Event management involves applying project management techniques to set-up, plan and execute events such as conferences, festivals, conventions and weddings through planning and organisation.
What does an event manager do?
Often the main focus of an event manager’s role is to:
- Identify the target audience
- Formulate the event
- Plan the logistics
Also, their role is to ensure everything runs smoothly on the day of the event.
The process of event planning includes budgeting, site selection, scheduling, coordinating speakers/entertainers and much more. In contrast, an event manager executes and manages the event.
For more information on how to plan an event, we have created a handy two-part guide on how to organise an exhibition:
What’s involved in event management?
An event manager’s job is very much dependent on the type of event, which is often based on the purpose and needs of the company.
Below are seven core areas you need to get right to ensure a successful event:
The venue is one of the most important factors when it comes to an event. The management of the venue includes negotiating terms and service agreements, site visits and sorting out permits and the appropriate insurance. When deciding on a venue, consider its accessibility, whether it fits the needs of the event and if it can be booked within budget.
2. Health & safety
There are a few smaller areas that fall under health and safety, which are:
- Emergency – developing an emergency contingency plan, as well as crisis management at the event.
- Security – designing a security plan to help monitor the safety of the people at the event.
- Safety standards – ensuring the event hits all of the health and safety requirements.
Another key factor when arranging an event is stakeholder management. This involves liaising with stakeholders, such as speakers and sponsors’ well as suppliers for the event that provide services such as designers, caterers, couriers and audio-visual engineers
4. Delegate management
This includes making sure that all delegates and guests are assisted at every stage of the event, including enquiry and registration, to on-the-day assistance and feedback.
An important part of event management is internal communication, largely with the event team and the client.
This involves liaising with conference producers, marketers and sponsors, to make sure that everyone is up to date and knows what role they are playing. Speaking to sales and marketing teams to promote the event would also fall under this category.
Keeping to a specific budget can be a difficult task when it comes to managing client expectations and unseen costs. So, having a good indication of budget parameters is something to keep in mind when planning an event, perhaps through a cost analysis.
7. Post-event evaluation
To find out whether or not the event was a success, it is essential to gain feedback from the speakers/entertainers and the guests.
Doing so allows you to benchmark the next event, based on the performance indicators, or what you set out to achieve. This gives an indication on ways to improve based on any criticisms or areas to focus on more if they had a positive impact.
Skyline Whitespace are experts in project and event management. If you would like more information on how to manage your upcoming events, please get in touch with us today.