What is Event Organizer (EO)?

EVENT ORGANIZER

The event organizer is the term for the professional event organizer. Although it can be translated, generally the original term is still used. Or simply called EO Basically, the task of EO is to help clients (clients) to be able to hold the desired event. This could be due to limited resources or time the client has, but the use of EO services also possible with the reason that the implementation is professional so the results are better than if done alone.

An event organizer (EO), also called an event planner, is someone who coordinates all important aspects of an event or event professionally. They have tasks such as choosing the location or venue of the event, preparing the arrangement of events, designing decorations, preparing logistics, and other important details.

Event organizers or event planners usually do the following tasks:

1.           Meet with clients to understand the purpose of an event or event
2.           Plan and prepare the scope of the event, including time, venue, program arrangement, program, and costs
3.           Submit vendor offerings related to events such as photographers, decorating, catering, etc.
4.           Work with clients to select event venues and vendors that provide services
5.           Check the venue or venue to make sure it meets the client's requirements
6.           Coordinate event services such as accommodation, transportation, and catering services
7.           Negotiate with the event team or crew to coordinate all event details
8.           Monitor event activities or events to ensure events run smoothly and successfully
9.           Make an event organizer proposal offer

Whether it is weddings, conferences, exhibition events, company meetings, team building activities, outbound events, family gathering events, and other events, company event organizers or event planners work to ensure that the event's goals are well achieved. The EO or event planner coordinates every event detail from start to finish. Before the event, for example, the EO or the event planner will meet with the client to make an invitation guest list and determine the purpose of the event.

During the event or event, the event organizer will handle logistics such as providing a guest registration place, preparing audiovisual equipment, designing the venue, multimedia installation, providing lighting, arranging tables and chairs, and other logistical needs. Event organizers (EOs) or event planners also look for potential event venues or venues such as hotels, ballrooms, halls, tourist attractions, and other places. The EO or event planner will also prepare all the facilities needed by event participants such as accommodation and transportation accommodations.

After choosing an event venue or venue, the Event Organizer (EO) or event planner will arrange the event space and provide all the necessary and equipment. For example, making contracts with place providers and vendors such as catering and other equipment. The EO or event planner will also coordinate all teams or crews responsible for organizing the event or event. They also arrange speakers, entertainment programs, and other activities.

The scope of the event organizer (EO) or event planner

Event organizers (EOs) or event planners spend most of their time in the office. During events or events, they usually, work at the venue, travel to attend the events they hold, and visit various types of potential event venues to offer to their clients.

Meetings, conventions, weddings, and other events have a lot of details and demands. The EO or event planner supervises all the details and aspects of the event at the same time, arranges deadlines, and prepares a crew or team to handle all activities during the event or event. Most events or events are held within a few days depending on the size of the event. The EO or the event planner is fully responsible for ensuring that the event they organize can run well so that they can work very long, from morning to late at night.

Planning to hold an event in the near future but the Toppers are still confused about how to make the event that you organized later run smoothly? To hold a successful event, Toppers don't need to use Event Organizer (EO) services. The most important thing that determines the the success of an event is careful planning and also good teamwork. Here are at least 7 tips for holding a successful event:

• Arrange the theme and concept of the event

The theme and concept of the event are some of the main factors that determine the success of an event. An interesting and unique concept will certainly also give a distinct impression to the people involved in the event that Toppers organize. Do brainstorming ideas together with all the team members who will you involve in this event. Ask everyone to present their ideas, then vote for the selection of concept ideas for the program you will use. Thinking about the concept of the event together will certainly be more fun than having to think about yourself.

• Clear division of tasks

After finding the theme and concept of the event you want to raise, the next step you must take is to form an event committee. Divide the committee into several divisions and make sure each division has a clear job-desc. There must be no team members who experience confusion when carrying out their duties and roles. Also, make sure the assignments you give to each team member really match their interests and that they have a sense of responsibility for their assignments.

• Create a budget

When planning an event, don't forget to do budgeting so you know about the description of the operational costs you need for the event. Make a list of what you need, ranging from equipment that must be purchased to the price range of the place you want to rent to organize the activity.

Do not forget to also conduct a survey to the place where Toppers have chosen to hold the event, starting from how many seating capacities are available, whether the place is in accordance with the concept of the event that Toppers will hold to whether the location of the venue is easily accessible. Locations that are far from the city center and difficult to reach certainly become a matter of consideration whether other people will attend the event you are holding or not. Therefore, choose a strategic place and easy to reach from various locations.

• Plan a rundown of the event in advance

Many people tend to make the event rundown when it is approaching H. But that way can actually make your event a mess on D-day because of lack of preparation from each team member. So that each member of the team understands the flow of the event, make the arrangement of events from afar. With a clear rundown of the event, surely all the committee knew the direction of the event to be held and made careful preparations.

• Create a timeline

The timeline becomes very important in controlling the planning of the event, for example where the preparations have been made, whether each member has done their obligations, what is still lacking, how well the preparation is done, and so on. Make a list of what each team member must do and set deadlines. The giving of deadlines is not to pressure each team member, but to ensure that they do not delay their obligations. Do not forget to follow up on all team members, what they have done, and whether they have problems in carrying out the tasks assigned to them.

• Plan A, plan B

Planning is very mature, but just because the place doesn't allow your event to be canceled, surely you don't want that to happen? Therefore, don't forget to always prepare a few plans. So when plan A is not possible, Toppers and the team still have plan B.

The most important teamwork

The concept of an interesting event, careful planning, and strategic place will not mean anything without good teamwork. In a way, teamwork is the most decisive element in the success of an event. Therefore, make sure communication between team members goes well, lest communication causes misunderstandings that lead to division within the team.

Good communication is not only needed when planning events but also very necessary when the event takes place. Each team member must be assigned at different points and far apart.

Courtesy: Event Organizer in Lahore