While dealing with events, you may frequently wonder whether you are planning them or managing them. Is there a clear distinction between the two?
The answer is yes. Event management is different from event planning. The former is only well executed if the latter is well managed; good event planning leads to simple and effective management.
What do you mean by Event Planning?
Let us start with event planning. Every event requires planning, whether it is a wedding, a birthday party, a corporate event, an anniversary celebration, or a conference. Event planning services include the initial budget discussion, desired dates, ideas, and theme.
Event planning begins with the early stages of idea generation and continues until the event date. It entails collaborating closely with the client to create an event reflecting their expectations and vision while meeting the event objective.
Some of the duties of event planners include but are not limited to the following:
- Selecting the theme for the event
- Selecting the venue
- Developing a budget
- Negotiating hotel contracts
- Planning a menu
- Hiring the best caterers
- Arranging the speakers
- Creating invites
- Coordinating transportation
Event planning services entail everything required to put on a fun event. This category is frequently grouped together with event management.
What do you mean by Event Management?
Every type of event has many pieces that fit together like a puzzle. While the event planner plans, coordinates, and executes the event, the event management services provider oversees the entire programme instead of a single event.
Understanding the reasons why this event is held allows event management service providers to create and manage your events while working towards your objectives and themes and exceeding expectations. The event agency specializes in creating event programmes that are creative, cost-effective, and inspiring to your guests.
Event planners are responsible for ensuring that the event runs smoothly. Event managers are involved in planning, creating, and managing various aspects of the event, as well as the teams in charge of each element.
When it comes to the magnitude and impact of events, they fall into four wide categories.
- Mega events,
- Hallmark events,
- Major events, and
- Local events
The level of participation, audience/spectators, media coverage, and the degree to which an event generates significant international demand is generally represented as determining events’ perceived scale and impact.
Objectives of Event Management
Every event must have a clear overall goal. Events necessitate a significant amount of deliberate effort and commitment. This dedication can only come from a deep conviction among all participants that the goals are worthwhile and will be beneficial in the long run.
In addition to an overall purpose, each particular incident must have its own set of objectives that will allow you to judge the event’s success.
Goals should always be SMART.
- SPECIFIC to the event and particular aspects of it
- MEASURABLE goals in numbers and quantities
- AGREED, make certain that all team members are aware of the plans.
- REALISTIC objectives are set for the team to achieve.
- TIMELINE set to achieve the established objectives
Event management services professionals’ responsibilities include, but are not limited to:
- Choosing a venue for the event
- Coordination with vendors
- Managing the workforce Creating emergency plans
- Maintaining compliance with health and safety regulations
- The event is being monitored.
- Putting on the event
- Resolving unexpected situations
What does it take to plan an event?
1. Choosing an Event Theme and Objective
This is the initial step in event preparation. Understanding what the client wants and working as intended on it is the foundation of event planning. For this, the event planner must be certain of the event’s objectives, the required budget, the entertainment to be performed, and other details.
2. Budget Planning and Allocation
Since different events have diverse demands, budget allocation is an important factor for the event. The event planner must decide on the costs of the venue, software and technology, catering and food services, transportation and logistics, and production.
3. Creating Timelines
It is critical to plan the time for each activity to take place during an event. Any hiccup in the process can cost a fortune. From the start and end times of the event to vendor delivery timelines, executing everything on time will ensure the event’s success.
4. Identifying Sponsors and Partners
The majority of events require sponsors for investment capital and promotion. For a strong association demand, proper planning is necessary to search for suitable sponsors.
What is it to manage an event?
1. Event Understanding
Raising awareness of the event’s occurrence is also critical. This can be accomplished by disseminating the message via social media and communicating it further.
2. Marketing and promotion
For a successful event, you must market the event’s worth; if it is a social event, all seats must be sold out. It is possible to accomplish this by selecting the appropriate marketing channel, developing effective registration strategies, and implementing promotional emails and SMS campaigns.
3. Operations on the Ground
The most difficult aspect of event management is on-the-ground operations. These include event planning, attendee management, food & beverage organisation, badge printing, event participation, and networking.
What do event management and event planning have in common?
The fundamental distinction among the two is that both require a specific type of person to complete the work. They should be intelligent, disciplined, detail-oriented, and possess leadership qualities. Aside from that, event planners and managers must be creative and have people skills to communicate patiently and nicely. They must work well under pressure and in any circumstances that may arise during the event.
Clients rely completely on planners and managers in both jobs; they must understand this and work accordingly. Both aim to coordinate the smallest details and make the event a success.
Overall, event planners and managers collaborate to create plans and see them through to completion.
Events can positively impact both the organizers and the host community, as well as other stakeholders such as participants, spectators, sponsors, and the media. These various groups should be considered when planning and managing events to maximize positive outcomes, which will facilitate stakeholder support.