Event Management 101.
“Limitations live only in our minds. But if we use our imaginations, our possibilities become limitless.”
Wikipedia defines Event Management as the application of project management to the creation and development of small and/or large-scale personal or corporate events such as festivals, conferences, ceremonies, weddings, formal parties, concerts, or conventions. Managing an event can be a daunting task but some easy tips can help go a long way.
Broadly speaking, there are three steps to the whole process:
“By failing to plan, you are planning to fail”
– Benjamin Franklin
Any successful event needs strategic planning ahead. This step broadly includes figuring out the answer to questions like:
- WHY is the event being conducted?
- WHEN will the event be conducted?
- WHO is going to sponsor and who is going to attend?
- WHAT can you do to make it successful?
- HOW MUCH is the budget allocated?
Keep your planning simple. Keep handy to-do lists and strike off as you achieve the task. Also, try to plan in a way that makes it easy for you to track your progress.
If handling a team, try to gather everyone for a brainstorming session. It can provide you with new perspectives and ideas. A team approach often leads to efficient and quicker results.
Make sure you have a few people to help you out at the last moment too.
“Don’t find fault. Find a remedy”
– Henry Ford
With firm plans, it is now time to set the wheels in motion.
- Venue: Check the available date, seating, transportation, ambiance, lighting, menu, etc. Make sure to read the prices carefully. Consult with someone if you are not sure. Book the venue on time.
- Entertainment: Arrange talent and make sure you have made preparations regarding the equipment needed. Some agencies cover it up. Be at the venue about 4 hours prior to the event to avoid last-minute surprises. Also, don’t forget to hire a professional photographer to cover the event.
- Theme and Equipment: Make sure all your preparations adhere to the selected theme. The equipment may include technical support among other things. It’s always better to have a backup, in case something goes wrong at the last moment.
- Promotion: As important as it is to plan an event, promotion is also crucial so that more and more people can come and attend. Targeting the right group is important. Social media promotion is the easiest and most effective these days.
“Some people look for a beautiful place. Others make a place beautiful.”
– Hazrat Inavat Khan
After the event, it is important to collect feedback. Evaluating mistakes and improving them is the way to grow and become better. You can leave feedback forms for guests to fill before leaving.
The following metrics can also prove to be useful:
● Total number and % of people you invited and those who attended
● Online survey with attendees
● Your colleague’s feedback
● Your manager’s feedback
These are some simple yet effective tips for successfully organizing an event.
They can be summarised as the Five C’s of Event Management:
➢ Concept: Why, who, when, where
➢ Coordination: planning
➢ Control: Conflict resolution, implementation
➢ Culmination: On the day of the event
➢ Closeout: Assessment of the event
In the beginning, it might look a bit difficult to craft an event but if the desire and hard work is unlimited the event will bloom in excellence. The event might downfall at some peculiar structures but those mistakes can be improved for the next time. Perfection and excellence cannot be gained at the very beginning. Failure is equally needed to rise in this hostile environment. Learn from the event failures and try to avoid them. If your pillars are strong the event might come out as a ]astonsihing beginning.