How to Manage an Event

Added by Havilah on July 6, 2014.
Saved under Naira-Matics

 

 

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.

 Let me JUST quickly discuss 5 steps with you now so you can have an idea before you finally come for an intensive training…(laugh out loud)

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.
2. Pick the date and time: This is one of the most important factors in your event planning. Pick a date and time no one can make and it doesn’t even matter how great an event you have planned. And pick a date and time that’s too far into the future — or coming up too soon — and your guests will either forget about it or already have plans.
  • 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.
3. Pick your venue: Now that you have an idea of what you’re doing and when you’re doing it, you can start thinking about venues and approaching potential ones with a date and things you’ll need. What kind of building do you want to host in and how will the space be managed? Are the guests to be sitting on chairs in rows, on benches or at tables, or on picnic rugs in the open? Will the weather pose a problem? Will there need to be room for dancing, speakers podium or a stage? If so, plan to ensure the event space is large enough.
  • 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.
4. Choose the number of people to invite: How many people can your budget and venue handle? Some events are strictly ticket entry or invitation only, so it is easier to plan, but many events will have latecomers, or extras such as children, partners or friends. And keep in mind that the more guests you have, the more crew you need, too.
  • 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.
5. Settle on a budget: Hopefully you have a few people you can lean on to gauge together how much money you’ll need for this event. Are you paying any staff? Renting equipment and your venue? Supplying food and drinks? Publishing pamphlets or postcards? Settle on a number that seems doable and cater your plan to it. You don’t want to wind up paying out of your own pockets for this if you don’t have to.
  • 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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