What You Need to Know About Event Management
Event management is the art of planning and producing events that have a significant impact on the business community and are thus required to be managed efficiently. The art of event management is quite similar to that of event planning but is more focused towards the management of big events rather than the preparation of events. Event management involves the effective management of corporate, non-profit, educational, governmental, media, and other special event activities. Event management can also be termed as event planning or event promotion.
The term event management can be used to refer to a number of diverse activities. However, the focus of this article will be on managing an event or program, as opposed to event planning. Many companies engage in some form of event management as it is a very effective way to increase brand awareness, manage expenses, promote product awareness, and build relationships. In addition, in-house project management can be quite beneficial to a company as it can help to streamline the process and cut costs. While an in-house project manager may not be able to handle every task associated with an event, a good project manager can effectively manage one or two tasks. Furthermore, it can provide valuable insight into how to better manage events in the future.
Most companies now require event planners or event managers, which is basically a part of the event management team. An event planner or event manager is responsible for: preparing the written contract; choosing the vendor(s); researching suppliers; delegating various tasks; analyzing costs; creating project plans; communicating with sponsors; and monitoring the event. When hiring a full-time event planner or event manager, look for those who have experience in your industry and a background in your specific discipline such as marketing, technology, hospitality, design, finance, or non-profit.
Some of the main duties of an event planning or event management professional include: preparing the contract; selecting vendors; researching suppliers; delegating various tasks; communicating with sponsors; and analyzing the success or failure of an event. Other duties may include: negotiating with guests; collecting fees; creating program; and supervising the organization of the event. Depending on the type of event, some event planning or event management professionals may also be involved in: managing the program; collecting payment from guests; creating a budget; and assisting in related tasks such as program delivery, vendor coordination, and data collection. Some other additional duties may include: training guests; preparing program; collecting payment from sponsors; and implementing a program based on the needs of the audience.
In most cases, an event management professional will work closely with a company’s director of marketing, technical, creative, or planning. However, some companies may use their own in-house event management team. Typically, the event manager will make the initial contact with potential customers. However, the event planner will make contacts with guests and vendors. The event manager will also handle the reservations, communication between guests, providing transportation to and from venues, handling billing, and creating a program to satisfy the needs of the event.
Some of the most common types of incident management involve sports events. Sports events involve a number of unique types of risks, such as potential injuries, public relations considerations, product safety, and legal issues. As an example, if a player is injured during a game, the event management firm would handle the medical issue and ensure that the player is compensated for any potential lost income or pain and suffering. If there are legal issues related to the event, the firm would work with attorneys and other professionals to resolve the situation.
Although it is impossible to eliminate all risks, event planners and event management teams can significantly reduce the amount of risk to businesses. To that end, many businesses prefer to hire professional event planners. The following tips can help you determine whether to hire an in-house team or an outside provider: interview or receive interviews at least three event planners. Ask them to provide written samples of their work. Ask to meet with them to discuss the experience of each planner and to discuss their strengths and weaknesses.
Remember that even the best event management companies can fail at certain events. If hiring a third party has proven to be ineffective or expensive, then it may be worthwhile to make sure that your venue is safe and comfortable enough for you and your guests to enjoy. Some businesses also choose to pay event planners a portion of their general contractor bill in order to reduce their risk and expenses. You can learn more about your venue’s suitability for your business by consulting a qualified event planner. With this knowledge and information, you will be able to hire an experienced caterer without delay.