What is Event Management

The application of project management to the creation and development of large scale events. It involves studying the brand, identifying the target audience, devising the event concept, planning the logistics, and coordinating the technical aspects before actually launching the event.
Many ‘non event types’ think that designing and producing an event is easy, isn’t it? Just find a venue, come up with a good theme, get some food and drink, book a band, and send the invites out on time.
Unfortunately, like many things that seem simple creating a successful event requires a lot of hard work and a diverse range of skills and experiences from project planning to budgets.

What does Event Management involve?

Event management involves creating and developing large-scale events which might include conferences, conventions, concerts, trade shows, festivals, and ceremonies. Event management involves identifying the target audience, formulating the event concept, planning the overall logistics of the event and conducting project management of the event as a whole. This might include managing the teams of people responsible for each function, the budget, and overseeing the execution of the event. Event managers also supervise the services of all outside vendors and professionals, which includes event planners.
Specific responsibilities of an event manager might include:

• Understanding objectives
  what is the purpose of the event? What experience do we want people to have? Planning an event is impossible without clear objectives.
• Establishing timelines
  determining what has to happen and when. Any large event involves complex time management, scheduling and coordination of other people’s activity – such as catering, digital and technological set up and venue preparation.
• Selecting a venue
  selecting a venue may seem simple but the importance of finding the right venue should not be underestimated. This involves research, contract and cost negotiation and building working relationships.
• Sourcing and managing suppliers
  every event involves a range of suppliers. From caterers to lighting, diverse suppliers need contacting, short-listing, negotiating costs with and finalising contracts. From there, efficient management of all suppliers, ensuring they fulfil their roles on time and within budget, is essential to the success of the event.
• Managing budgets
  probably second only to having clear objectives comes effective budget management. Delivering a great event is easy with unlimited funds, but great management is required to produce an event within a constrained budget.
• Marketing and communication
  it’s never a case of if you build it they will come: delivering an audience requires marketing the promise of what the event will deliver! Today this involves various channels across direct mail, social media and digital marketing.
• Managing risk
  events are complex, as having many elements contributing to an event means multiple possible points of failure. Understanding what the risks are, the likelihood of each one arising, strategies to minimise risk and developing a robust contingency plan in the event of problems is a non-negotiable task in event management.
• Thinking sustainably
  making decisions in the event planning process that consider the social and environmental impact.

This list is by no means complete. Depending on the scope of the event and the other hired professionals, the job responsibilities may vary.

Important skills for an Event Management firm

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 begins with the process of creating a vision for the event and then seeing it through to execution, which calls for both 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 and having stellar communication skills and being comfortable and personable will go a long way in developing those relationships.

What can Webrex Designing do for you?

Now that you're sold and know that the next time you need to host an event, you should hire event managers, the big question is -- where do you find one? Webrex Designing plans and manages all sorts of events - from large corporate events and promotional events to ceremonies and parties. Just let us know and we'll take care of everything your event needs.