Event Organizers

Here’s everything you need to know about what a successful event manager does

Event managers are responsible for organizing and executing events that bring people together. These events can range from small networking events with just a few people to large conferences that draw thousands of people over many days.

Managing events should always be a people-centric task, whatever the event’s scope. You work closely with people to ensure that people get the best from an event.

If you are a people person, read on to find out what makes event management a rewarding career. Learn the secrets to success from top professionals, the essential skills required for event managers and how they can help you.

What is event management?

Event management is a profession that focuses on managing events, from the selection of a venue to guest satisfaction.

What is the difference between an event planner and a manager?

These job titles are almost all synonymous. The only difference between these roles is how event professionals and companies define them. Some may consider event managers to be only responsible for large-scale events, or they might handle more pre-event planning tasks than event management.

What are the stages in the event management process?

Although there are five main stages to event management, each step has multiple tasks. Busy event managers manage multiple events at once and often have to be at several stages.

Stage 1: Research, goal setting and viability assessment

The first stage of event management is. This includes defining the goal of your event and evaluating its feasibility of it. This will often be obvious. The event’s overall goal is to raise funds for a new library, celebrate a company’s 20th anniversary, and roll out a brand new product.

Stage 2: Select your theme and design the event

The event managers then design the event that meets the defined objectives. Here is where you will outline your event.

  • What will happen during the event?
  • Who will speak/teach/perform?
  • What time and where is this happening?
  • How are tables, chairs, podiums, podiums and F&B laid out?
  • What are the backdrop style and other elements that will be used? (Modern, traditional, romantic, steampunk, rustic?)

Stage 3: For a successful event, focus on the details

After the event manager and his team settle on the vision, the event details can be started. This stage is the most important part of the event management process and can include the following depending on the event type:

  • Sending RFPs out to vendors and venues
  • Hire venues, vendors, speakers, and performers, and be prepared with backup options.
  • Finalizing agreements with vendors, performers, speakers, and other parties.
  • Create an event website and a custom event app.
  • Design post-event surveys.
  • Sending guest invites.
  • Create event hashtags and launch the prevent social media campaign.
  • Tracking RSVPs and event registration numbers.
  • Communications with attendees
  • Marketing and outreach for events
  • Discussions with performers and speakers about the event’s schedule.
  • Updates and walk-throughs for clients.
  • Volunteers and event staff can be trained.
  • Finalizing and designing critical event documents such as the event schedule and BOE.
  • Checking event wifi, cell service, and especially tech-heavy events.
  • Organize transportation and valet services.
  • Designing and creating signage for the event check-in process.
  • Brand merchandise and building swag bags

Stage 4: Event execution

This is the most important event for event managers! This is where all previous stages come together on the day off and create an event that guests enjoy and appreciate.

Set up can begin on the day of the event or several days before, depending on the event’s scope. Event execution entails:

  • Set up and meet the event vendor and supplier.
  • Set up tables and chairs, centerpieces and floral arrangements, buffet tables, tables, and podiums.
  • Final walkthroughs, soundchecks and technology checks.
  • Check-in for guests arriving and event checking-in.
  • Communication and guest services
  • F&B service.
  • Handling unexpected problems and emergencies
  • Ensure that performers and speakers have the information they require and can understand the cues.
  • Performances and speeches
  • Social media walls and attendee surveys.
  • Distributing swag bags
  • Managing guest exits.

 

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