Event Management: Roles, Skills, and Planning Essentials
What Do Event Managers Do?
The role of the organizer varies depending on the type of event involved.
Typical Work Activities Include:
- Researching markets to identify opportunities for events.
- Liaising with clients to find out their requirements.
- Selecting venues.
- Planning room layouts.
- Coordinating caterers, stand designers, contractors, and equipment hire.
- Organizing facilities for car parking, security, first aid, hospitality area, and the media.
- Ensuring insurance coverage.
- Preparing delegate packs and papers.
- Organizing the production of tickets, posters, catalogs, and sales brochures.
- Planning and scheduling entertainment programs.
- Agreeing to and managing a budget.
- Overseeing the dismantling of the event and clearing the venue efficiently.
- Don’t forget that there must always be a post-event evaluation!
Equipment for Your Event
The following should be on your checklist:
- Starting – Design and decoration.
- Power, audiovisual, lighting – Video or PowerPoint presentation, speakers or entertainers’ needs.
- Marquees, tents or stalls – Toilets, waste bins, and water.
- Administration – Information and lost children.
- Ambulance or first aid, security, crowd control.
- Contingency plan for wet weather, and crisis management plan.
- Include a manual and run sheets for all personnel.
- Have research and evacuation strategies in place.
- Event tool kit – Consider things like Blu Tack for posters, blank name tags, first aid kit, etc.
- Organize media releases, photographic images for press usage on television, the internet, and in print.
- Have a photographer and/or video producer at your event.
- Get letterheads and invitations printed, newsletters and emails issued, or mailbox drops.
- Ensure flyers, posters, and programs include telephone numbers and website addresses.
- Have an event manual with contact numbers of organizers, staff, and entertainers.
- Send letters to confirm details.
- Carry walkie-talkies for instant communication.
Event Organizer Job Description
Event organizers are responsible for the production of events from conception to completion.
Events Can Include:
- Exhibitions
- Festivals
- Conferences
- Promotion and product launches
- Fundraising and social events
- Trade fairs
- Concerts
- Street festivals
- Award ceremonies
- Corporate days out
What Skills Do Event Managers Need?
Event managers must be able to complete a wide range of activities, so they need:
- Good communication skills.
- Ability to deal well with people.
- Excellent organizational and planning skills.
- Ability to work well under pressure.
- Ability to ensure the smooth and efficient running of an event.
- Decision-making skills.
- Problem-solving skills.
Event Details
- Name of event:
- Venue address:
- Venue contact:
- Venue capacity:
- Number of staff:
- Date of event:
- Event manager:
- Organization:
- Address:
- Phone:
- Mobile:
- Email:
10 Steps to Plan an Event
Step 1: Identify what kind of event/activity you would like to do.
Step 2: Determine the goal/objective of the event and what you would like to accomplish.
Step 3: Define your objectives and identify the target audience.
Step 4: Decide on a date and time for the event or activity.
Step 5: Decide on a suitable venue, capacity seating, arrangements, and types of facilities to have at the event.
Step 6: Consider dealing with other organizations or people to assist/help with the execution of the event.
Step 7: Approve an event budget.
Step 8: Create an event timeline.
Step 9: Decide what equipment is necessary for the event or the activity.
Step 10: Take into consideration these special additions/items, if needed: food, music, photography, video, cleanup, media contact, transportation, accommodation.