Event management and event planning: everything you need to know

What would happen if you threw a party but no one attended? Or if too many people showed up? What if your caterer suddenly backed out, your vendors never made an appearance, your budget ballooned, and the venue was double-booked?

These are the types of situations that can cause even the most organized and professional event planners to lie awake at night. Such errors are often remembered, as well. Avoiding such disasters is easier said than done; to master the art of event management, it is necessary to understand its components and be armed with the right skills and tools.

In this article, we'll give you an overview of what event management entails, the required knowledge and expertise of an event management team, and the equipment necessary to produce an event that will exceed expectations.

What is event management?

Event management entails planning and conducting events. It is used extensively by many businesses and organizations, while the entertainment industry thrives on it. It is customary for companies to have multiple events on a quarterly or yearly basis, be it conferences, internal or external gatherings, or client dinners.

Virtual events also involve extensive preparation, making it essential for the event management team to stay within budget and the specified scope. Ultimately, most of the work and effort falls upon the event management team.

Team responsibilities for organizingan event

Depending on the magnitude of the event, event management teams might commence preparation work months, or even years, before the event. By working together with event planners, these teams craft an image of the event, chart out the steps necessary to materialize the dream, and ultimately handle the entire event. Duties that these teams may need to take on consist of, but are not restricted to:

Communication and collaboration with vendors and venues - Large-scale events might require hundreds of vendors and several different locations. On the other hand, even a humble event with a single caterer and venue can take up weeks of bargaining and paperwork.

Therefore, event management teams must handle the task of discussing and looking over bids, matching schedules, and signing contracts. This implies that team members must collate, trace, and contrast an abundance of data, from vendors' accessibility and detailed itemized prices to contact information and payment records.

Arrange transportation logistics

When organizing transportation logistics for big in-person events, event managers need to liaise with both public and private transportation systems to take care of the details like restricting parking, arranging extra parking, and providing shuttle services to and from the event.

This requires thorough research, records and communication about everything from obtaining permits and other public works related documentation to choosing pick-up and drop-off sites for shuttle services. Additionally, for smaller in-person events, it is imperative to think about parking and transportation issues - for instance, if alcoholic beverages are served during a small gathering, is it possible to offer rideshare credits for guests to go back home safely?

Implementing safety and emergency plans

It is said that a person must hope for the best and plan for the worst. Thus, savvy event managers are equipped with back-up plans A to E, which prepare them for any hindrances they may face, such as unpredictable weather and abrupt changes in the news.

As a part of this strategy, they should gather pertinent information including emergency contact information, the exact number of attendees, vendors and the like, maps that highlight all the emergency exits and so forth. On top of this, they must make sure they are able to disseminate these plans to the necessary individuals with ease and promptness.

Securing necessary permits

Event organizers must acquire a permit in order to execute their planned events successfully. This requires communication with the pertinent city authorities, submitting relevant documents, and submitting necessary payments. Furthermore, the event organizers are accountable for making sure all permit regulations are followed during the event.

Arrange vendor payments

It is not easy to come across an ideal vendor, so it is imperative that payments be remitted on time. The event management team collaborates closely with the finance department to prevent delays and ensure the maintenance of positive connections with vendors. To ensure that all of the tasks are executed efficiently, the members of the team meticulously review each and every contract associated with their vendors, collecting essential data about their favored payment modes, the payment deadlines for both deposits and balances due, and the details for whoever is accountable for payments from the vendor's side.If you want to organise event please visit out website rosewonders