Introduction To Event Management

Event Definition

“Events can be defined as “occurrences planned to communicate particular information to end audience”- Philip Kotler.

Simply telling Events are occasions, moments and happenings that just happen or are made to happen. Marriage, Pooja, Bartabanda, Dances, Jatras, Deusi-Bhailo, Concerts, Meetings, Exhibitions these all are examples of events. If you want to know different types of events, you can check our detailed guide on Types and classification of events.

And if we plan, bring the concept, search for sponsorships, decide the venue and make the event happen then it is called event management. For example to make a concert happen we have to first think of it and lastly, we make it happen. The process in between is event management.

We need to always have a background check of people who are involved behind the event management to make it successful and error free.

Also Read: Event Planning Process

Objectives Of Events

1. Economic Benefits: One of the core aims of modern events like concerts, film festivals, and other commercial festivals and events is to gain economic benefits.
2. Social changes: Some events may aim to change the bad happenings of society.
3. Personal Relations: Generating networks and relations with different peoples of similar interests can also be major objective of some events.
4. Entertainment and Joy: Some events may focus on getting entertained and cherishing the moments.
5. Preserve and Promote Culture: Some events like cultural festivals and Jatras aim to preserve and promote one’s culture.
6. Promote Sales And Leads: Events like exhibitions are aimed at increasing leads and sales of product or services.

Advantages of Events (Pros)

1. Business Exposure: Events like exhibitions, conferences and others have potential benefits in giving exposure to one’s company.
2. Public Relations: Events concerned with organization give an extraordinary chance to arrange or broaden our system of contacts and to meet clients, associates and different experts face to face.
3. Increase Sales And Leads: Events provide exposure to business and brand this, in turn, increases the sales and leads.
4. Increase Your Stardom: Events and festivals can help you and your business stand out in the herd and increase your stardom
5. Economic Benefits: Events can work as a tool to earn money. Money can be earned through ticket sales, sponsorships, merchandising and so on.
6. Interaction with the right audience
7. Digital materials for the website and social media (Photos, Videos0
8. Adds charm to your portfolio.

Disadvantages of Events (Cons)

1. Hectic Job: Planning and carrying out an event is a long and hectic job
2. Event is affected by various external factors like climate, political situations, protests and so on.
3. There remains a chance of economic and physical loss
4. Events may bring in traffic jams, chaos and congestions
5. Locale peoples might get affected and disturbed due to events
6. Something wrong directly hampers the brand and company.

Principle of Event Management

1. Detailed Planning: There must be a strong plan to govern the event for its success.
2. Know Your Audience: Event organizers must know who their target audiences are.
3. Know something wrong may happen. Don’t take everything for guaranteed.
4. Trust but verify: Trust the co-workers, staffs and associated peoples but their work should be verified by you as an event manager or event coordinator.
5. Marketing Is Must: MArketing is necessary for the success of the event. As a manager, you should be good at marketing and know all the 9 Ps of event marketing.
6. The venue plays an important role: Without venue an event is meaningless. Also, the success of the event depends upon the right choice of venue. So, as a manager you should be cautious to choose the right venue.
7. Always carry a backup plan
8. Evaluate: Evaluate and monitor whether the event is going as per the plan or not. if not requires more effort and work.

Five C’s Of Event Planning

1. Conceptualization:
2. Costing
3. Canvasing
4. Customization
5. Carry Out

The “five C’s” of event planning are a set of key considerations that event planners should keep in mind when planning an event. The five C’s are:

Concept

The concept of an event refers to the overall theme or purpose of the event. This should be clearly defined and communicated to all stakeholders, including attendees, vendors, and sponsors.

Customer

The customer, or target audience, is a key consideration in event planning. Understanding the needs and expectations of the target audience is critical to the success of an event.

Content

The content of an event refers to the program or activities that will be offered at the event. This should be carefully planned and tailored to the interests and needs of the target audience.

Communication

Effective communication is essential to the success of any event. This includes communication with attendees, vendors, and sponsors, as well as promotion of the event to the wider community.

Cost

The cost of an event should be carefully considered and managed in order to stay within budget and achieve the desired level of profitability. This includes not only the direct costs of the event, such as venue rental and entertainment, but also indirect costs such as staff time and marketing expenses.

By considering these five C’s, event planners can ensure that their events are well-planned, successful, and meet the needs of all stakeholders.

Economic and Social Impacts of Events

Events can have both economic and social impacts on the local community in which they are held.

From an economic standpoint, events can generate significant economic activity through the spending of attendees, vendors, and sponsors. This includes spending on accommodations, transportation, food and beverage, and local goods and services. Events can also create jobs in the local area, both directly through the hiring of event staff and indirectly through the spending of attendees and vendors.

From a social standpoint, events can bring people together and create a sense of community. They can also promote cultural exchange and understanding, as well as raise awareness about important issues. Events can also have negative social impacts, such as noise and traffic congestion, and it is important for planners to consider these impacts and take steps to mitigate them.

Overall, the economic and social impacts of events can be significant and varied, and it is important for planners to carefully consider these impacts when planning an event.

Skills Required to be a Good Event Planner

Being a good event planner requires a variety of skills, including:

1. Organization: Event planners must be highly organized and able to handle multiple tasks and details simultaneously.
2. Time management: Event planners must be able to manage their time effectively in order to meet deadlines and ensure the smooth operation of events.
3. Communication: Event planners must be excellent communicators, both orally and in writing, and be able to effectively communicate with a wide range of stakeholders, including attendees, vendors, and sponsors.
4. Creativity: Event planners must be creative in order to come up with unique and engaging event concepts and activities.
5. Problem-solving: Event planners must be able to think on their feet and quickly solve problems that may arise during the planning and execution of an event.
6. Budget management: Event planners must be able to create and manage budgets, ensuring that events are financially successful and stay within budget.
7. Marketing and promotion: Event planners must be skilled in marketing and promotion in order to effectively promote events to the target audience and secure sponsorships.

Overall, being a good event planner requires a combination of technical skills and personal attributes, such as the ability to work well under pressure, adapt to changing circumstances, and provide excellent customer service.

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