2. Operations in Event
Management
Learn how important it is to understand the following:
• On floor planning
• 2d layouts, 3d layouts
• Calculations to make layouts
• Vendor management
• Warehouse management
• Escalation management
3. Layouts
• A layout is primarily a system that you create with measurements and
placements. It’s made for the client to understand what you have in
your mind. Once you finalize the layout with the client, you can share
this 2D layout with your operations manager, on floor event planner,
warehouse manager etc. so they now how much inventory to take out,
how to measure everything, how many chairs are needed for each
table, what the sizes are for each table etc.
• You should make sure that the layout is implemented the way it was
finalized. If you pivot from your layout without letting your client know
you’ll face issues.
• Make sure your measurements are correct, have an easy flow layout, it
shouldn’t be too compact, make sure to follow government SOPs, and
make sure your operations and warehouse managers are on the same
page. Get a cohesive yes from all team members for the layout and
then implement it.
4. On Floor Planning
• Make sure you create a boundary line of the location, then
measure the space inside that boundary. After that you can
systematically place round tables, lounges, walkway lamps,
walkway floors, and carpets based on the measurements of each
individual item in your warehouse.
• You need to reflect your measurements and the itemized
quantities with your warehouse manager and the operations
manager as an event planner. Once you know the boundaries,
inside measurements, and size of each item then you can put them
on different levels and systems.
• You can use different types of software to make these layouts or
even sketch them out on paper. Practice making these layouts for
your dream event to get better at it.
5. Calculations
• Sketch the borders of your location and write out your measurements.
Then choose where your stage will go. Check the measurements in your
inventory management database.
• Know the total number of people you need to accommodate and
calculate the number of round tables by knowing how many chairs each
table can fit.
• If you have a capacity of 200 people, and know from your inventory
database that each round table is 5x5 and can fit 8 people then by
dividing 200 by 8 you will get the total number of tables you will need
which is 25. Now when you add your tables, make sure you’re
subtracting that measurement from the total area of the locations. After
the tables when you add a walkway, make sure you know your carpet
measurements as well.
7. Layouts Exercise
Create a layout for 300 people, that has a mixture of
round tables, 10 lounges, a stage, and a buffet table.
Create a pie chart with the no. of people and
measurements you have in your inventory (stage size,
lounge size, buffet table size, chair size, round table size
etc.)
8. Vendor Management
• You need to treat your vendors as a part of your team. They go through
the same emotions as you. If something goes wrong, talk to them politely
without any screaming and shouting so they treat you with respect as
well. Give them constructive criticism. You should know when to have the
hard talk but also know when to show your soft side.
• Be ethical during and after the event is done. Pay your vendors on time,
be patient and honest so you can have successful vendor relationships
and well executed events.
• You can be 100% vendor based which means you only do creative and on
floor event management while everything else is done by vendors.
• Your success is dependent on the strong vendor relationships you build
and grow. Have a system in place to have good vendor relationships so
your clients are happy with their events.
9. Warehouse Management
• Understand the type of equipment you need, the type of transport
you’ll need to deliver the equipment, how labor extensive the
product is, what type of depreciation the product will face over
time, how much maintenance does that item need.
• When buying a product know its shelf life, weight, measurement, if
it can fit in your warehouse, no. of people required to transport it,
is it legal to transport this item over borders. Based on these
answers you should know whether you want to in house or
outsource this item. Items that are easily available, items that weigh
a lot, and items that are labor extensive, items that are difficult to
manage are good to outsource.
10. Warehouse Management
What to look for when choosing a warehouse:
• High ceilings and wide doors that can open up.
• Is there a wall that could be broken down to make more room?
• It should be a safe space to put your ACs and chillers especially to
reuse the flowers.
• There shouldn’t be holes in the roof because they might get
damaged by rain or snow.
• There needs to be enough space for storage.
• You should know where everything is so you can do proper
inventory.
11. Escalation Management
• What do you do when things go horribly wrong and your
backup plans fail as well?
• Face the facts, escalate the situation to higher management,
be transparent with your facts, look for a solution rather than
just panicking, be patient, ask for help, have a respectable
environment so people can express their issues and concerns
in a proper manner, and most importantly take responsibility.
12. Costing for Layouts
• Measure the space then add the borders to find the
size of your space. Wall paneling is used to cover
your ground. After adding each side (100 + 100 +
50 + 50) you can tell your vendor you need 300 sq.
ft. of wall paneling.
• For the inside of the area, if you want to place a
carpet of 12 x 100 and the carpet costs $1 per sq. ft.
then your total cost becomes 12 x 100 x 1
= $1200.
• For measurements on the outside ADD
(calculate perimeter)
For measurements inside MULTIPLY (calculate
area)
• Once you know sq. ft. and running ft. of things then
go back to your vendor management system or
excel sheet and find the price per running fee or per
unit price is and multiply.
100
100
50
50
50 + 50 + 100 + 100
= 300 sq. ft.
12 x 100 x 1 = $ 1200
