What are the 5 most important principles of event management?
April 23, 2021
Event management is one of the most creative careers available today. Apart from being highly creative, it also requires a lot of organizing skills, planning, and manpower skills.
The following blog tries to unravel the 5 most important principles based on which any event management works.
- Ideation and visualization
The first step for planning a successful event is the event concept. Think about what the event will be held for.
Once you have figured out the ‘why’ you want to figure out who the event is targeted to. You want to find your target audience who will enjoy and benefit the most from your event. This will help you determine the ‘what’ of the event. Hire the Best Event Management Services in Kolkata.
- Drawing closer synergies with all stakeholders
A definitive plan needs to be followed up with complete coordination between all the stakeholders of the event.
This will include coming up with a theme or general idea for the event. Once you find a theme, you will have a better idea of the venue, decorations (if appropriate), and any additional needs for the event – whether it is hiring a speaker, using audio/visual equipment, etc.
You need to make sure you reserve the date(s) and venue much in advance. Make sure you have flexibility with the date(s) and venue if you aren’t able to find the perfect time and location at first. Once these are confirmed, you can start advertising the event to your potential attendees.
You also want to sit down with an accountant to decide the event budget. Make sure to check with the accountant that no one is exceeding their budget.
- Taking control of the event
This is one of the most overlooked and often neglected stages of event management. This is best managed if you do a run-through of the event.
You want to make sure everything is on track. Show up to the venue and see if there is ample space for all of the confirmed attendees. You also need to see if there is ample space for the catering company to lay out the food.
You also want to be on top of everything and plan for possible changes. For example, if a speaker were to cancel, do you have an alternate speaker? If the caterers have an issue, have you prepared a list of other options?
- The culmination of all energies for the ‘D’day
This is the ‘D-Day’ so to speak. This is when the event takes place. On this day, you and your team need to be on top of everything.
You want to develop an itinerary for everyone involved with the event. You want to make sure that the team has access to the venue before the event begins – so that you can set up and possibly ‘rehearse’ the event before it begins. All the top event organizers in Kolkata follow these steps.
- Successfully closing out the event
Once the event successfully ends, there is still work to be done. You want to make sure that all payments and termination of contracts with the vendors, caterers, speakers, etc. are completed.
You also want to give feedback to your team. If they did a great job, let them know. If there were any issues, make sure they are addressed right away so that they can do a better job for your next event. Make sure you also ask them for feedback on how you fared as an event manager.