How to Manage an Event
Event management is a great experience, regardless of whether it’s your own party, a corporate event, for family and friends, or weddings and other more formal affairs. It’s a tough job, but it’s very fulfilling, too.
It can make a world of difference to the people involved who will greatly appreciate your kindness and monumental efforts in organizing their birthday, anniversary, wedding or other celebration or event.
The steps below will teach you, on the peripheral, how to be a great events manager, give some suggestions to troubleshoot problems, and with careful planning, avoid them all together.
Steps
1. Your Purpose: This all seems a little too logical, but you need to get these down in permanent ink in order to know what’s the best size of venue, the right budget, the nature of presentations, amount (or type) of guests, and what strategies to employ for your specific event. So what’s your ideal outcome? What do you want to get done?
- Once you figure out what you’re doing (celebrating, fundraising, educating, selling, proposing,wedding, birthday etc.), think about why you’re doing it. Knowing your motivations can help give you focus and drive.
- Having a few objectives can also help align you in the direction you need to be going. You can’t keep trying to reach a goal that hasn’t been set! When you have #200,000 and you’re aiming for #120,000, that goal can push you through to the finish line.
- Ideally, you want to let your guests know about two weeks out. That gives them a good amount of time to not yet have plans and a good timeline for inviting them and reminding them once or twice before the time actually comes. So have your event be a few weeks into the future minimum, if you can swing it.
- It is always best to visit the site in advance and draw yourself a map of the area. This map can be used as a “battle plan” and allows you to sketch and allocate table space, service routes for food service, disabled access if required and exit routes, as well as how you will get the equipment into place. You should also mark where the power generator (if required), external equipment such a refrigerator, ice maker, barbecue or stoves (etc.) will be, as well as where power points and cables will be (which may be covered discreetly with a rug) and other safety hazards to address.
- Are legal and local government approvals required? In most instances approvals are required for a bar, but also for excessive noise, vehicle access and parking, building large enclosures such as a pavilion and other needs.
- As it can be the biggest logistical problem it’s always wise to ensure there adequate room for all people to move around at the site.
- In older establishments, they usually call the quantity of guests “pax,” so if working in a function centre and you see “Pax 150” it means 150 guests are expected.
- You may be in a situation where you can get sponsorships or donations, but most of us aren’t so lucky. If you don’t foresee any more funds coming in, it’s imperative that you cut corners when need be. Instead of having a catering team, form a BYO or a “bring-a-plate” function (catering is minimal, but you will need to provide a food table and refrigerators). Instead of hiring a photographer, go around and take photos yourself. Get creative where need be! BUT YOU HAVE TO BE VERY VERY CAREFUL when doing these yourself…lolz
Event Management is a serious and creative business anyone can do. However, before you start/venture into it, you need some trainings and internship, walking with the experts in the industry…
Till i come your way again,
Be in charge.
Havilah
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