Why you need an event planner?

Whether you are a private individual, a company, or a government entity, you can save precious time and employ an event management company or consultant. This will allow you to take your mind off the event itself and focus on your day to day obligations. The event management company will consult with you a number of times to learn your desires and requirements, and they will also be able to offer a number of ideas. You choose how much control you want to hand over.

Most of the time we choose to go about juggling different tasks together, and ending up comprising one thing for another. I always say you cannot be a jackal of all trades, and that’s why we need different people or other people to take care of needs we cannot take care of. You would rather sacrifice now for future gains, than pay later for compromising in one way or another.

It’s not just about having an event it’s about THE EVENT!

Event management is the act of managing or organizing events or functions occurring at a particular place and time.

Event management involves studying the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event.

Events bring people together for a common purpose and event managers or planners ensure this is fulfilled.

Event Management is a multi-million dollar industry, growing rapidly, with mega shows and events hosted regularly. The industry includes fields such as Meetings, Incentives, Conventions and Events, exhibitions, conferences and seminars as well as live music and sporting events.

Anyone interested in becoming an event planner or manager should begin the path by understanding that it is not party planning. This is the case whether you’re considering a path with social events or corporate events. The final program may appear as if the profession is about throwing great parties, but the event planning professional focuses on the rationale or goal of having an event, and whether it is achieved. If you have an appetite for challenges and would love to work in a dynamic, fast-paced environment where no two projects are ever the same, you may be well suited to a career in event management.

Clients hire event management companies or consultants to handle a specific scope of services for the given event, which at its maximum may include all creative, technical and logistical elements of the event. (Or just a subset of these, depending on the client’s needs expertise and budget).

Event managers/ planners come up with programs that address the purpose, message or impression that their organization or client is trying to communicate. The event manager is the person who plans and executes the event. Event managers and their teams are often behind-the-scenes running the event. Event managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication strategy. The event manager is an expert at the creative, technical and logistical elements that help an event succeed. It is a multi-dimensional profession.

The event manager plays a critical role in the planning, coordination and subsequent success of any event. This is a complex task as it often requires the event managers to assume the role of creative director, human resource manager, operations coordinator, trouble shooter, public relations officer, licensee, accountant, health and safety officer, and master of ceremonies.

With these multiple roles and significant responsibilities, event managers generally need help. Coordination and consultation with key stakeholders is not only advisable but essential if an event is to be safe and successful.

The success of events is often assessed against economic, social, health, and safety measures. The measurements generally include the impact the event has on patrons, event staff, police, emergency services and the community.

Event planners work long and non-traditional hours to plan and execute all details related to a particular event.

Examples of events include:

Corporate/ organizational Events: seminars, staff trainings sessions, political, conferences, press conferences, product launches/expo,sales sports day, breakfast meetings, road shows, grand opening events, Mergers, Company acquisition, trade shows, executive retreats, incentive programs, golf events, conventions, charitable events, donations, luncheons, dinners, sponsored walks or runs, end of year staff parties, team building sessions, retreats, award and other programs.

Leisure/ Special corporate hospitality: concerts, award ceremonies, film premieres, launch/release parties, fashion shows, commercial events, leisure sports, music, recreation

Cultural Events: Ceremonial, religious, arts, heritage, folklore

Theme Parties: Wine tasting party, bringing all continents night, dress down, dress up, Karaoke, Mr. and Miss University, branded event with known with a certain company, etc

Private/ Personal Events: Weddings, Baby showers, reunions, fashion shows, Birthday parties, anniversaries, bridal showers, Stag, graduation, proms, concerts, bachelor parties,

To be Successful event planners you need to develop the following skills:

• Verbal and written communications
• Organization and time management
• Project management and multi-tasking
• Technical knowledge
• Self-starter and team player
• Understand Microsoft Office applications
• Detail and deadline-oriented
• Time management/sensitive
• Calm and personable under pressure
• Negotiation , organizational, communication, problem solving skills
• Innovative, creative, inspiring, entertainer
• Budget management
• Staff management advertising, catering, logistics, decor, glamour identity, human relations, study of law and licenses, risk management,
• Marketing, advertising and public relations
• Interpersonal skills with all levels of management

To be Successful event planners you will need to develop the following knowledge:

• Venue selection
• Catering
• Production
• Entertainment
• Gifts
• Transportation
• Lodging
• Conference Services

RESPONSIBILITIES OF EVENT PLANNERS

-Selection of an appropriate venue

- Key liaison point for your clients as well as suppliers and 3rd parties such as hotels, sound engineers, caterers and talent agencies.

-In charge of logistics

-Budgeting

-Event Design

- Audio visual production

-Negotiation with different suppliers/vendors, etc

-Marketing

-Ticket sales

-Managing people

- Offering exceptional customer service.

BENEFITS OF EVENT MANAGEMENT

For Event Planners: Exciting challenges, diverse projects

Opportunity to meet celebrities and other public figures

Freebies – see your event for free

Recognition – build your reputation with every successful event

For Organizations/ individuals: market themselves by reaching out to audience at the actual events, communicate with clients or potential clients, build business relationships, generate media coverage to reach out to thousands or millions of people by inviting audience to their events, raise money or celebrate.

THE DIFFERENT STAGES OF EVENT MANAGEMENT

The early stage

• Site surveying
• Client Service
• Brief clarification
• Budget drafting
• Cash flow management
• Supply chain identification
• Procurement
• Scheduling
• Site design
• Technical design
• Health & Safety

Closer to event-later stage

• Health & Safety including crowd management,
• Logistics
• Rigging
• Sound
• Light
• Video
• Detailed scheduling
• Security

CAREER OPPORTUNITIES IN THE EVENTS MANAGEMENT SECTOR

Event Management, Event Management Consultancy, Hotel, travel and hospitality Industries, Advertising Agencies, Public Relations Firms, Corporations, News Media, Non-profit organization, Integrated Marketing & Communications, Event Budgeting and Accounting

The different software’s available in events management: Online Event Registration, Event Marketing Tool, Hotel Booking Tool, sponsorship donation forms, Travel Booking Tool, Budgeting Tool.