Event Planning–Organizing an event is similar to carrying out a project. It has a plan that is carried out by a team and has a deadline, with the event serving as the ultimate deliverable. Event management, like project management, ensures that everything comes together smoothly for your stakeholders. Find 5 steps to avoid failures when you start event planning.
Event management can range from a child’s birthday celebration to a business convention and all in between. You can do it in person, digitally, or a combination of the two. Event management will help your event flourish regardless of how you stage it.
What Exactly Is Event Planning?
The process of organizing an event is known as event management. It encompasses all aspects of the event, from the conception to the preparation, execution, and upkeep. It can even continue after the event is over if there is any post-event planning.
Event management begins with an event manager, which we’ll discuss in more detail later. They kick off the plan, deciding on details like when and where the event will take place. They’ll also create a theme, if necessary, and supervise the event to ensure everything goes as planned.
The event plan may include a number of disciplines, such as sourcing, designing, regulatory checks, and on-site management, among other things. The plan will outline everything. It should be thorough and coordinate efforts to ensure that everything runs well.
You might organize your event management with a spreadsheet, but project management software makes the task much easier. ProjectManager is a web-based application that can be easily shared. It’s an excellent collaborative tool for connecting everyone engaged in the event, from the event organiser to the vendors. Our online Gantt chart assists you in organizing jobs, linking dependent ones to avoid delays, and even establishing a baseline. This allows you to compare planned against actual effort in real time. Get started with ProjectManager for free now.
Gantt chart for Project Manager
Gantt charts in ProjectManager allow you to create, share, and amend event plans in real time.Find out more
Event Planning vs. Event Management
Before we go any further, it’s crucial to recognize that, while they are related, event management and event planning are not the same thing. The main distinction is that event planners have the vision for the event. They are also working on early plans.
Event managers, on the other hand, are in charge of the execution. They add details to the plan and ensure that it is carried out correctly.
There is, as you can see, some overlap. Depending on the size and type of event, the event manager and event planner will frequently collaborate, or one individual will serve both responsibilities.
For example, the event manager typically arranges reservations, coordinates with vendors, employs and oversees workers, and is present on-site throughout the event. The event planner picks the theme and concept, as well as the venue, meal, and any entertainment or speakers.
Event Categories
As previously said, event management may be applied to any event. You must either arrange for a child’s birthday celebration or face a probable meltdown. Professional events have the same high stakes.
People who attend events are unaware of the planning and effort that has gone into producing a memorable experience. They do, however, express their displeasure when anything goes wrong. That is not what you desire.
Let’s identify the numerous professional events because they can have a financial influence on your firm, whether you’re producing or conducting the event. A favorable experience helps to promote brands, facilitates networking, and can boost sales. A poor one might lead to consumer loss and a degraded brand reputation.
- Corporate Functions
A corporate event is organized by a firm or organization for the benefit of its employees or consumers. There may also be trade shows that bring together a large number of companies, employees, and customers. Corporate events can range from formal to casual and can be created for team building, conferences, recruiting, product launches, and other purposes. - Private Functions
A private event could be a birthday celebration or an adult-only event. When it comes to professional events, a private one might also be corporate. The distinction between this and a corporate event is that only individuals who have been invited to the private event can attend, as opposed to a public event, such as a class or workshop, which is available to the public. - Personal
An in-person event takes place in a physical space, and the attendees are physically present. Most events have been in-person throughout history, but with the introduction of the internet and the development of streaming, there are now additional possibilities, as we’ll describe below.
four. online
Virtual events are getting increasingly popular as technology makes them more convenient for attendees. They can also assist in avoiding costly travel, accommodation, and food expenses. The procedure for event management is essentially the same. Most people, however, prefer in-person communication, especially when conducting business. There are hybrid models available as well, giving everyone the option of attending in person or online.
Related: Free Excel Event Planning Template
Roles in Event Management
Event management, like any other project, is made up of several people and skill sets to guarantee the event runs smoothly. We mentioned an event manager briefly, but it’s such a vital function that it requires greater attention.
We’ll look at how an event director fits into the broader event management framework in addition to the event manager. We’ll go through each of their duties and responsibilities, as well as some of the abilities they’ll need to succeed.
Event Coordinator
The main lifting in event management is done by an event manager. They are the event organizers, as the name implies. This means they carry out the strategy and oversee the event as it unfolds to ensure everything goes as planned. As previously stated, the event manager and event planner may have slightly distinct responsibilities or may share them. We decided to look into the role of an event manager who could fill both of those roles.
Responsibilities and Role
Event managers assist in the brainstorming and implementation of event concepts. In that function, they are in charge of the event’s budget and any associated invoices. This includes negotiating contracts and sponsoring relationships with vendors. They handle logistics, keep stakeholders informed, obtain necessary permissions, and handle any post-event reporting.
Skills
An event manager should have a degree in public relations, communications, or hospitality, though project management experience is preferred. They must be excellent communicators and marketers. An event manager must be a strong leader, well-organized, and capable of multitasking. Understanding risk management and time management are crucial, as is learning how to handle a range of applications. Interpersonal abilities and dispute resolution are also advantageous.
Event Director An event director is in charge of planning and executing an event at a higher level than an event manager, who is more concerned with day-to-day operations. While the event manager can participate in ideation and planning, the event director has final say. They can work for anyone, from people to corporations, non-profit organizations, and government bodies.
Responsibilities and Role
The event director is responsible for ensuring that the event workforce is properly trained and understands their roles. To ensure a successful event, they will contact with the event team throughout the planning phase. This includes ensuring that vendors, caterers, and other service providers have been contracted and are scheduled accordingly. They monitor marketing activities and event promotions to ensure they reach the intended audience.
Skills
A degree in hospitality, event management, or a similar discipline, such as project management, is required for an event director. Hospitality management, event planning, business management, marketing, and sales classes are also beneficial. Certifications demonstrate that they are knowledgeable and qualified. Aside from that, they must have leadership, good communication skills, be well-organized, and grasp marketing and budgeting.
Event Management is aided by ProjectManager.
ProjectManager is online project management software that includes all of the functionality you’ll need to manage your event. As previously said, the Gantt chart may help you arrange your activities, whether they are small or large. However, the Gantt chart is simply one of our many project perspectives.
Use online calendars to plan your events.
Even if you organize your event on the Gantt, you may observe your activities in a calendar format by switching to the calendar view. That means you’ll be able to see start and end dates for your projects at a glance. Bring your team on board and share the plan. If they like, they can use the list view or kanban boards. Share view-only passes with suppliers to provide transparency without allowing them to make any significant changes.
The calendar view in ProjectManager
Using timesheets, you can keep track of your working hours.
Once your staff has been onboarded, you may schedule their availability using our resource management tools. When allocating work, this makes it simple to identify when they have PTO or holidays. You can then utilize our secure timesheets to expedite payments and track how long it takes them to finish their work in real time. If they fall behind, you can reallocate resources and get them back on track quickly.