In every field of business, there are some terminologies that you never really understand. The term event management is self-explanatory. Essentially, event management is the process of using business management and organizational skills to envision, plan and execute social and business events.
Planning a corporate event and ensuring that you meet your objectives may be a daunting task. So, to make things easier and manageable, the technical event planning process is divided into the 5 C’s.
Let’s have a look at what each of these C’s entails.
1) Concept
Like any other activity, events are based on an ideology. In this regard, the most important component of preparation is the purpose you are organising this event.
It would be advantageous if you had a full conceptualization of the gathering in order to determine its feel and attractiveness. You will be able to reap the benefits intended by the events in this manner.
Based on the objectives, requirements, budget, brand personality, and other considerations, a clear concept should be made. Without a doubt, the concept of the events plays an important role in determining the general tone of the gathering.
Consider the following questions to help you figure out your conceptualization.
- WHY is this event being held? WHAT do you want people to think of the event? This will assist you in deciding anything from the general tone and design of the event to the venue and meal.
- WHO is the intended audience?
- WHAT would be the result? WHAT do you hope to accomplish? DO YOU want people to buy your product during the event? DO YOU want to reach a larger audience? DO YOU want your guests to contribute money to your cause?
- WHO will be present at the event?
- HOW is the budget going to be managed?
- WHEN will the event be held? This will be determined by the event’s goal, as well as the audience and venue.
- WHERE will it be held? DO YOU require a blank canvas for a conference? Or HOW about a spectacular theatre setting for a fundraising gala?
With this, the size, style, and location of the venue will be determined by the event’s purpose and tone. Don’t compromise on the details here.
Really delve into each of the above questions and take the time to comprehend all aspects of your event. So, let this be your guide, and use all resources available to you and get inspired!
2) Coordination
Once you’ve decided on a concept, you may start planning. This will most likely be one of the more time-consuming phases of the process because there will be a lot to cover.
At this phase, you will be:
- Choosing a theme for the event
- Preparing a sustainable budget with your finance team
- Creating an event planning schedule
- Searching and booking the venue
- Decide menu and book caterers
- Hiring event decorators/ Style the event with your creative team
- Sending out invitations
- Organizing entertainment/speakers/activities
- Purchasing/renting equipment
- Coordination of transportation and lodging
- Security and risk evaluations
- Plans for contingencies/emergencies
Photo by Christina Morillo from Pexels
The preceding list is by no means exhaustive. Depending on the size and scope of your event, it may be shorter or longer. But the key is that you must guarantee that all of your basics are covered throughout the coordination phase of the process.
Work your way through it step by step and don’t ignore the minor aspects that are easy to be overlooked, such as how your guests will travel to the location, how they will sign in, how they will navigate the day, and so on.
And if something goes wrong, you should have a backup plan to iron out!
If you are looking for a place to rent your equipment for the event, look no further!
Team DOREMI has over 40 years of experience in the event equipment rental industry to help you through the entire process. Our extensive selection allows you to choose the finest solutions for your event and attendance.
3) Control
At this stage, it’s all about staying in control.
In this critical and often-overlooked stage of event management, be sure to stick to your plan as much as possible.
During this stage, you’ll be dealing with last-minute changes, dealing with supplier concerns, and ensuring that everyone involved keeps on track. This is a stage with the longest period as it starts right after planning till the D-Day.
At this you’ll be:
- Going over your list again and double-checking everything
- Carrying out a practice run of the event/ rehearsal
- Coordinating transportation for vendors and equipment
- Coordinating with vendors to ensure that they know when and where to set up prior to the event
- Ensuring that you stay within your budget
- Delegating day-of responsibilities to your team
- Make sure everyone working on this is on the same page.
As much as being in control is important, sometimes you can’t be too much of a control freak in event management.
So, keep your eyes on the prize and make sure you have a clear picture of what your event will look like before you do anything else. Make it a point to ALWAYS consider the worst-case scenario so that you can stay on top of your event.
Photo by Startup Stock Photos from Pexels
4) Culmination
It’s D-Day!!!
Finally, it’s time to put all your hard labour to the test. Your job as an event manager does not end when the event begins. In reality, it has only just begun. It’s time to get the show on the road.
In the culmination phase, you’ll be:
- Keeping everything on track by coordinating with staff, suppliers, speakers, and attendees.
- Keeping a careful eye on the schedule
- Ensure that your personnel understand the flow of the programme and the circulation of people through the venue.
- Every delivery from meals to flowers to rentals is being monitored.
- Keeping track of payments and paperwork
- Ensure that everything goes off without a hitch
- Monitoring security, and ensuring everything is in place at the proper moment
As the event begins, you must ensure that the itinerary is followed at all times. If one speaker is speaking, you must ensure that the second speaker is prepared to speak. You want to make sure that the caterers are preparing the food and that it will be ready on time while the receptionists are checking in guests.
There will be last-minute alterations, so you and your team must remain vigilant. What matters the most is how well you planned for it, how effectively you execute under pressure, and how quickly this problem is reported to you when it occurs.
5) Closeout
Even when the participants leave and the lights go out, the event management has to keep going. You must review the event, determine whether it met your objectives, and make a list of the highlights and lowlights so that you may enhance your future event.
Closeout includes post-event management tasks like:
- Reporting your key performance indicators (KPIs)
- Follow-up on leads produced by the event
- Making payments and signing contracts with suppliers, speakers, and so forth
- Thank you notes are being sent to attendees, sponsors, vendors, and the event team.
- Surveys are being distributed, and feedback from participants and sponsors is gathered
- Cleaning and tidying the venue
Post-event management can assist you to understand if and how you met your event goals, and how you can harness that momentum to continue forward.
Significance of Event Management
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Provides career opportunities
Career prospects in event management include event planners, event managers, operations and logistics managers, entertainment managers, security managers, and so on.
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Possibilities for professional growth
Event planners have a lot of prospects for advancement if they continue their education and work on diverse projects to get all-around experience. Event planners/managers can become entrepreneurs with their own event management company or independent consultants with time and experience.
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Availability of more work opportunities
Event management is a profession that is expanding at a rapid pace and creating more jobs than ever before.
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Better pay packages
In comparison to many other professions, the earning potential in event management is among the best. Pay packages improve with time and experience.
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Global reach
The types of experiences provided by event management in planning and executing large-scale events on a worldwide basis are enormous. The reach is global in nature, whether it is the management of an event catering to international audiences or the execution of an event in a foreign place.
Conclusion
Finally, arranging an event is fun only when you know how to cope with the details. Hopefully, you have a good grasp of the process from conception to conclusion. All the best for your upcoming event!
And if you want to host an event, why not reach out to us at DOREMI!!
Here at DOREMI, our professional team of producers has worked with corporate giants, run government VIP protocol events, and produced intimate functions.
No matter what the size of the event is, our experience and resources enable us to give our clients the best. Our experienced team will be able to help you plan, create, design, and execute your event with excellence.
