There may come a time when managing an event falls on your shoulders. Though it may be daunting, preparation and organization are the keys to success. Event management requires a keen sense of attention to detail. With events making a return more than ever since the pandemic subsided, ensuring your event is well-run will help ensure it stands out from the crowd. What makes an event successful? A successful event has many things in common: effective marketing, healthy attendance, plenty of discussion on the internet, and more. Learn more below about event management and how to bring an event to life.
What is Event Management All About?
Event management refers to planning and managing events for social or business purposes. They could be industry conferences, training seminars, business conventions, trade shows, parties, and so on. From small parties to large-scale events with thousands of attendees, there are many aspects of events that require attention, good organization, and direction to ensure they unfold smoothly and successfully.
What is an Event Manager?
For an event to run smoothly, most organizations will assign one or more people as event managers responsible for managing the whole process – everything from planning and running the event, down to post-event activities. The role can come under different names, for example, Event Coordinator, Meeting Planner or Head of Events. While challenging, it can also be a rewarding experience for the right person suited to the role. The role of an event manager differs from that of an event planner, who mainly works on the pre-planning aspect of organizing an event. While event managers participate in the planning process, they are also on the ground during an event to provide oversight, resolve issues that inevitably arise, reduce potential risks, and be involved in the cleanup afterward.
Event Manager Job Description
An event manager has numerous responsibilities: creating a team and liaising with sales and marketing teams within your organization; researching the venue and finding suppliers and contractors to ensure the event is stocked with everything it will need; supporting clients; and managing logistics before and on the day, such as managing staff, assigning duties, as well as coordinating with the suppliers and vendors working at the event. An event manager is responsible for the safety of all participants and ensuring compliance with legal guidelines and local and venue health and safety standards. Event managers may also create contingency plans in case of emergencies and unexpected situations, such as inclement weather or staffing issues.
What is Successful Event Management?
The following KPIs are often used to determine how successful an event was. Matching or surpassing your target number of tickets sold and the number of attendees or those checked in would be a clear sign of success. Attendance is not everything, however. Feedback in post-event surveys and on social media paints a picture of how attendees felt about the event. The more positive, the better. Sponsor satisfaction surveys also help provide insight into the opinions of those with a business stake in the event. On the financial side, having an event that covers the costs and makes a profit certainly contributes to the likelihood that the event will happen again. Finally, if the event promoted a brand or product, an increase in sales of that brand or product demonstrates that the event contributed to greater awareness among consumers.
8 Event Management Tips
Event management is an opportunity to apply a variety of skill sets and bring out the best in people. While challenging, it is ultimately rewarding. The following eight tips will put you in good stead.
Research and Plan Early
Start planning as early as possible. Once you receive the go-ahead to organize the event, make a head start on the research and planning, determining what will be required, and deciding how to approach each obstacle that will come your way.
Assign Responsibilities
Managing takes a lot of work – a good team around you makes for the best results. Assign responsibilities to the most suitable members.
Always Have a Backup Plan
Plans may change due to unforeseen circumstances. Create backup plans in case the situation you initially had in mind does not come to fruition.
Stay Flexible – Plans Always Require Evolution
Having sights set on a particular path to the desired result may not be best for you. From location to the form the event will take, keep an open mind to ensure that the event is the best it can be, no matter the circumstances.
Create a Shared Document for the Team
Create a manual to share among everyone involved to ensure that information relevant to planning and managing the event is a source of reference. Shared access also allows other members to find flaws within the plans as they stand at any given moment.
Do a Run-Through Beforehand
A run-through before the main event will help you iron out any problems. Get the team together for a mental dress rehearsal from the setting up to the final follow-up. Such rehearsals serve as the perfect opportunity to discover what can be improved and to confirm what works well.
Use the Internet to your Advantage
The internet is great at spreading the word about your event and creating a presence. Design event pages on social media such as Facebook and Twitter and use custom hashtags for people to tag your event before, during, and after the event.
Follow-up After the Event
The work does not end upon the conclusion of an event. Take advantage of the momentum from the event by emailing attendees and showcasing the event online through social media and other platforms.
Future Trends in Event Management
Events are constantly evolving to keep up with changing circumstances and technology. Experts predict the following to become more established in the near future.
Environmentally Sustainable Events
The events industry is working to be more sustainable and to reduce its environmental footprint. Such endeavors include reducing paper waste, eliminating single-use plastics, proposing carbon offset packages, and offering virtual/hybrid event options.
Managing Staff Shortages
Staff shortages remain a concern even since the pandemic has eased worldwide. However, technology has reduced the need for personnel by replacing administrative work once performed by people, allowing event managers to focus on delivering the best event experience possible. Organizers are now looking into retaining quality staff with improved benefits packages and career opportunities to avoid staff shortages.
Changing Consumer Expectations and Technology
The rise of digital technologies in our daily lives has also led event venues to adapt, such as through e-tickets, contactless payments, and “in-app” mobile purchases.
AR / VR and Live Streaming
With virtual and hybrid event setups growing over the past few years, don’t be surprised to see more AR/VR technology utilized to bring greater interactivity for attendees. The growth in live streaming allows people who cannot physically attend an event to nevertheless become part of it.
Generating New Revenue Streams
Drops in revenue during the pandemic have led some venues and higher educational facilities to repurpose their spaces by turning them into bookable rooms available to the public. The greater availability of unique spaces can help with creating new ideas and experiences for your next big event.
Summary
Event management is a job that requires a diverse set of skills but can be a rewarding experience. The success or failure of the event hinges on the efforts of the people responsible for its management. However, being responsible for such an undertaking is something that can bring out the best in people.
From event planning to management, you can count on JTB’s experienced staff to help you plan and manage your event. Contact JTB for more information and discover how we can assist you in creating a successful event.
Please feel free to contact us at https://www.jtbusa.com/meetings-events/contact-us or by clicking the button below.
