An event can commonly be understood as an occurrence of an activity. An event is a celebration of the moment it can be a ritual, birthday party to satisfy one needs.
Event management includes organizing, arranging, and executing events. There are various types of event management services available including organizing exhibitions, product launches, conferences, etc.
If you want your event to be the successful thing you should keep in mind are –
1. Identify the objective of the event
The objectives should be ‘SMART’ which means- ‘s’ stands for specific, ‘m’ stands for measurable, ‘a’ stands for achievable, ‘r’ stands for realistic, ‘t’ stands for time.
- Specific – Be specific about the results you want to achieve,
- Measureable – Quantify your objectives,
- Achievable – Are you attempting too much? It shall be attainable and,
- Realistic – Do you have the resources to make the objective happen(personal, money material, time)?
Planning is an important aspect of a successful event. To plan out everything for a smooth event. We, have to plan out things what is to be done and how it will be done so that we can make our event successful. Planning can involve deciding the venues, securing quality products and services, negotiating and verifying service contracts, reviewing event bills, approving payments, and other related tasks.
These are the 5 important questions one should ask-why-is the event taking place (is there is something you want in particular the audience to get acquainted with?), when-is the event taking place,who-are people involved in it.,what exactly the event is about and, where it is happening
3. Allocation of your budget
Preparation of the budget for the event. It includes estimating the cost of production and margins on the event. The budget should include the detailed information and cost of each component of the event. The event manager should know the available funds, the estimated expenses, and the profit margin since he will have to pay not only for the goods bought (for example, birthday cakes, food, raffle prizes, venues, decorations, etc.) but also for the hired services for organizing the event.
4. Distribution of responsibilities
The responsibility should be divided among all the team members not only at the preparation stage but also at the event. Duties should be allocated to everyone, for example, someone is responsible for registration, a different person is for catering, equipment. Each and every member of the event should be responsible for their duties throughout the event which will make your event successful.
The event also usually involves obtaining Sponsorships, raising funds, and advertising. It is important to inform the target audience/guests about the event so that they will spare time from their busy schedules to participate in the event. For instance, a birthday party, perhaps an invitation before a week is sufficient but for a national conference may have to be announced months in advance and for international events for a year or 2-year before.
6. Pay attention to the service
guest attention is given to the client’s request to deliver an event that matches the requirements. This face focuses on the tastes of the client, client satisfaction in making the necessary changes in the event as per the requirements of the clients. And, the service of the client is based on the customer’s needs and marketing objectives.
7. Execution of the event
Carrying out the event as planned. This phase entails executing the entire plan. The plan is revised with respect to the client requirements, budgets limit, and external conditions before the plan are executed.
8. Get Feedback
As you’ll likely be tired and happy after the event, it might be difficult for you to provide an objective assessment of what happened. That is why you can have participants fill out an evaluation form at the end of the event or an online evaluation after they get home. They can provide you with feedback about the event, including the logistics, speakers, locations, and the work of the organizers. This information can be used to avoid mistakes in the future and to improve your events. If possible, get feedback via social media or through video at the end of the events.