Event Management is something that is quite varied in its nature but runs on three basic principles- planning, arranging and the final execution of events. It encompasses the management of both small and large scale events, from corporate events to weddings to other parties. The process involves the study of the brand, identification of target audience and then devising a perfect concept for the event and then coordinating with all the technical aspects of the planned event before its launching. In this process of event planning is a comprehensive process which also includes other aspects such as budgeting, selecting a venue apt for the event, scheduling the tasks for the team, getting the necessary permits for the show, transportation responsibilities, catering an every minute detail. Ever wondered how an event actually becomes a success? This is how! It is when a team of experienced professionals gets together, manages the entire thing without a question and executes it with utmost dedication and precision. The break down of the entire process is generally in 5 steps, also called as the 5 C’s of Event Management.
The first step in the making of a successful event, is the idea or the concept of the event. What the event is about? This gives you an overall idea of the requirements for the event, what things are necessary and what things need to be avoided.
Even a travel plan of a few kilometers cannot be a hit without proper coordination and communication between the involved people. And to talk about large scale events, coordination and proper communication is of ultimate importance. Once you have finalized on the concept of the event, the next steps include coordination, scheduling, reserving the dates and everything else. This also includes one of the important part of budgeting of the event and accounting for it.
It may seem inconvenient, the use of word Control in Event Management but it is very important, which is also often neglected. This step is to make sure that everything goes as planned. For this, you also need to be on top of everything to take care of any kind of unpredicted changes. It is only when you are ready for everything that you can make the event a success. Which in other words can also be said that, only when you are in control of every situation, that you can make the event a success.
This is the point that comes to practice on the D-Day or the day the event is to happen. It is mandatory that on the day of the event your team is on top of everything. Everyone is involved in every task and has carried out theirs with perfection. Now why to involve everyone in all tasks when they were properly distributed? It is so that when one of the things starts losing balance, the other people can easily make up for it because they have the full knowledge of it. For a short example, when the people are checking on at the receptionist, you need to make sure that the food is being ready for them, or that the other arrangements are being carried out. In short, you have to be up and about during the moment. To quote Mad-Eye Moody from Harry Potter, you need to have- “Constant Vigilance!”
Even if the event is successfully done, the work does not finish there. There is still a lot of work to be done. You need to then make sure that there are no payments pending from your side. Everyone that has been a part of this process has been paid off. You also need to analyze the glitches in the process and give your team a feedback. As an event manager you also have to ask feedback from your client and if there are any things that were askew, you need to work on that in your next project. Now that you have got a brief idea of what event management is and know the 5 C’s in the process, you are almost ready to plan your next event! Make sure you follow all the steps and your event will be nothing away from success.