EVENT PLANNING

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abhishreshthaa

Abhijeet S
Event Manager

The Event Manager is the person who plans and executes the event.

Work of an event manager involves

  • Conceptualizing an occasion

  • objectives of the client,

  • planning the event,

  • coordinating with different agencies

  • permission from various government authorities,

  • Visualizing the stage design,

  • Arranging performers and

  • media promoters for the event etc.

  • set goals and meet deadlines



Event Planning


What kinds of events are we talking about?

And,

What is event planning?


Process of event planning

  • Identifying the event
  • Budgeting

  • Catering

  • Venue

  • Security

  • Hiring and rentals

  • Publicity and Promotion


Identifying the event

Type of event to be planned,


Rough script of the budget, target audience, promotional campaigns, publicity, and other miscellaneous arrangements.

Five basic questions:

  • What?

  • Who?


  • When?

  • Where?

  • How?

Budgeting



CATERING


  • Now the importance of catering really depends on the kind of event.

  • While selecting a caterer check out his/her credibility from various sources ,sort out details regarding payment, mode of payment, payment dates and other useful information.

  • Get all these details in writing and get it signed from him so as to avoid any problems in future.


VENUE


Defining the target audience

After you have decided on the venue, decide on the following things also:

  • Decorations

  • Boarding/ Lodging- depending on the nature of the event

  • Lighting

  • Stage designing

  • Outside hiring and rentals for specific purposes



SECURITY

  • Whenever you are arranging an event you ensure that it is safe and secure in all ways.


  • Especially for musical concert or a film based award ceremony or such other events.


  • approach security service centres in the city. You should be informing the police in case there are any important or famous people coming.


HIRINGS AND RENTALS


  • Other professionals who will be working along with you like a photographer, decorator, videographer and a host of other people who will be helping you out with the event.

  • These are the experts who will understand what you are wanting from them and accordingly co-ordinate with you.
  • You need to co-ordinate with all these people and bring out the best in each one of them.


PUBLICITY AND PROMOTION

  • Something very peculiar or special about your event then that has to be the main thing to be highlighted.
  • Sometimes it could be an event like an award ceremony, which is to be shown on television.
  • You then have different companies making a beeline for sponsoring their respective products in due course of the programme.

  • This is the way publicity and promotions work.

  • 24 hours to 36 hours before the event

  • Check whether all invitations have been sent and responded to

  • Remind VIPs about the events


  • Re-check with the hotels


  • See the traveling schedule of outstation participants


  • Go to the venue and check whether all things are ready


  • Make a checklist of the things to be taken to the venue


  • Check whether participants kit is ready


  • Prepare minute to minute agenda for important programs


On the Day of Event

  • Arrive early to the venue

  • Make sure the organizers are wearing a distinct badge

  • Put the Welcome Banners

  • Make a beautiful reception and registration counter


  • Inform the sponsors on where to put the stalls


  • Make sure the host speaker has the schedule and resume of the chief guest ready


  • Ensure all resources (food, water etc) are sufficient, otherwise work out your contingency plan


  • Take the feedback from participants


After the Event


  • Thank the all team members, especially sponsors and volunteers.

  • Finalize and settle the accounts.

  • Deliver the receipts to sponsors and others.

  • Distribute the photos to those who require it (after developing the photos) and post the photos in your event website.

  • Evaluate the feedback forms (or feedback from your website)

  • Have a post-review meeting to perform better next time


CELEBRITY COORDINATION AND MANAGEMENT


  • There are some event management companies that double up as celebrity mangers too


  • General public tends to get attracted to any event that is supported by celebrities


  • Demand a price for making and appearance,


  • One should be ready to deal with last minute delays and cancellations on behalf of the celebrity.
 
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