that it is managed by another. It can compromise your ability to keep a cool head if someone you know is ruining the event you have worked so hard on. 4. Who the decision maker is. For most cases it is yourself as manager, but when you must consult guests and it is not appropriate to involve the key guests (as they typically will be occupied being good hosts), find out who you should consult in an emergency. Ultimately it would be the person who pays the bill if you're charging for your services, or whomever you may deem as "the client" as the person having the final say on the matter. 4. 4
  24. 24. Being a master of ceremonies is usually the fun job if you are already a confident person as you get your moment in the spotlight to shine. When it is a theme event, it's best to get someone within the party group who already has a costume to suit for the role and knows their theme to be able to be relevant. Find someone who will be the master of ceremonies (MC). The MC doesn't always organise the event entirely, but they do host the event. It is usually a member of the party, who will organise speeches, announce events such as the meal courses, dancing, notable guests or entertainment. Liaise with this person often and keep them up to date, ideally they should be organised and responsible, but it doesn't always work that way and you may need to plan around them. Sometimes you may have to be the MC, in which case the job becomes much harder as you will need to keep working until its all over. It then becomes important to set up your service team with their own group leaders so you can delegate most of the normal duties to them. Will it be likely the event could take longer than originally planned? Speeches aren't always kept to a time limit and can take more time than intended. It's best to let the guests know the time frame, such as 6.30pm to 10.30pm for a dinner, but very often it will go past this. Time cards, or some other discreet sign language can be directed at the speaker to indicate the speech is being overly long and can be a good way of reining in their ramble, but be careful to ascertain the speaker's authority in the event; sometimes, you just have to let them go on. It is best to check with the key guest if your speaker has an inclination to have stage fright, turn political, try to steal the limelight and outshine the key guests, or be a stage-hog. It is also wise to have a back up signal if they need to draw out the speech instead if a problem has arisen in the background. 5. 5 Revise your plan of action for the coming day. Start to ensure that things are still going well with the service team as well as checking with the hosting guests to find out anything such as any extras or cancellations and that the logistics (subcontracted work such as florists, caterers, decorators, etc.) are still on
  25. 25. schedule. Also keep an eye on weather forecasts in case unexpected weather prompts a change of plan. Rehearsals often expose potential problems in the grand plan and can also be the time for your hosting guests to have a little fun before the actual event. Rehearsals usually make hosting guests more confident as they know what their duties are and can put some input into improving the plan. Some things, such as the tables and chairs, product displays and corporate banners, as well as stage equipment, lighting and non perishable decorations can all be set up the day before. The final touches and cutlery (and the like) can be placed on the actual day. The advantage with this is that you can form a small dress rehearsal with your key guests and service team who can better imagine the event and possible issues. If you're setting up major things on the day, like the displays and tables etc., effectively you're behind schedule. The exception to this is where the venue is popular and you simply have no choice––in which case, work fast and methodically. Check that guest numbers and needs are still correct on the day of the event and advise the service team of any changes at the earliest possible opportunity. Consult with your clients to see how they are feeling, they may be excited, nervous, worried, bored or mentally drained or have some issue on their plate that in some cases you may soothe with understanding, some kind words and practical assistance. It is wise to use this time to rejuvenate the enthusiasm in guests and the team where appropriate. 6. 6
  26. 26. All set and ready to go... Be the first to arrive at the site to oversee the preparations. Trust and respect your service team to look after themselves. Offer assistance if needed, but they are usually experienced enough not to need any help at all. Act as a concierge or receptionist at the beginning, meeting and greeting each guest (if appropriate) as they come. Hand over the reins to the MC when the event starts. The management role will be more active problem solving and ensuring all the back of house work such as food preparation and service runs to plan. Keep an eye on the guests and keep contact with the MC often and discreetly in case they want (or need) to change plans. Keep a respectful distance from the key guests - after all, the event is all about them - but be easily accessible by checking at appropriate moments how they feel the event is going, as well as any problems, requests or suggestions they may have. There have been times, although they are not very common, when a key guest or the client may become attached to you and want you to be with them either guiding them around and introducing them, have you dine with them at the table, dance with them etc. While it may offer future career opportunities if the client is that enamoured with your professional standards and demeanour, but you must not allow this to get in the way of the job you are currently doing, or vice-versa appear to snub the client. Therefore stay professional in your manner as the choice is typically to fit in where you can and/or to find another service team member who will take over most or all of the back-of-house event management. It is fine to say no, especially when it is inappropriate, but its all about how you deflect unwanted attention. Congratulate yourself after the event. Most events tend to run themselves when they start, but all the hard work is the preparation that no-one sees.
  27. 27. Likewise after the event, arrange a time to meet and thank your client for their custom. It is always recommended to offer an appropriate and thoughtful gift to remember their time with you, as it is these small touches that make the experience richer and may make them recommend your services in future. If you gave a gift during the event, such as in a gift registry with the other guests, then a thoughtful after present such as flowers, a framed photograph of your favourite moment at their event (such as cutting the ribbon, or the climax of the show, or the award ceremony, or the wedding kiss, or blowing out the candles on a cake, etc), or some other gift may be appropriate. At the same time you can ask them of their opinions of the event to refine your skills, or pick up new ideas. While with good planning and management skills it is rare that the event does not go to plan due to things beyond your control (elderly or chronically unwell guests passing away at events has been known to occur), still meet them afterwards and if appropriate offer a gift as a token of sympathy to indicate you valued their custom and care for their well-being. EditTroubleshooting 1. 1 Things don't always go to plan... Late guests and other guest problems.
  28. 28. o o o This one is a common issue, so it is best to be prepared. Ensure that invitations are clear as to the time of the event and if requesting an RSVP, ensure that the time is confirmed. Communicate with the MC, relevant guests (often the leaders of the party members), entertainers and kitchen staff as soon as you're aware of an issue you cannot resolve easily. For MC's, wedding and other officiates, as well as guest speakers, it's wise to have their contact number handy to ensure you can act if there are traffic delays or people getting lost. By and large delays are understandably hard to avoid (such as unforeseen traffic issues) and are forgiven by guests who came on time. For guests deliberately arriving late, it should be seen as that guest's choice, not your fault as manager, so your duty is first to the guests that are already present and to ensure they're looked after. In a nutshell, act as if there is no problem and carry on regardless. Should the delayed guests be the focus (such as the bride and groom), the usual methods are: Contact the delayed guest/s directly to check for an estimation. Advise the kitchen immediately of all developments so they can slow down or speed up to keep time. Refrain from making it known publicly that the event is being delayed because of certain guests (because the party will work that out on their own), but advise key hosts or members of the party that you have been made aware of the fact. Let them know what you intend to do, but allow the hosts to make a suggestion as they know the members of their party and what would be appropriate in the context. It is better to ensure that there is no problem for the guests who are already there and to save face for the guests who are delayed. o It has been known to happen... Even one minute past reasonable time is too long for most guests. Ensure that speakers have a good way of keeping track of time and a way to shorten their speech if needs be without affecting the message. Ideally, listen to the speaker first at a rehearsal if possible to get an idea of time. Maintain careful watch on the time in relation to speeches. If key guests are late, serve an additional appetiser (first course) and/or beverage early as this will prevent guests
  29. 29. who came on time to become bored and will keep them occupied. In most cases, appetisers are prepared for this even if all guests arrive on time as you can never prevent unforeseen issues from the kitchen (as they are usually served during speeches, so it's a matter of shuffling the schedule). For guests that are going to be delayed for more than is reasonable or possible (such as when serving food that simply cannot wait, such as soufflés), start the event as planned and when the delayed guests arrive, start them at the next course of a meal (even if this is dessert). Organise an additional dance, game, speech or other form of entertainment (especially music), and ensure extra distractions, such as group or party photographs are done until they arrive and this back-up strategy should be considered the day in advance. With carefully stage-managed events to distract people, 10-15 minutes delays are seldom noticed and there are times when an event has been extended over an hour successfully through the careful use of such distractions. If there are no speeches at the time, keep a keen eye to ensure all guests are occupied and move guests around discreetly to encourage conversation. As manager you may have to act as an impromptu host, or even dancing partner to ensure the event thrives. It is wise to develop skills to be an able speaker and dancer yourself but at the same time delegate the management role to another team member who may cover you in the time being. The goal is to ensure that no-one is sitting at a table that is silent. o For tired, jet lagged or mentally drained guests and guest speakers, it is wise to check with them or their assistants about their well-being and if necessary, book a spa and massage treatment or other appropriate way to rejuvenate them. It might also be ensuring they have some food sent to them if they have not eaten for some time, or some medicine if they are a little poorly (such as a flight related or nervous headache or stomach pain). Refer them to a doctor if necessary. Tired guests and guest speakers can destroy an event no matter what other obstacles you had to overcome on the night. In practice it is best they are in the country at least 24 hours before the event, not only to acclimatise but to attend a rehearsal and to meet and greet host guests. This is not always possible, so it is best to communicate with the visitor or their assistant in advance to see how they are going. If they are not well enough to speak, but are well enough to attend, check with them if they feel like attending in a non speaking role as it does salvage a potential problem. If they are too ill and are central to the event (such as the local mayor at a civic event, the singer of a concert etc), then cancelling or rescheduling is the only way to go if you cannot find an alternative. If you cancel, communicate wisely as most guests are very
  30. 30. accepting for unavoidable cancellations such as illness or injury, even when it conflicts with their own schedules. 2. 2 Food issues. Oops... o o o This one is rare if you have planned things carefully, however accidents do happen (such as a guest or young child making a mess of a food table, or an accident in the kitchen). Early on you should be aware of the type of guests so should take into account when and where food is displayed (such as for a buffet) and where such guests are seated. Any spillage for safety reasons must be cleaned up immediately, even if it means removing a red carpet or desired decor and furniture to be able to do so. If it is impossible to hide a stain without affecting the appearance or the integrity of the item (such as an antique), then removal is wise. If you have a spare, then use that, if not, move the existing furniture or decor subtly so it does not feel missing. The same rule applies as to act as if no problem has occurred, even if you feel the complete opposite, but deal with the issue promptly. A soft rope barrier, curtain or screen is recommended whenever you need to hide the food area (such as a buffet with chafing dishes, or when organising a "reveal" of the next course), as certain guests may feel that if food is in the dining area, it is free-forall, when they want - which is not always the case. Many people may also feel uneasy if the food is there but they may not eat it, or become concerned with it growing stale or cold. Young children playing games and causing a food table to collapse by accident has been a not-so-rare occurrence of many weddings around the world, so keep things out of sight until the last minute. Shuffle the menu. If part of a dish is not possible to include (such as a side dish that was burnt), either exclude it altogether, find an alternative, reduce the portion sizes to stretch foods, but increase portions of other foods to balance. Advise table hosts as required. For accidental food spillages on clothing, for men it is easier to have a spare selection of shirts, suits or appropriate clothing for them, although this is seldom used or needed in anything but higher profile or formal events. For the ladies this is far more difficult,
  31. 31. o but as the female guests will know well enough how much time and money was invested in the dress and makeup, they will invariably be more careful to avoid potential problems (including children). Depending on the nature of your event, select the food and table linen accordingly. Many has an expensive dress been ruined with soups, red wine and sauces (especially butter sauces), so napkins are essential. If they live locally, guests may leave for home and change, but for long distance or insufficient time it is wise to offer them a jacket from the spares for them to decide, or if it is in a persons home, the lady of the house might have something to loan. If the accident happened before the main event, then it may still be possible to visit a dry-cleaner, clothing repairer or suit and dress hire service. Unexpected vegetarians, teetotallers, those with food allergies, religious or special diets––no surprise should ever occur with proper planning––but guests occasionally do bring along additional family members, partners or close friends without advising you, especially if it's not a strict invitation-only event. This is usually easily resolved. Keep a headcount as guests arrive and when they arrive at the door, ask if there are any food requirements and advise the kitchen and service staff immediately. For large unexpected groups that are not gatecrashers, send a team member to the kitchen to take stock and, if necessary, drive out to collect more supplies. Kitchens typically over cater to cover for accidents and more often there are more cancellations than unexpected guests. Limited portions can be stretched when you provide additional fillers, such as bread rolls, salad or vegetable portions, ingredients for which can be quickly sourced from local supermarkets. 3. 3 Children. o o It's wise to remember that many managers have made serious errors in underestimating the intelligence or forgetting the needs and desires of children at events, as they have the same needs and wants as adults - to have a good time and not be bored. Remember that their parents are also often offended if the event does not cater for their children. In practice, it is best to request an RSVP for every child that may come. Young children (under 10) are best given food or snacks early as many dinner events have the meals start as late as 8pm, which is far later than most children are used to.
  32. 32. Food provided should be fun and healthy but as special as the adult menu as parents appreciate special touches for their children - it makes their job easier so they can have fun as guests in their own right. A special "Children's Menu", special serving ware (coloured plates, napkins etc) is recommended for children under 8, as over that age they often enjoy being treated as adults using adult service ware. o o o Over 10's usually are fine to be served adult food and portions, even if they don't eat all of it, but offer the children's menu to them (with their parent's permission) if they don't seem keen on the options. It has also been known for young adults 13-18 to often request the same food as youngsters, such as a hamburger and fries as opposed to more formal restaurant food and it has been a frequently used trick to re-brand the children's menu as an "Alternative Menu" for this age group of guests. It is very wise to play safe and discuss with key guests about your plans to keep the young and old engaged, well in advance of the date. Unless they are infants, when the parents tend to keep a very close eye on them, many adults in modern times don't want to be babysitting their children while they intend to be there for their own enjoyment. The amount of responsibility a parent takes for watching their children and their childrens' actions depends on the country, social level of the event or the character of the parents. It is increasingly common to find parents taking no responsibility whatsoever as soon as the child can walk and talk, especially whenever the parent is a guest as they assume this service will be catered for with a crèche or that at the very least, the child will be ushered back into the fold if they get into trouble through wandering. Children, teenagers and even adults can grow bored quickly when there is a delay either from the kitchen, or from the guest's logistical side, so for these cases solutions are needed (for adults and teenagers, refer to the above troubleshooting section about delayed guests). If many children are likely, then it is best to be prepared by employing an extra babysitter or child minder and some means of entertaining the youngsters, such as allowing the parents to bring a DVD the child enjoys, organising sports and games, supplying colouring books, board games or PC / game station type games (Nintendo, Playstation, etc.), depending on the age group. For duty of care reasons, children should not be left without supervision, but as event manager that supervision should be delegated to another team member, or outsourced, as the event manager cannot do both jobs. Likewise, a discrete area should be provided for mothers with young children for their needs such as toilet/bathroom breaks, breastfeeding (etc.), and a place for very young children to sleep in if they are tired. 4. 4
  33. 33. The problem is, they seldom remember what happened except the hangover, but everyone else remembers for the rest of their lives. Rowdy or intoxicated guests, gate-crashers and other guest problems. Ideally this would never happen, but it does–– civil, corporate, family and other politics and things often come out at events that, as an outsider, you would not be always aware of. o o o Ask the client or key guests before the event of the likelihood of such issues, or with selected hosting guests if it is not appropriate to discuss these issues with the key guests, so that way you can ensure that people are seated in places that will not cause issue. Enlist service staff or key-guests to act as unofficial monitors, to keep an eye out for issues and to step in when required. Strictly speaking, your duty is to ensure the event is smoothly run, but only where it is appropriate, and to stay out of issues that are a private concern. Therefore, you should be aware of who within the party are the "peacemakers" of the group. It is also important to know the local duty of care laws in relation to serving alcohol. If your area has liquor licensing laws, then it is important to run the event according to local laws. This may mean you may only use a licensed function centre or restaurant with a bar that can run a tab for the group, rather than a more flexible service system. For guests who are over the limit a taxi should be organised for them, or to check if one of their party can be a designated driver and take them home. As it can be a difficult job to refuse alcohol to an inebriated guest, or to deal with an inebriated guest that inclines towards anger or violence, it is wise to enlist a peacemaker guest and only involve law enforcement when necessary after consulting with the key guests. Even in small events or backyard events when alcohol is often stored in a ice box for guests to serve themselves, it is equally important to be aware. Organise a discrete quiet area where guests who are intoxicated or ill can go and lie down. This place can also be used for guests when they are likely to start a fight, as it is somewhere they can cool off. Gatecrashers are difficult. Strictly speaking making an event known online on social media like Facebook or Twitter is asking for problems, and as manager, you should refrain from doing so at all costs and advise the hosting guests in advance to refrain from doing so too. Should it otherwise happen, find your guests (from the previous
  34. 34. o o point about peacemakers) and unobtrusively evict them if appropriate - consult your key guests to verify that they're unwelcome. For large scale and rowdy or abusive gatecrashers, your duty is to protect the existing guests where appropriate and to call security or the police if they do not leave after being politely asked to do so by yourself and/or the key guests. Guests often shuffle name cards about at the beginning where they are sitting, so that they end up sitting next to people they want, or at a table they want. It is wise to check with the key guests how far this is permissible according to them. Typically you should have organised table plans in advance and have received approval from the key guests. Should it be that people must be at certain tables, then it is wise to keep people out of the dining room altogether until time. Often the lobby, foyer or bar area serves this purpose and if it is very important due to family issues, it is wise to group people together and move them en masse to the separate tables by each host-guest and service personnel to seat them in their proper order. But this method requires extra people on hand to ensure it is done smoothly and it is recommended to advise the table host of the layout in advance. The service team you employ should be aware of where people are and where they move to, also to ensure they get the food they order (for allergies, religious dietary needs, etc.). People often move seats during dances and gaps for having a discussion, but often return to their proper seat when meals are being served; table hosts should keep an eye out for missing people and all available staff should be on the lookout when a person does go missing for an extended time as they may simply have gone home early (so food should not be prepared where it would be wasted). 5. 5 If you are lucky enough to have access to large verandas or any other undercover areas, take full advantage of them when the weather turns foul––they can be easily weatherproofed by installing clear vinyl blinds. Weather. Sudden, unexpected rain can be common in parts of the world, although storms are rarer as they're usually forecasted. Likewise, a heatwave can pose a problem. While weather events are not usually an issue if you're indoors, being outside makes things difficult. If bad weather is expected, then move the event location. If the event cannot be
  35. 35. relocated or rescheduled, hire a large tent or pavilion, although this can be pricey on short notice, so keeping an eye on weather developments as you go is important. Very little can be done to salvage an event affected by weather but to make the best of what you have. Many parts of the world now have insurance policies in the event of severe weather or other problems. If you are in an area which is known for unexpectedly changeable weather, it is recommended to source a quote if there may be a chance the event will have to be re-scheduled as it will at least cover the client the cost of extending hire of equipment, site and service personnel. Ads by Google Wedding Event Planner Make Your Wedding Memorable & Worthwhile. Enquire Us Now! ishikaevents.in/09876104354 Event Management Courses Find Top Event Management Colleges. Get Info on Courses,Fees,Admission. www.Shiksha.com/Event-Management Event Management College in India - UTM, Shillong offers MBA program. Admissions Open. Apply www.utm.ac.in EditTips Keep a small space with easy access for things such as extra napkins for spills, fire extinguishers, the first aid kit and other incidentals. If things go well, you won't need them, but for large events its better to be safe. Aim to ensure everyone can see and hear the stage, music or speeches. It is also wise to remember it is always a privilege to manage someone else's event, even though it can seem stressful and difficult, as your contribution could make many people very happy, leave them with an experience they will remember for their whole life, while giving you a range of skills you can use in your day to day life. Ads by Google Prof. Event Planning Team Corporate Events, Private Functions Red Carpet Event Planning Experts www.ClassieEntertainmentAgency.com
  36. 36. Party Decorators Caterers Best Deal for Decoration & Catering Services in Mumbai. Call 8655456874 omdecoratorsandcaterers.com Plan your party now Leading party organizers in India Talk to our party specialists now www.partymanao.com/theme-parties Article Info In the business world, events are one of the most effective means of meeting and communicating with customers, suppliers, company staff and industry peers. The increasing importance which business owners have come to place on events has given rise to the discipline of event management. Essentially, event management is the application of project management skills and practices to face-to-face marketing events. With numerous speakers, large numbers of attendees, audiovisual presentations, catering requirements and venue organisation, events are complex affairs. Successful event management, therefore, requires input over a wide range of different areas.
  37. 37. Define Your Objectives When first contemplating an event it is essential that you define your objectives before you do anything else. Think about both the purpose of the event (to connect with buyers?) and the hoped-for outcome (to generate sales?). Once your objectives are defined you’ll be able to tailor your event to achieve those goals. Your objectives will influence: The size of the venue. The event’s budget. The nature of your presentations. The type of attendees you invite. The strategies you employ throughout the event e.g. the topics addressed, catering, technological aids etc. Create a Buzz For people to attend your event you need to get them excited enough about it to entice them out of their offices and into your venue. You can do this by providing event content that they feel they simply should not miss. You can also do it by making your event so exciting or prestigious that they’ll attend simply to be part of the spectacle. The best events, of course, combine both elements. Timing All areas of an event require extensive planning but one of your most basic considerations should be the timing of your event. Research dates that are important to the industry you are working within. Are there any other events or exhibitions coming up that might conflict with
  38. 38. yours? Might your attendees be suffering from event overload? Pick dates and times that are convenient to your attendees. Staging an event at 5.00pm one Friday during the school holidays is unlikely to result in a full house. Invitations & Registration Don’t skimp on your invitations. Invitations are an important part of creating a buzz about your event. They should make people feel that they will miss something important to their business lives if they don’t attend. And if people do accept your invitation, you need an effective way of keeping track of them. Make sure you have an adequate registration process in place. Increasingly, for larger events, this can be web-based. Delegate Given the complexity of today’s events it is impossible to do everything yourself. Make sure you have the right sort of people available with the right sort of skills, then delegate the implementation of the various aspects of the event to them. Rehearse You want your event to look professional. You want it to go like clockwork. The only way to do this is to rehearse the major components of the show, particularly key speakers, performers, and your audiovisual presentations. Creativity In the business world, the content of your event may well be ground that has been covered before to some extent.
  39. 39. But if, in your process of event management, you think outside the square, if you apply your creativity and present that content in a way no one has seen before, your attendees will be talking about your event for weeks afterwards. Risk Management No matter how good your skills at event management, disasters sometimes strike. Make sure you have procedures in place to deal with them. It may be nothing more threatening than a speaker who doesn’t show up, or it may a fire in the auditorium… Measure Your Results The success of your event will depend on how close you have come to achieving the goals you identified when you defined your objectives. To determine your level of success you’ll need to implement some sort of measurement process. Consider things like questionnaires and email surveys after the event. Plan for Success A successful event can have a significant positive impact on a business, driving sales, improving staff morale and enhancing reputation. A poorly planned one can have exactly the opposite effect, damaging both credibility and revenue. The single most important factor in making your event one of the former is planning. When you begin the process of event management, make sure you allow yourself sufficient time to plan all aspects of the event thoroughly.
  40. 40. It’s time consuming, but it’s far better than making your business the laughing stock of the industry. Tags: Business, Business Development, Marketing How to manage event finance Professional Learning and Events Calendar How to manage event finance Professional Learning and Events Calendar (PLEC) Event Managers Event managers who conduct PD events at the CTL are responsible to provide a signed attendance list or a printout of the final billable attendance recorded in PLEC (which will also be used in a future automated billing function) to the Finance Officer of their own section. This list is the basis of the billing. 48 hours advance notice of an inability to attend, to the event manager, will not incur a cost. A no-show will be billed the same as an attendee.
  41. 41. Finance Officers The Finance Officer in the Central Office section responsible for an event will create accounts and send these to the business managers of the attendees’ schools. When funds are received by the Finance Officer they are to be credited to the respective cost centres which incurred the expense. The CTL component is to be credited to 41312. School Business Manager Invoices will be sent to the School Business Managers early in the new month, listing staff members who have attended PD in the previous month, the event, the date and the cost. Teachers who are funding their own participation will receive the account directly. Invoices are to be paid within 21 days by cheque or direct credit to DET. Enquires on billing can be directed to the Central Office section that conducted the PD. General enquires can be directed to the CTL on 6205 2022. If sending remittances by electronic payment to Shared Services, Business Managers are to send a remittance statement to the appropriate Finance Officer who issued the invoice. A tax invoice stating that the remittance has been sent to Shared Services will be issued.
  42. 42. Events away from the CTL. An event manager who did not use the CTL as a venue for PD will need to arrange a process to create invoices. The event manager should discuss specific arrangements with Finance officer in their own section in order to determine a means of invoicing attendees as well as covering costs of the alternate venue. The Event Manager needs to have a process in place for billing when setting up an event on the Professional Learning Calender.