Event management is the methodical method of forming, developing, managing, and holding large-scale events, including trade shows, conferences, award ceremonies, and business meets.
A successful event involves multiple steps and is a meticulous process of organizing everything efficiently. If you are efficient or skilled enough to complete the process, you will surely organize a remarkable event in every aspect. It is the event management process that makes or breaks an event.
However, if you fail to do so, you will ruin the event’s charm. If you do not have event management skills, it is vital to hire an event management company that knows how to go when it comes to event management.
In this blog, we are discussing what event management is and what it involves to organize an event successfully.
What Is Event Management?
Before digging deep into “what is the process of event management?” it is vital to understand what event management is.
To put it simply, it is the planning, coordination, and execution of an event. It covers everything from arranging speakers to stage designing and sending post-event surveys. People often confuse it with event planning, a key component of overall event management.
Why Is Event Management Vital?
Event management matters a lot in making an event a success. Despite the good venue selection, speakers, and arrangement of entertainment, if you fail to the basic aspects such as budgeting, logistics, and supervision, you are vulnerable to facing multiple unforeseen challenges such as;
- Over spendings
- Being understaffed
- Complicated catering and gifting logistics
- Unexpected technological issues
- Bad weather or venue problems
- Last-minute speaker cancellations.
To avoid such issues during the event, having the support of professional event managers always proves beneficial. They go systematically that benefit in effective management of the event aspects.
What is The Event Management Process?
The event management process is the systematic way of managing, organizing, and executing an event. It involves 6 main steps that are listed below;
Event Management Process – Step 1: Communication
The first step in event management is communication. This is an extremely important aspect of any event and will be the foundation for your success as an event manager.
Communication is not only about talking but also listening to what people have to say so that you can understand their needs and concerns. Once you know what those needs and concerns are, it becomes easier for you to create an effective communication strategy for your event or campaign.
Communication should begin before anything else happens and before any planning begins for an upcoming event. It is important because, without effective communication between all parties involved with this project, from volunteers to sponsors, there won’t be much hope for success when executing the event effectively.
Event Management Process – Step 2: Planning
After identifying the target audience, you need to plan your event. This means that you have to create a detailed schedule of all activities and events. This process is called planning, and it can be done in many different ways, depending on the type of event you are organizing.
Planning is important because it allows us to know what needs to happen at each step along our journey towards achieving our goals:
- It helps us identify who will attend our event or not attend; this information is used by organizers when deciding which types of tickets they should sell, e.g., general admission vs VIP seating.
- It helps us determine how much time each activity will take, so there are no delays between activities being finished & people leaving them.
Event Management Process – Step 3: Design
Design is the process of creating a plan for your event. It is about coming up with a vision for what your event will be and then making sure that all the elements of it are in harmony with each other.
This is also where you will decide who should be involved in designing your event, from planning meetings to finalizing contracts and ensuring everything works out as planned. Designing an event can seem like an overwhelming task at first, but once you know how it works, it really does become easy.
Event Management Process – Step 4: Budget
The other essential step of the event management process is budgeting. This is a plan for how much money you will spend on an event. The budget contains all the expenses related to your events, such as food and drinks, ticket costs, entertainment, etc.
This step is so important because it allows you to ensure that there are enough funds available before the big day comes. It also provides you an idea of what kind of budget each part of the event requires so that everyone involved knows what they will need before starting work on anything else.
Event Management Process – Step 5: Logistics
Logistics is the course of planning and executing the movement of people, materials, and information from one location to another. It is a key part of event management because it involves all elements of an event, from venue selection to catering options, and ensures that everything runs smoothly once an event starts. It includes everything from purchasing equipment to hiring security guards.
The logistics department works with other departments within your organization to coordinate events to maximize profits while minimizing risk. They also work with suppliers like caterers or entertainment companies. So, they can understand what will best suit your needs and budget before making any purchases yourself.
Event Management Process – Step 6: Execution
Execution is the process of putting together all the steps in the event management process. It is the most important step, and it’s also where you can see whether your team has done well or not.
Here are a few aspects to think about when evaluating execution:
• Did we have enough people on site? If not, how did they get there?
• Were they able to give accurate directions to visitors and attendees alike?
• Did we provide enough signage throughout our space so that guests had no trouble finding their way around?
Execution goes hand-in-hand with planning because it’s all about ensuring everything goes smoothly, and smoothly means timely.
Conclusion
The event management process is well-defined and can help you organize better events. You can use the tips discussed above to improve your organizational skills and ensure everything goes according to plan.
Frequently Asked Questions
What Are the Major Types of Event Management?
There are 7 major types of event management such as;
1. Corporate event management
2. Trade shows management
3. Fundraising and charity event management
4. Personal events and parties’ management
5. Award ceremonies management
6. Festival management
7. Wedding planning and management
What Is the First Deliverable of the Event Management Process?
Event planning is the very first deliverable of the event management process. After the discussion with the clients, event managers are required to provide them with a comprehensive event plan for further proceedings.
Why Should I Hire an Event Management Company?
An event management company holds highly skilled and professional staff equipped with state-of-the-art equipment that is essential for making an event successful. Hiring them will benefit you in avoiding unnecessary costs and possible troubles during the event procession.
Which Is the Most Challenging Phase of The Event Management Process?
Budget management is the most challenging phase in the event management process. It requires you to take care of each detail and allocate the available money accordingly to manage the event within the given budget.
