HOW TO BE AN EFFECTIVE MANAGER OF AN EVENT
MANAGEMENT?
Prepared By: Milan Padariya
CENTRE FOR MANAGEMENT STUDIESGANPAT UNIVERSITY
OBJECTIVETo know how event manager works in an event.
How an event will be started and ended.
To know how event earns so much glory.
To know who is behind the success of an event.
INTRODUCTION
Event management is one of the fastest and the most glamorous upcoming professions today.For success of the Event, Event Manager must be effective in work and manage the all things in Event.
For being the effective manager, He/She has some good qualities and responsibilities.
What is an Event?
An event can be described as a public assembly for the purpose of celebration, education, marketing. Events can be classified on the basis of their size, type and context.
Types of an Event
1) Social / life–cycle events
2) Education and career events3) Sports events 4) Entertainment events5) Political events6) Corporate events7) Religious events8) Fund raising/ cause related events
Top 5 Popular Corporate Events
1. Seminars and Conferences
2. Trade Shows
3. Executive Retreats and Incentive Programs
4. Golf Event
5. Appreciation Events
EVENT MANAGERThe event manager is the person who
plans and executes the event.
Site surveying
Client Service
Brief clarification
Budget drafting
Cash flow management
Supply chain identification
Scheduling
Site design
Technical design
Health & Safety
Cont…
Leadership Quality in Event
ManagerProblem Solving SkillsTeam building SkillsCool Under PressureAbility to Delegate WorkCompetenceEmpathyEnthusiasmIntegrityGood CommunicatorInspires the Shared Vision
Ten tips for Event Manager
Knowledge is powerSet the StagePrepare today, execute tomorrowTime it Right!Tools of the tradeThere is no "I" in teamwork"If anything can go wrong, it will"Safety is paramountSmileRules are not always meant to be broken
HOW TO MANAGE THE EVENT?
Management of an Event is most crucial thing in to an event management.
Event management is step wise process, each and every steps must be followed in specified manner for successful completion of an event.
An effective event manager complete these all process in very smoothly and in effective manner.
ADVANCE PLANNING (STEP 1)
Details of other competing events, which may take place at the same time Sponsorship opportunities
A marketing strategy
Insurance
Available funds
Suitable venue availability
Contact with relevant bodies
Agencies Availability of resources
TIMELINE AND SCHEDULE
(STEP 2)
Three Months Before the Event
Two Months before the Event
One Month before the Event
One Week Before the Event
Day Before/Day of the Event – Your Final Planning Tasks
MARKETING OF EVENT(STEP 3)
Engage in two-way conversation.
Make your event attention-worthy.
Welcome honest feedback.
10 Tips for better Event Marketing
Details, details, details. Sell the benefit. Provide a prominent call to action. Fees and policies. Color and theme. Photos from previous events. List sponsors. Testimonials from past attendees.Additional resources. Joining my E-mail.
PRE-EVENT PLANNING (STEP 4)
Build-up and Load-in
OperationsLoad-out and Breakdown
DECIDING WHO SHOULD BE
INVOLVED (STEP 5)
Hiring an Events management company
Professionalism in the Team
Typical Events Where a management team is Necessary
Event Staff
Event controller
Safety officer
Medical Manager
Checking of organizational tasks that have
been done
Check what has been already done and what still needs to be done
Prepare a list of priority tasks
Agreement in the organizational team
THE EVENT VENUE (STEP
6) Providing space for people
Ingress and egress
Signs, way-making and circulation
Event control facilities
Structural safety
Temporary covered accommodation
Barriers/fences
Lighting
Electrical systems
Fire prevention equipment
Environmental issues
Noise
Catering/foodsafety
Sanitary facilities
Drinking water
Litter and waste
Managing vehicular traffic
Cont…
EVENT COMMUNICATION
(STEP 7)
Public information
Managing communications
Public announcements
Training
Methods of communication
• Portable radio systems
• Internal and external telephone links
• Public address systems (preferably which allow the option of addressing different sectors collectively or separately)
• Closed circuit television systems
• Information boards and video boards
• Cellular (Mobile Phones)
• Tickets, programmers and other
MANAGING PEOPLE IN EVENT
(STEP 8)
Crowd safety
Clear directions
signage and way marking
Ease of movement
Ease of escape
MANAGING YOUR KEYNOTE
SPEAKER (STEP 9)
Before you call the Speaker: Planning
Securing a keynote speaker for your date
Preparing a keynote speaker for your event
PREPARING FOR THE
UNEXPECTED (STEP 10)Minor incident/issue
difficulties with suppliers,
the malfunction of equipment,
the resolution of crowd management issues
Major incident
fire,
A serious accident.
crowd disturbances
DOCUMENTATION (STEP 11)
Administrative work to be undertaken and documented.
Forms and checklists should be formulated to capture information.
A written document outlining the event organizer’s proposals.
POST-EVENT TASKS (STEP 12)
Communication with Partners
Report to the Public
DEAL WITH EXTERNAL
STAKEHOLDERS (STEP 13)
Police Services
Local authority
Fire authorities
Environmental health authority
Building control authority
Health authority
EVALUATE THE SUCCESS OF AN
EVENT ( STEP 14)
The standard approach
An improved approach to event evaluation: summary principles
Improving event questionnaires
Improving the environment for evaluation
Improving the response rate
IMPROVING EVENT QUESTIONNAIRES
Make the questionnaire easy to fill in.
Allow enough time
Encourage response.
Avoid barriers to completion.
Make the form easy to return.
CONCLUSION
Event Management is very important in planning and organizing the event.
For every event most and important element is it’s Event manager.
Event Management is step wise process. Once a step completed the next step should follow.
Venue selection is very confusing situation for event manager in event management.
So, the effective event manager fulfill all the requirements which needed in to the event management.
THANK YOU.
HAVE A GOOD DAY.