What Does It Take to Succeed in Event Management?
Many people think of event managers as wedding or concert planners, but the field of event management involves much more than that. Guests may not notice the work of an event manager at a well-planned event, but they would notice the lack of planning at a chaotic one.
Duties of an Event Manager
At its most basic, event management is the process of using business management and organizational skills to envision, plan and execute social and business events. People who specialize in event management work with budgets, schedules, and vendors to create the best possible events for their clients.
Many companies use event management firms to coordinate their most important meetings and other events.
Event planners go by many different job titles, but the core function of their work all falls within the realm of event management. When you work in event management, you’ll be involved in planning, executing and evaluating corporate, association, nonprofit, government, and social events.
Event management requires strong organizational, budgeting and creative skills.
Planning and Managing Events
An event manager will start planning an event by meeting with the client and collecting information about the client’s vision of the event. She and the client will develop an event budget and discuss the overall concept or theme.
Once the budget is in place, the event manager will finalize the concept for the event, work to line up a location and vendors, and obtain any necessary permissions, permits, and insurance.
If speakers are required for the event, the event management team will coordinate with the client to engage them. If other extras, such as parking and transportation, are needed, the team also will arrange for those.
On the day of the event, the event management team will be on-site to run the event and handle any problems that arise. Following the event, the team will wrap up any remaining details and get feedback from the client.
Careers in Events Management
The job market for event managers is growing, with some estimates that the need for event managers will increase by one-third in the next decade.
Most people entering event management will need a bachelor’s degree. Experience in hospitality or tourism management also is helpful. A successful event manager is a true people person and has excellent organizational skills, interpersonal skills, and multitasking skills.
Event management teams often work closely with public relations teams and with hospitality professionals at event locations. Some event management professionals travel frequently to handle clients in various locations, while others focus on managing events in one geographic area.
Event Planners vs. Managers
A planner’s main responsibilities involve keeping track of time during your events, ensuring proper set up as established by the client, managing the wait staff, catering liaison, and other venue-related tasks that are pivotal to the success of the event.
Event managers, on the other hand, are there with you every step of the way. Managers orchestrate all the event details, handle vendors, create and manage budgets and timelines, assist with contract negotiations, and manage the venue selection process.
What Is Event Management?
Event management involves overseeing all logistics leading up to and during an event, whether a conference, wedding, or any organized gathering. Event managers execute the event plans by managing staff, finances, vendor relationships, and more.
In the event planning profession, the job titles are as diverse and numerous as the services offered, and it can often be difficult to differentiate one from another. It can be challenging when preparing an event planning portfolio, looking for work, or working with a client who does not have the correct understanding of your job function and responsibilities. Learn more about what event management involves and whether it’s right for you.
What Is Event Management?
Event management includes a variety of functions for executing large-scale events, which might include conferences, conventions, concerts, trade shows, festivals and ceremonies. It involves handling the overall logistics of the event, working with staff, and conducting project management of the event as a whole.
Additional duties might include managing the budget and the teams of people responsible for each function, as well as overseeing the execution of the event. Event managers also supervise the services of all outside vendors and professionals, including event planners.
How Event Management Works
Specific responsibilities of an event manager might include:
Selecting and reserving venues
Coordinating outside vendors
Engaging speakers or entertainment
Arranging for transportation and parking
Obtaining necessary permits and appropriate insurance
Compliance with health and safety standards
Developing emergency contingency plans
Crisis and situation management at the event
Designing a security plan
This list is by no means exhaustive. Depending on the scope of the event and the other hired professionals, the job responsibilities may vary. Essentially, the event manager is responsible for coordinating all logistics needed for an event.
The Role of Event Management Services
Event management firms are frequently hired to plan and execute large-scale company meetings and special events. While weddings and concerts are common events for an event management professional, sporting events, reunions, and large parties are also occasions that can benefit from event management.
Government entities, nonprofits, associations, and corporations all utilize event management companies to coordinate important events and meetings. The event management function can often be found within a corporate marketing or public relations department or as part of their special events staffing.
As with most event planning functions, event management requires excellent organizational skills to succeed. The ability to multitask and juggle many moving parts is essential and, along with that top-notch organization comes the need for efficient time-management skills.
Being able to prioritize and stay on task is what leads to a successful event. Event management requires seeing the vision for the event through to execution, which calls for persistence, creativity, and flexibility.
Because project management is a key element and involves managing not only functions but teams of people, interpersonal skills are also important. Interaction with individuals at all levels of an organization is part of the job, so being comfortable, personable, and a strong communicator will go a long way in developing those relationships.
Event Management vs. Event Planning
While very closely related, event management and event planning serve two different functions. In straightforward terms, event planners create the vision and many of the preliminary plans for an event, while managers execute the details before and during it.
That being said, event managers may also plan aspects of events, and event planners may manage certain components of the event planning process. The two work side by side, and their responsibilities may overlap. Many individuals may fulfill both roles, especially if they run their own business or work in a small event planning company. Still, the training and skills needed for each position is somewhat distinct.
Here are a few examples of some of the key differences:
Differences Between Event Planning and Coordinating
There are several loosely-defined terms in the event industry. That is, words that can be interpreted in different ways. The word “event” by itself could mean anything from a birthday party to a benefit concert. This use of different terms can lead to confusion and misunderstandings, specifically around job titles. One of the biggest areas of confusion concerns event planners vs. event coordinators.
Event Planners vs. Event Coordinators
Outside the industry, many people do not understand the difference between an event planner and an event coordinator. Generally speaking, the planner makes critical decisions regarding what, when, who, and how. An event coordinator, on the other hand, is responsible for making sure all the details are executed and that each vendor shows up on time and performs appropriately.
Responsibilities of an Event Planner
An event planner works directly with the client to determine the customer’s vision, needs, and budget. For example, if it’s a wedding, the event planner may discuss the couple’s intended tone, the level of formality, and the size of the guest list.
From there, the event planner designs an event to wow the client. They will choose a venue and type of entertainment, then work with the client to determine a menu. They focus on the big-picture items that make an event memorable.
Becoming an event planner takes years of experience. A planner carries a lot of responsibility ensuring the client is happy and designing an event that fits the customer’s needs and expectations.
Before becoming a planner, several years of working as an event coordinator is often necessary. It’s an important stepping stone to a career in events.
Responsibilities of an Event Coordinator
An event coordinator does not get involved with the design of the event, itself. Instead, they are in charge of managing the individual components to ensure the event goes smoothly.
Once the planner has determined the vision for the event, the coordinator assists the planner in making that a reality. They may look at vendors, organize delivery dates, and handle logistical tasks.
Larger organizations may have two coordinators for every planner, while smaller operations might only have one coordinator who serves the needs of all executive decision-makers. Either way, there is typically a direct line of supervision over the coordinator position. That doesn’t mean event coordinators have it easy. Most of them have the difficult task of organizing everything on-site with only a few hours before the event begins. This, of course, is when most problems occur, which is why a good coordinator is focused, organized, and resourceful.
This is a great position for those looking to start a career in event planning. Working as a coordinator gives you a strong foundation to move on to an event planner role later in your career. A strong coordinator is worth their weight in gold to any planner, and job security (if you’re good at your job) is virtually guaranteed.
To break into a career in event coordination, getting an internship or volunteering with a non-profit to help them plan their fundraising events can be advantageous. You’ll get hands-on experience in coordinating a real event and build your professional network at the same time.
Courtesy: Corporate Party Venues in Lahore
