Event management planning is a well-coordinated activity that requires creativity in conceptualization, ideation, and a strategic thought process to generate a flow towards the event objectives. Therefore, an event management activity requires a robust plan that navigates the intricacies in the ideation process to provide a fantastic event. If you are to manage an event from scratch, you need to follow the following five stages of the event planning process.
Conceptualization
The first stage of the event planning process is the event concept. Without the event concept, there is no planning. An event concept provides the framework that is necessary for the ideation process. Conceptualization thus answers your more important questions like the reason for holding the event, who are the attendee’s, when, where, and what it is about? Every detail is helpful and will provide new ideas to work. The information is valuable in deciding the target audience, possible selections of locations, and appropriate time in the year as per the availability.
Finally, you will determine the theme of the event as per the event type. For example, corporate events are moderate with presentations, appreciation, and award ceremonies, while conventional functions such as marriages and other family events may require a higher tempo theme.
Budget planning
Budget planning is essential to the event. Budget specifications provide you the scope of the event management. It helps clarify the different components involved in event management exercises like venue decisions, spending on the decor, catering, technology such as live streaming of the event, live video on the premises, music, and other services that may or may not be part of the final event as the budgetary constraints. The size of the budget is the least of your concerns. However, knowing the budget beforehand is necessary to lay the foundation based on the conceptualized framework.
Coordination and team management
You can manage smaller events through personal attention and efforts. Smaller, low-key events are easy to operate and don’t require any team setup. However, large-scale events require tight organizational planning comprising teamwork. Dedicated teams handling different functional units are required to coordinate for a smooth event. Team members are oriented and provided designated roles in the event with a reporting person. As per the Eventbrite data, only 12 percent of events demand teams with ten plus members.
Most events require teams comprising only two to three members and many times just individuals. Some of the conventional event and team roles in event management are project manager, venue coordinator, catering manager, team leader, and communications personnel.
Venue finalization and scheduling
Venue finalization with a preferred date is necessary. Often events are cramped in a particular period of the year and time of the day. You are required to have enough time on hand to look for the appropriate venue that fits the conceptualization and budget. The popular time for events is December-January and the summer from August to October. If the function is indoor, time is not much of a concern. However, for an outdoor event, time and weather are critical. You must look for an appreciable match of client budget, thematic appropriation, and venue facilities for successful event planning.
Scheduling is critical to the event as you can lift the event above its budget with a smooth flow of activities and planning. You can improve the event value through accurately scheduled event stages, attendees’ arrival timing, in event activities like dance, presentations, food services, and event closure.
Event customization and other considerations
A considerable amount of the general population hosting and attending an event emphasizes the experience. As a result, you have to give more importance to the customization and make sure it is as per the client’s needs and thematic understanding. You must be careful in designing the artwork right from developing the event name as it is the first thing people attending the event notice. The first impression is the last. An impressed guest tends to enjoy the event more and hold it in high regard.
Other aspects of customization comprise decorating the event as per the event theme, use colors and logos to provide a unique touch. The event customization also includes the in-event activities. It incorporates technological elements like live streaming, event broadcast on giant screens at the venue, music, laser works, and prop management. Technology enhances the entertainment value of the celebrations comprising conventional functions. The use of advanced technology also provides an edge to corporate event sophistication.
