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.