What is event management? What does this profession include what are some of the responsibilities of event managers? Well, to understand this profession and the responsibilities that come with it, it’s important to understand the process of event management and what it looks like to organize and manage a large-scale event. Here is what that looks like.
What is event management?
Event management is basically a type of project management profession. It is focused on specific aspects of event planning which includes everything from location choice to guest satisfaction reviewing.
What’s the difference between an event manager and an event planner?
These two jobs are very similar in lots of ways, but they shouldn’t be mixed up. The differences between these two roles come down to how professionals and companies define these positions and roles. For instance, some companies may define event management as planning large-scale events such as business conferences. This all depends on companies individually.
What does an event manager do to organize a successful event?
In simple terms, event managers are responsible for organizing several types of events. Their job starts at the very first stage which includes research, location choosing and plan-making and ends once the event is over which is when they’re supposed to review the guests’ satisfaction with the event.
To better understand a job of an event manager, let’s walk through all the stages of event management.
Stage 1: Research, goal setting, and plan-making
First and foremost, an event manager needs to do their research and based on their research write a good event planner. No matter what kind of event is being handled, an event planner needs to contain a goal, or in other words an objective. What is the purpose of the event? Who is this event for? Who’s the target audience? These are just some of the most essential questions event managers need to ask themselves when they start planning and organizing an event.
For company events, event managers need to consider the business case. Is the company introducing a new service or product to the market? Does this event contain an educational component?
When organizing events for non-profits, event managers need to know what the specific fundraising goal is. They also need to know if the event is for the long-term donors exclusively, and so on.
If it’s an award ceremony, there are other things to be considered such as whether it’s going to be a sit-down affair or a standing cocktail hour. On the other hand, if the purpose of the event is networking, an event manager needs to know the purpose of networking. For social events, the manager needs to know if the event will be more laid-back or formal. What kind of music does the client want?
Stage 2: Choosing the theme and designing the event
The next stage involves theme choosing and designing. This step serves as some kind of rough sketch of the event. In order to create an adequate theme, design, and atmosphere, an event manager should ask the following questions:
- What will be happening during the event?
- Who will speak/perform/teach during the event?
- When and where will this event take place?
- What is a planned layout for the stage, tables, chairs, podiums, and so on?
- What’s the overall style of the setting? Is it more traditional or modern?
This stage is basically a creative process where all of the ideas come together. The vent manager needs to be very communicative with the clients to figure out what they want for their event.
Stage 3: Focusing on the details for a successful event
Once the event managers have taken care of all the bigger elements of the event, it’s time to pay attention to details and make them all work together as smoothly as possible. This stage mostly includes:
- Sending RFPs to vendors and venues
- Hiring speakers, vendors, venues, performers, and so on
- Building an event website and marketing it on social media
- Making post-event surveys
- Sending invites for the guests
- Launch a social media campaign
- Tracking RSVPs and event registration numbers
- Communicating with the attendees
- Event marketing
- Discussing the event schedule with performers
- Updating the clients on all changes
- Training the event staff
- Designing and finalizing critical event documents
- Checking the Wi-Fi access at the venue
- Organizing transportation and valet services
- Designing the event check-in process
- Building branded merchandise
Stage 4: Event execution
Now that the planning part is over, it’s time for event execution. An event manager’s job doesn’t end when they’re done making an event plan. They also need to be present at the event and manage it, or in other words, make sure it all runs smoothly and according to the plan.
Mishaps are a natural part of any social gathering. A good manager knows how to handle such mishaps and fix any issues if they do occur. That’s why it’s important to have well-experienced and professional companies such as Veritas Events on your side that will make sure your event is executed with utmost care and professionalism.
Stage 5: Post-event guest communications
Lastly, a professional event manager knows their job is not done even after the event is over. The fifth and final stage includes post-event assessment where the event managers gather as much data as possible on guests’ satisfaction with the event. This helps the management know how well they’ve done their job and what parts need to be improved for future event planning. Also, this type of assessment also helps the client find out how successful their event was and if it reached the client’s goals and objectives.
Overall, an event manager is someone who is responsible for planning, organizing, and executing several types of events. Those events can be business conferences, social gatherings, fundraisers, and so on. An event manager is someone who makes sure the objectives are met and the client reaches its target audience. These five stages of event management are just the basics of what an event manager does in order to organize a successful event.