“Event Management is a
professional activity of gathering and bringing together groups of people for
the purpose of celebration, education, marketing, and reunions, and is
responsible for conducting research, designing activities, planning and
carrying out coordination and supervision to realize the presence of an activity."
Thus Event Management can be defined as organizing
an activity that is managed professionally, systemically efficiently, and
effectively. Its activities range from concept (planning) to implementation to
supervision. In event management, everyone must work hard with the same vision
to produce activities that meet expectations.
Many terms of mention of event management,
including:
·
Event
Organizer (EO)
·
Production
House (PH) or production house
·
Communication
·
Agency /
service bureau
·
Implementing
Committee
·
Organizing
Committee
It is adapted to the needs of all kinds of
political and economic activities, sports events, main tourism, conferences,
exhibitions, entertainment, and carnivals carried out by explosively growing
government and non-governmental organizations. It has produced a distinctive
management features, different from the general government administration also
different from the cross-enterprise business management organization of highly
integrated management activities. Event management is a high-knowledge and
high-tech management activity. It is a high-intelligence management activity
that integrates creative planning, system operations, technology application,
and comprehensive mobilization and coordination of socioeconomic and political
resources.
The knowledge required for event management comes
from various fields and industries, including general management, integrated
marketing, corporate finance, human resources, operations, project management,
modern media, advertising, law, art, entertainment, and various application
technologies. Complex super events, such as the Olympic Games, almost reflect
the latest developments in today's major industries. Event management is a good
experience, regardless of whether the event is a private party, a company
event, for family and friends, or weddings and other formal forms. This work is
very difficult to do, but also very satisfying. You can really make a difference
for the people involved, who will appreciate your hospitality and hard efforts
to arrange a birthday party, a wedding anniversary, the wedding itself, or
other celebrations. The steps below will teach you how to become a good event
manager, provide suggestions for overcoming problems, and avoid all problems
through careful planning.
1. Determine the Goals & Targets you want to achieve
All of this seems too logical, but you do have to write it down to find the most appropriate size, the right budget, the purpose of the event, the number (or type) of guests, and what strategies should be used for your specific event. What is the ideal end result? What do you want to achieve?
· After deciding what event you
will run (celebrations, fundraising, education, sales, applications, etc.),
think about why you are doing
it. Knowing motivation can help you focus and get excited.
· Setting a few targets can also help you to aim for the right destination. You can't keep trying to reach an undetermined target! When you only have Rs. 40,000,000.00 and want to reach Rs. 50,000,000, the target amount and you will be helped to reach the finish line.
2. Choose Date & Time
These two things are the most important factors in event planning. Don't choose a date and time that will make many people unable to attend or all your event planning efforts will be in vain. In addition, avoid also determining these two elements in a distance that is too far from the present - or even too close - or guests will forget your event and have made other plans. Don't get Goldilocks syndrome when managing events!
· Ideally, notify guests during the period of two weeks in advance. This way, they have time to decide on a plan and you can remind them one or two more times before the time comes. Spread the event invitation a few weeks in advance if possible.
3. Selecting a Place
After determining the type and time of the event, think about the venue. Approach potential locations by preparing the dates and things you will need. What type of building do you want to use and how will the space be arranged? Will the guests sit on a bench in a row, an ordinary bench, given a dining table, or an outdoor picnic rug? Will weather conditions affect? Will there be room for dancing, a podium speaker, or a stage? If so, make a plan to make sure the venue you want is large enough.
· Always visit the prospective
place beforehand and draw a map. This map can be used as a "war
plan" and enables you to draw sketches and allocate table space, service
routes for food, access for people with disabilities (if needed) and building exits,
as well as how you will enter the various equipment needed. You also need
to mark the location of the electricity generator, external equipment such as
refrigerators, ice machines, meat grills or stoves, etc. In addition,
learn also the location of the socket and cable (you can cover this cable
under the carpet) and other things that might pose a safety hazard.
· Are you going to need local government permission legally? In most cases, this permission is needed to open the bar, but sometimes also for noise, vehicle access and parking, large construction such as pavilions, crowds, and other needs.
4. Determine Budget
Ideally, you have a number of
people you can count on to calculate how much money you will need for this
event. Will you pay for the staff? Rent equipment and meeting places? Supply food
and drinks? Printing flyers or postal cards? Determine the number that makes
sense and adjust the plan based on that amount. Do not let you exceed the
budget if not forced.
5. Put together a team
Arrange a service team (even if
this team contains friends and relatives or other volunteers) to handle
different relevant parts, even if you are not running events professionally and
only managing small family events. The essence of a good large-scale event
management is to organize people to lead certain areas and make sure all team
members know the big plans.
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