X stages of the event management process?

Here's a very basic but thought-provoking question that was asked all the time, what is event management?

In the simplest terms, event management is the process of designing and producing events, that vary from venues to destination to purposes. Examples of such events include meetings, conventions, trade shows, fundraisers, team-building events, weddings, anniversaries, birthdays events,  and the term management, which is basically applying necessary skills in all kinds of business to accomplish or achieve desired goals and objectives of the event.

When we combine these two we come to the definition of event management. which can be exactly defined as a process of creatively applying necessary and professional skills in organizing or casting an event for a target audience to achieve the desired objective, please note the important keywords here which are creatively professional skills, The term management could be defined as organizing a focused and target audience to achieve the desired objective is a lot like directing a live theatrical performance with the event manager as the director, 

the key elements of event management include the followings:

1.understanding objectives -

2. establishing timelines 

3. selecting a venue 

4. planning for catering 

5. managing budgets

6. acquiring permits 

7. coordinating transportation 

8. selecting speakers and presenters 

9. arranging for equipment and facilities 

10. and finally managing risk and developing contingency plans

Successful event management is both a skill and an art it involves

choreographing people and activities in order to create a spectacular show that leaves memories for generations.

The same process includes a long list of points that should be marked as important and should be undertaken by you while you are all set to get started with an event and its management.

SOME POINTS TO REMEMBER:

Planning an event can be stressful and the perfect solution to reducing stress is a complete checklist that helps you make sure that nothing falls through the cracks. Here's a basic event checklist of the top 10 things that must be considered for managing any event.

1. event goals what are the three to five goals that your client wishes to achieve getting these defined early on can provide clarity even before you start the planning process 

2. event budget what is the overall budget and how is it broken down by specific cost items 

3. your team who are the key members of your team and what role will each one of them play 

4. event venue what venue is perfect for your event and does it meet your schedule and cost targets 

5. event program what is the agenda for the event and are all the topics covered 

6. catering how will food and beverage be managed at the event 

7. entertainment what are the entertainment needs for the event and which team member will leave this for.

8. guest invitations how will invitations he designed and delivered to the event fests 

9. event wrapup when teardowns happen and who will manage this. 

10. event feedback and how will you collect retrospective feedback at end of the event to review what worked well and what didn't So, let's learn about the key features of event management,

Purpose, objectives, and process of event management which are parts of Event organizer services the purpose of which is to manage your designated events throughout their life cycle the activities are to detect events make sense of them and determine that the appropriate control action is coordinated by the event management process.

Objectives of the event management process are to detect all changes of state that have significance for the management of a CI or IT Service, determine the appropriate control actions or events and ensure these are communicated to the appropriate functions and provide the means to compare actual operating performance and behavior against design standards.

The Event organizer services provide a basis for service assurance and reporting while Improving the scope of event management applies to all aspects of service management that require control. It includes configuration items example updating of a file server or environmental conditions example fire and smoke detection software license monitoring

1 - Is to listen to your clients;

In the industry of event planning, your customer is the one who pays you for the event, any kind of event which they organize be it at home or at any designated place, so as an event planner, it is your task to understand the needs, goals of your clients(for a specific event) and execute the work as per their thoughts but by adding your creativity to it. As an event planner, they look up to you as an expert who will outline their ideas of an imaginable event. So, you make sure to understand them thoroughly and can picture their image of thoughts in your mind.You can consult Tour Operators if you want your event at a destination suiting your imagination and ideas.

2 - Think for your guests;

Now once you heard the ideas of your clients and fully understood their goals and now you too have a picture of your client’s imagination in your brain the next step is to know the audience, so that you can plan an event that has your guest remarking at the end. Ask yourself a handful of things as you work out over it.

Who is your guest at the event?

Think about the demographic of the room and everything including their age and color and even the type of music they would appreciate listening to

Really try to understand, who in the room is going to experience your event

The next thing you would want to ask yourself is 

What brings them to this event?

Why are they there? Is this an optional event or is it mandatory? Are they excited, Or perhaps a little bit nervous about it?

Is this a repeating event or my guests would be experiencing it the very first time?

By asking yourself all these questions you would narrow down towards the priorities which you should focus on, for the particular kind of event, adjusting the Food and Catering services by keeping in mind the favorite dishes of your guests, delivering the finest of your services so as to maintain a rapport and also to make the event memorable and special for them, which they will rejoice for the rest of their life. 

And the last question which you would want to ask yourself is What you want your customers to take away from this event? How would you want your guests to feel at the end of the event?

You want your guests to feel excited, energized, happy, and inspired, or what else if not that? When you fully entertain your guests you know this is a certal part of your event, it's the place where you connect the audiences with your creation, the event and that is where the picture is brought to life.

And then ask yourself, that have I ever been to an event that felt like, is specially created for me? What was that like? Did I enjoy it? Which part did I like to entertain myself again with?

That's what you as an event planner or working for or with an Event organizer services have to have in mind, before executing your plans, an event where people would experience the warmth and think as if they are cared for and thought for while organizing the beautiful evening(event) and in short this is where the remarking by your guests would come into play, their feelings would set the stage for you, the next time as you head an event.

3 - Know the difference between an event and an experience;

One of the greatest things that you can do for your guests, your clients, and honestly yourself is the plan and produce and experience not just an event,

One thing I would like to mention is an event is something you attend

And an experience is something you undergo and which rather stays longer in your memory than any ordinary “event like things”

As an event planner, you don't want to leave an imprint where people walk in with the same feeling and walk out keeping the same, instead, you want to create an experience for people to feel impacted and they take away with the exchange and better feelings about the time which they would spend at the event with their friends and family member and their laughs and drinks together because of the event that you created, now listening to your clients and keeping in mind their thoughts about the events and asking yourself all the above-listed questions will leave a lasting impression of you in front of them.

These handful of tips are handy for you to leave a remarkable imprint on the minds of your clients about the wonderful experience that you just gave them.

4 - Follow a checklist;

As an event planner, you have got thousands of details running through your mind, and you don't know how to operate without forgetting th reformer and keeping only one detail in mind, so what should you do?

Well in this case you need to prepare a checklist, to maintain the list of important things which you have to take notice of when the time comes.

For everything that you plan and organize you need to have a checklist to follow through, to make sure that you don't skip a beat, while you are induced in your work thoroughly.

Event organizer services are practiced agencies with a vision to assist folks and organizations to live and lead at a better level of event management services. Events and leadership are at the heartbeat and are the complete vision they set to pursue. They tend to aim to eliminate the boring events and through that way try to bring together different minds with tips, best practices, and resources. within the event arena, and provide consulting, planning, hosting, and production. And hence tend to conjointly facilitate groups to improve culture and grow in leadership skills.

Precautions to take:

While taking -off with a mind-blowing idea of an event there are some must take precautions which one should undergo in order to soar in the particular business, and what are they?

Here is a pretty simple and tailored list that you should know about;

Served food;

The served food should be properly checked before served on a plate,

If you appoint Food and Catering Services for the prime purpose of food and related tasks then you should request a proper list of healthy ingredients which would be mixed in order to prepare the food for your guests at the event.

It is better to hire a catering service as they are professionals and have undergone a great deal of experience in their work, and especially in the time of covid, you can't risk it at all.

Proper sanitation;

Proper sanitation should be taken care of no matter the environment, be it an event or any program the first thing that comes to mind of your guests is proper sanitation of the place where settings are done, be it a cocktail, barbeque, or any other event. Sanitation should be the prior job of your service.

Place or venue;

The center of attraction in your event becomes the place where you organize it, for this comes handy the services of  Tour Operators where the event management takes on the whole planning that goes in an event the latter would decide which place or tourist destination would go handy with the planning of your destined place for the event, be it a palace, a hotel or a set which would become the center of attraction of the place, the place does place an important part even if it is a small event.