What is an event?
Before learning event management and understanding its basics, we first need to know what an event is. An event is a planned, unusual, and extraordinary occurrence. Events can be one-time or recurring and can be organised for various purposes, such as celebration, entertainment, education, marketing, or promoting a cause. Events can be small and intimate or large and grand, with varying levels of formality and planning. They can take many forms, such as concerts, festivals, conferences, ceremonies, parties, and competitions. An event is a planned activity, and therefore it needs management.
What is Event Management?
Event Management is the process of planning, coordinating, and executing events. It involves a wide range of tasks, including setting a budget, securing a venue, coordinating vendors and suppliers, promoting the event, and managing logistics on the day of the event. Atlantis Press defines event management as the process of using business management and organisational skills to imagine, plan, and carry out social and business events.
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Who are Event Managers?
If event management is like painting a masterpiece, an event manager is the artist behind the canvas. An event manager carefully crafts each brushstroke and selects each colour and element to create a work of art that is the event. Put less poetically, event managers oversee the entire process of event management. They may work with a team of coordinators and other staff to ensure that all details are taken care of and that the event runs smoothly. An event manager requires a specific set of skills to be successful in this role. Let’s discuss it in detail.
Skills required for Event Management
Event Management is a field in demand right now. But it requires a combination of both hard and soft skills to ace this field. Some of the key skills required for event management include:
Strong organisational and project management skills - the ability to plan and execute events from beginning to end and to coordinate various tasks to make the event a success.
Strong communication and interpersonal skills: Event managers should know how to communicate effectively with a wide range of stakeholders, including the team, clients, vendors, and attendees.
Strong leadership and team management skills: Event managers should know how to lead and direct a team of employees and volunteers to deliver a successful event.
Creative problem-solving and decision-making skills: Event managers need to think on their feet and creatively solve unexpected problems.
Attention to detail - the ability to pay close attention to all aspects and the tiniest details to ensure everything runs smoothly.
Adaptability and flexibility: Event managers should be able to respond quickly and effectively to changes and unexpected challenges that may arise during the planning and execution of an event.
Strong time management skills - the ability to handle multiple tasks and priorities, and meet deadlines.
Budgeting and financial management skills: Event managers should have the basic financial knowledge to supervise budgets and take effective financial decisions.
Marketing and Public Relations: Event managers need to be able to promote and market the event to attract attendees and generate their interest.
Strong IT skills: Proficiency in computer software and technology, such as event management software, design software, and social media platforms, to plan, execute, and promote events.
Event management demands a lot of skills and effort, but the result is always a beautiful and memorable experience for all involved.
How to plan a successful event?
Planning an event can seem like a task. But with a proper procedure, it can be smooth like butter. Here are some tips for planning a successful event:
Start planning early. The more time you have, the better.
Define the purpose and goals of your event. What do you want to achieve? Who is your target audience?
Assemble a team of employees and volunteers, delegate tasks early in the process, and develop a smooth communication channel.
Set a budget and timeline. Determine how much you can afford to spend and how much time you have to plan the event. Carefully track all your expenses, and don’t exceed your budget.
Choose a venue appropriate for your event and audience type. Consider factors such as location, size, and amenities.
Plan your event schedule. Determine what activities and events will take place and in what order.
Invite attendees and promote your event. Use social media, email, and other marketing channels to spread the word and encourage people to attend.
Coordinate vendors and suppliers. This may include catering, entertainment, decorations, and other services.
Create a contingency plan. Things don’t always go as planned, so it’s necessary to have a backup plan in case something goes wrong.
Manage logistics on the day of the event. This may include setting up and tearing down equipment, coordinating transportation, and managing the flow of people.
Evaluate the success of your event. Take some time to reflect on what went well and what could have been better. Collect feedback and use this information to improve future events.
All the above tasks and their intensity can vary according to the nature and scale of an event.
Now that we know the skills of an event manager and the steps for a successful event, let’s see how these can help to build a career in event management.
Career in Event Management
A career in event management can be exciting and rewarding as you get to be creative. Building a career in event management is a step-by-step process.
Get an education: To start a career in event management, you may need to get a bachelor's degree in a related field, such as hospitality management or event management. Many universities and colleges offer specialised programs. Vivekananda Institute of Professional Studies - Technical campus (VIPS - TC), Delhi, teaches event management as part of its BA(JMC) syllabus. The Journalism and Mass Communication department of the college (VSJMC) also organises an annual media fest, Spandan.
Gain experience: Look for internships and entry-level positions in event management companies and other ventures. Volunteer to help plan events for non-profit organisations or community groups.
Build a professional network: Attend industry events and connect with industry professionals, experts, vendors and suppliers.
Develop relevant skills: Strong communication, organisational, and project management skills are essential for a career in event management. Additionally, knowledge of event planning software and social media platforms can be beneficial. You can refer to the previous section for a detailed guide on the skills required for this field.
Start your own business: Once you have the knowledge, skills, experience, and resources, you can start your own event management business.
Keep learning: Keep yourself updated with the latest trends and technologies in event management.
Strong organisational and project management skills - the ability to plan and execute events from beginning to end and to coordinate various tasks to make the event a success.
Strong communication and interpersonal skills: Event managers should know how to communicate effectively with a wide range of stakeholders, including the team, clients, vendors, and attendees.
Strong leadership and team management skills: Event managers should know how to lead and direct a team of employees and volunteers to deliver a successful event.
Creative problem-solving and decision-making skills: Event managers need to think on their feet and creatively solve unexpected problems.
Attention to detail - the ability to pay close attention to all aspects and the tiniest details to ensure everything runs smoothly.
Adaptability and flexibility: Event managers should be able to respond quickly and effectively to changes and unexpected challenges that may arise during the planning and execution of an event.
Strong time management skills - the ability to handle multiple tasks and priorities, and meet deadlines.
Budgeting and financial management skills: Event managers should have the basic financial knowledge to supervise budgets and take effective financial decisions.
Marketing and Public Relations: Event managers need to be able to promote and market the event to attract attendees and generate their interest.
Strong IT skills: Proficiency in computer software and technology, such as event management software, design software, and social media platforms, to plan, execute, and promote events.
Start planning early. The more time you have, the better.
Define the purpose and goals of your event. What do you want to achieve? Who is your target audience?
Assemble a team of employees and volunteers, delegate tasks early in the process, and develop a smooth communication channel.
Set a budget and timeline. Determine how much you can afford to spend and how much time you have to plan the event. Carefully track all your expenses, and don’t exceed your budget.
Choose a venue appropriate for your event and audience type. Consider factors such as location, size, and amenities.
Plan your event schedule. Determine what activities and events will take place and in what order.
Invite attendees and promote your event. Use social media, email, and other marketing channels to spread the word and encourage people to attend.
Coordinate vendors and suppliers. This may include catering, entertainment, decorations, and other services.
Create a contingency plan. Things don’t always go as planned, so it’s necessary to have a backup plan in case something goes wrong.
Manage logistics on the day of the event. This may include setting up and tearing down equipment, coordinating transportation, and managing the flow of people.
Evaluate the success of your event. Take some time to reflect on what went well and what could have been better. Collect feedback and use this information to improve future events.
Get an education: To start a career in event management, you may need to get a bachelor's degree in a related field, such as hospitality management or event management. Many universities and colleges offer specialised programs. Vivekananda Institute of Professional Studies - Technical campus (VIPS - TC), Delhi, teaches event management as part of its BA(JMC) syllabus. The Journalism and Mass Communication department of the college (VSJMC) also organises an annual media fest, Spandan.
Gain experience: Look for internships and entry-level positions in event management companies and other ventures. Volunteer to help plan events for non-profit organisations or community groups.
Build a professional network: Attend industry events and connect with industry professionals, experts, vendors and suppliers.
Develop relevant skills: Strong communication, organisational, and project management skills are essential for a career in event management. Additionally, knowledge of event planning software and social media platforms can be beneficial. You can refer to the previous section for a detailed guide on the skills required for this field.
Start your own business: Once you have the knowledge, skills, experience, and resources, you can start your own event management business.
Keep learning: Keep yourself updated with the latest trends and technologies in event management.
It's important to note that in addition to the above steps, you should also have a passion for the event management industry. The event management industry, being a growing industry, welcomes you with open arms if you have the right education and experience.
Event Management is a magical blend of creativity and organisation. It’s the art of bringing people together, either physically or virtually, to create unforgettable experiences. From scouting the perfect venue to curating the guest list and ensuring smoothness in the event, the event manager is the conductor of the symphony that is an event. It’s a thrilling and challenging field, but with the right skills, education, and experience, the industry embraces its pursuers with arms wide open.
In my next blog of the series, I’ll talk about how college fests are a great way to enhance your event management skills before moving on to Spandan, the annual media fest of Vivekananda Institute of Professional Studies - Technical Campus (VIPS - TC), Delhi.
So insightful 👍
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