The most critical steps in event management are those that ensure the smooth running of the event itself. Event managers must be able to plan and execute an event from start to finish, and they must be able to do so within the confines of a budget.
They must also be able to work with other stakeholders, such as venue managers, caterers, and suppliers, to ensure that all aspects of the event run smoothly.
Table of Contents
#1. Identify Goals and Objectives for an Event Management
The first step in event management is to identify the goals and objectives of the event. The goals and objectives of the event will determine the type of event that is organized.
For example, if the event’s goal is to raise awareness about a particular cause, then the event will likely be a fundraiser. If the event’s objective is to sell products or services, then the event will likely be a trade show or exhibition.
Several factors should be considered when identifying the goals and objectives of the event. These factors will help determine the type of event best suited to the organization’s needs.
- Audience: The target audience for the event will dictate the type of event that is organized. For example, if the target audience is children, the event will likely be a carnival or fair. If the target audience is adults, then the event will likely be a business conference or seminar.
- Purpose: The event’s purpose will dictate the type of activities included. For example, if the event’s purpose is to raise awareness about a particular issue, then the event will likely include speeches and workshops. If the event’s purpose is to sell products or services, then the event will likely include exhibits and demonstrations.
- Location: The location of the event will dictate the type of venue that is used. For example, if the event is to be held in a city, the venue will likely be an auditorium or conference center. If the event is to be held in a rural area, the venue will likely be a park or outdoor arena.
- Time of the Year: The time of year will dictate the type of weather experienced during the event. For example, if the event is to be held in the summer, the weather will likely be warm and sunny. If the event is to be held in the winter, the weather will likely be cold and snowy.
Once these have been established, the event manager can begin to put together a plan of action. This plan should include everything from finding a suitable venue and contracting with suppliers to advertising the event and ensuring that all necessary permits and licenses are in place.
#2. Develop a Budget for Event Management
The second step is to develop a budget. The event manager must determine how much money will be required to cover the costs of the venue, catering, supplies, and any other expenses associated with the event.
There are several ways to develop a budget effectively.
- Set an Amount Goal: This will help ensure that all expenses are accounted for and that there is enough money left over to cover any unexpected costs.
- Create a List of All the Expected Expenses: This list should include everything from the cost of the venue to the cost of refreshments. Once all the expected expenses have been accounted for, the event manager can begin looking for ways to save money.
- One way to save money is to negotiate with suppliers. Many suppliers are willing to offer discounts if they know they will get a large amount of business from the event.
- Another way to save money is to find sponsors. Sponsors can help cover the event’s costs in exchange for publicity.
- The third way to develop a budget is to set a ticket price. The ticket price should be high enough to cover all expenses but low enough to encourage people to attend the event.
#3. Create an Itinerary
The third step in event management is to create an itinerary. This should include a list of:
- All the Activities That Will Take Place During the Event: List all the activities that will take place and a schedule of when each activity will occur.
- Confirm All Attendees: Make sure that everyone who is supposed to attend the event is on the list. This includes VIPs, speakers, sponsors, and the press.
- Coordinate with All of the Suppliers: Ensure that all of the suppliers needed for the event are confirmed and that they have everything they need to provide their services. This includes caterers, florists, audio/visual providers, and transportation companies.
- Distribute a Schedule: Once everything is confirmed, the event manager should distribute a schedule to all attendees. This will help ensure that everyone knows when and where they need to be.
#4. Promote the Event
The fourth step is to promote the event. The event manager must use various marketing techniques to attract attention to the event. This may include:
- Distributing Flyers: One way to promote an event is to distribute flyers. This can be done by hand or through the mail.
- Sending Out Press Releases: Another way to promote an event is to send press releases. This is an excellent way to generate interest from the media.
- Placing Ads in Local Newspapers: Another way of promoting an event is to place ads in local newspapers. This will help reach a wider audience.
- Posting Online Ads: Another way of promoting an event is to post online ads. This can be done on various websites and social media platforms. If you running an ad agency then checkout the proven ways to grow an agency.
- Use Social Media: Utilizing social media is one of the most effective ways to promote an event. This is because it allows many people to be reached in a short time.
#5. Evaluate the Success of the Event
The fifth and final step in event management is to evaluate the event’s success. So what are some tips for proper event evaluation?
- Sit down with all the stakeholders and assess what went well and could have been done better.
- Look at the numbers. This includes looking at how many people attended the event, how much money was raised, and how many people participated in each activity.
- Conduct post-event surveys. This is a great way to gather feedback from attendees about their experiences.
- Compare the results of the event to the goals that were set. This will help determine whether or not the event successfully met its objectives.
By following these five steps, event managers can ensure that their events are successful. By planning and working with all the stakeholders, event managers can ensure that their events run smoothly and that the goals and objectives of the event are met.
Additionally, by evaluating the event’s success after it has occurred, event managers can learn from their mistakes and make changes to future events to ensure they are even more successful.