When project management know-how is applied to the creation and development of an event of all sizes such as meetings, conferences, conventions, festivals, concerts, tradeshows, exhibitions, or roadshows, the cumulative tasks or operations involved in putting up the whole enchilada is called Event Management.
It includes studying the brand, adding value to the brand by identifying the target audience and devising the concept as per the target audience, planning and scheduling the logistics, and finally coordinating the technical aspect together before actually launching the event.
Event management consists of two facets: Event Planning and Event Manager. Event planning is planning and coordinating an event that involves an array of activities like budgeting, venue selection, acquiring permits, transportation, lodging, parking, A/V, speaker arrangement, decor, security, catering, and third-party vendor coordination. An Event Manager is a person who executes the plan and takes care of the whole technical, creative, and logistical aspects of the event that includes brand building, marketing, and communication, event design, logistics, budgeting, and client services.
Some of the factors to be taken into consideration while managing an event are:
- Define Objectives: Event planning is incomplete without having a clear objective as to what is the whole purpose of the event, and what are we trying to achieve from it?
- Establishing Timelines: Any event involves complex time management in terms of scheduling, and coordination of activities such as catering, technical setup, and venue preparation.
- Site Selection: Selecting a venue seems simple but choosing the right venue as per the event type involves proper planning, research, and costing.
- Supplier Management: It is essential for the success of an event that all the suppliers involved ensuring they fulfill their tasks on time and within the set budget.
- Budget Management: Delivering a large-scale event is easy with unlimited funds, but delivering the same with a constrained budget involves effective budget management.
- Marketing /Communication: Marketing and communication is the core part of event management which involves direct mail, social media, and digital marketing.
- Risk Management: Risk management involves understanding and identifying the risk, risk mitigation, and developing a robust contingency plan.