Have you organized an event recently? I assume you have. Many of you can agree with me that it is not an easy task. The hustle and bustle of event management can give you a headache especially if you don’t have a clue what you are doing. It’s even worse if you lack resources necessary to conduct the event. Event management doesn’t have to be challenging. Actually, it can be fun if you know what you are doing and learn to adapt. Shall I go on?
Many consider event management to be a key part of any event. There has to be an event organizer to guide and oversee activities. However, the method they follow can make or break an event. Disorganization is a key problem that can lead to failure in event organization. But how can you manage your event and ensure it succeeds?
Rav Infotech offers a step-by-step approach that you can adopt in your event. This approach consists of 10 steps:
- Understanding objectives
- Establishing timelines
- Selecting venue
- Planning for catering
- Managing budgets
- Acquiring permits
- Coordinating transportation
- Selecting speakers and presenters
- Equipment and facilities
- Managing risk
I bet you have applied some of the steps above in your event management process, but you may not have implemented them as efficiently as you wanted. This may be the reason why your event wasn’t lively or guests were bored. With the above steps, you have a success-oriented method of organizing way. Let’s check how you can apply these steps in your event.
Event management tips
Understanding objectives: Each event has a goal. For example, the aim of a birthday party is to celebrate a person’s life. You have to set objectives for your party. This gives you a clear overview of how you can organize your event.
Related: Tips for better event management
Establishing timelines: Time is money. It’s a key component of event management. You don’t have a lot of time when it comes to organizing an event. As such, you have to focus on creating a detailed schedule plan for your event including all activities that will be carried out.
Selecting venue: No venue, no party. An event has to be conducted in a specific place. A wedding is conducted in a church, what about your event? It’s imperative to choose appropriate venues that align with the theme of your event and has enough space for your invited guests.
Planning for catering: This step is not applicable in all situations. In some events especially those with short duration, you don’t need to provide meals. However, if you have an event with catering needs, you should organize yourself to offer your guests a meal or a drink.
Managing budgets: You don’t have unlimited budget for your event. That’s why it is important to identify the resources you need for your event. This will give you a clear insight of the money you will spend on your event. Remember, overspending does not imply a great event. You may end up frustrated after spending too much money on an event that fails to meet your objectives. Learn more about mistakes to avoid when organizing an event in this article.
Acquiring permits: In some cases, you may have to seek permit to hold your event. Often, such cases involve events that require a public venue or involve use of materials banned by law. For example, if you are using fire crackers at your event, you may have to acquire permit from the relevant authority.
Coordinating transportation: Transport comes in handy especially if you have to bring your guests to your event. As such, you should coordinate with them and offer a means of transport which will ensure they get to your event on time. This step may not be necessary for some events.
Selecting speakers and presenters: You need an event host to deliver a speech or guide your event. Speakers make your event lively and are key in helping you achieve your event’s objectives. As such, you should consider an exemplary speaker who will not only entertain your guest but also drive point home. You an learn how an event host can make or break your article in this article.
Equipment and facilities: You need a range of equipment such as sound equipment in your event. A lively event needs music, and there’s no better way to offer such experience than hiring a sound company or a DJ to perform at your event. You should consider hiring professional sound providers to cover your event.
Managing risk: Events comes with a lot of risks. As such, it is essential to identify them and develop a contingency plan. This will ensure you have an alternative or solution in case things go wrong.
As discussed, event management is a procedural process that needs focus and attention. As an event organizer, you can’t ignore the steps mentioned above. Following the ones relevant to your event can go a long way in helping you manage events successfully.
Do you have more event management tips? Feel free to share them with us in the comments.