Discuss about the Event Management Process and Preparing.
Event management is a complex practice that involves the process of preparing, coordinating, organizing and getting in order people, events, teams and all the resources required to accomplish a task. All businesses require professional, hard working and experienced event managers to ensure their business meetings and events take place as scheduled and accomplish their objectives. Event management has a set of challenges, opportunities and benefits that are not usually visible in the daily fanfare witnessed during these events. It is necessary to explain that majority of the event organizers spend sleepless nights thinking and making preparations to enable the events become successful and useful (Mizker, 2015). Event management starts from when an organizer is informed of the event and continues until when the event has ended and stock taken to evaluate whether it has achieved its objectives or failed to do so. Being an event manager is a challenging profession since it involves integrating the available resources to meet the needs of various stakeholders. Event managers have to ensure that their events meet the expectations of the different audiences who attend them. A successful event has to appeal to all the stakeholders who sacrifice their time to attend it and meet majority of their expectations. Ina addition, the event should provide and guarantee the safety of every individual who attends while limiting the negative and disastrous impacts of the event on the environment. In addition, the event organizer should ensure the budget meets the demands of the business and also is conducted within the stipulated time (Wright, 2013). The recent trend in both the social and corporate worlds has seen event management become full-time professions and generates a lot of income for organizers. Effective and professional event management skills involve excellent designing, communication, planning, marketing and creativity. It is necessary for the event manager to be exposed to various global and current issues to ensure the event puts into consideration majority of the needs of stakeholders. This paper uses case examples to describe how an effective event management can be conducted.
Event management is a complex profession that requires proper planning, communication, coordination and evaluation. Professional event managers help organizations to plan successful events. The nature and size of an event determines the aspects that will be considered in preparing for them. Spatial, functional and operational considerations have to be given maximum attention for an event to be successful. Small, medium and international conferences and events require different levels of preparation depending with the duration, number of attendants, location, distance and available resources.
Small conferences that take very few weeks and involve a few people are usually organized by companies themselves. However, the complexity of the event may require the need for professional event organizers to be involved. In this case, a business has to hire and pay experts to do the event whether it is conducted within or outside the organization. The size of an event is usually defined by the number of participants and the duration it will take. For instance, an event involving one thousand people and taking place within a day is a major event while one involving 10 people and taking place during the same time is a small event (Allen, 2008). A three day company conference is a small event that does not require a huge budget since it takes place within or outside an organization and might require very few external organizers. First, the issue of space has to be considered and the number of people to participate noted. Company, church and school halls can be used since they can accommodate about 100 people depending with their sizes. This event is small and might not create a lot of inconveniences to neighbors or other stakeholders. The event organizer can talk to the relevant authorities and the facility be offered for free or at a very small fee.
Other important aspects have to be put into consideration once the venue has been identified. For instance, it is necessary for the organizer to study how the invited guests and host will navigate and locate the venue. Not all church or school halls are known by everyone and even those known might not be easily accessible. Knowing the navigation route will enable the event organizer to ensure that the roads are passable and that there will be no traffic snarl-up or inconveniences. The event organizer shoals discuss with the local authorities on how to manage traffic to ensure the attendees and the public are not inconvenienced.
A One-Week Conference (Medium-Sized Conference)
Sometimes, an organization may see it necessary to sponsor its employees for a week training depending with the amount of information and learning that will be offered. It is not usually common for employees to be out of their places of work for a whole week but sometimes this becomes necessary based on the perceived benefits of the conference. A week-long conference is medium and requires more sophisticated planning compared to a few-days conference (Allen, 2008). The event manager should know the exact starting and ending times of the event. In addition, it is also important that they contact security firms to take care of the visitors’ vehicles and other property. Organizing week-long events is not an easy task and the organizers should sit and discuss the various aspects involved and make relevant consultations with the sponsors before the event day arrives.
International Conferences
International conferences usually involve a lot of high profile attendants. This means that the organizers should get all their work organized in time and if possible work with the host government for the event to be successful. The conference cannot take one day and even if it takes such a short time there is the need for accommodation plans to be in place. Pele cannot travel to other countries and go back to their homes the dame evening. In addition, security measure should also be put in place to ensure the safety of both locale and visitors is not compromised (Wright, 2013). The need for tour guides to help visitors locate the venue and other places like accommodation facilities will help the visitors to find it easy during their stay and attendance. International events are complex and there is the need for organizers to take adequate time and prepare for them.
A Three-Day Conference
The main functional requirements of a small conference include constant communication between event organizers and attendants. This communication involves clarifying the agenda of the meeting, giving directions, schedules and other simple aspects that will ensure the meeting is successful (Ferdinand, & Kitchin, 2016). Ina addition, the event organizers have to consider the needs of the attendants and communicate with them to avoid disappointments during the last minute. This conference may seem slam but lack of preparedness might create a huge disappointment.
A One-Week Conference (Medium-Sized Conference)
The functional requirements of this conference are more complex and longer than those of a two-day conference. The event organizers should consider the full-board needs of the attendants, communicate constantly with them and give regular updates regarding the preparation. In addition, the attendants should be informed of any issues that might be changed before or during the meeting. Issues like attendants’ own security and accommodation arrangements should also be communicated to ensure they are prepared.
International Conferences
The international conferences have very sophisticated, longer and expensive functional requirements. First, the organizers should plan the contents of the conference and communicate them in advance to the attendants. These events are very expensive and this means that the organizers should market them extensively to get supporters and sponsors. The host government should also be adequately involved and represented to ensure security measures are put in place. Ina addition it is necessary to involve the locals in some arrangements so that they can also feel their presence and contributions have been acknowledged.
A Three-Day Conference
The attendees should be given a guide that shows the location and entrance of the venue. In addition, there should be a proper layout that describes how the venue looks like and where each individual should seat (Ferdinand, & Kitchin, 2016). Seats for special guests should also be marked to ensure there are no inconveniences and embarrassments. The event organizers should ensure the room has adequate space for all individuals that have been invited. Some conferences take too long and this means that the attendants will be served drinks or even food.
Middle-Size
The number of people expected to attend the meeting should also be known so that the organizers can make prior arrangements to get their needs taken care of. The venue where the event will take place should be oven consideration since the attendants will spend more than a day there. The place should have a conducive environment just like the home and office atmosphere. Most of the attendants will be spending the night and day in the venue and this means that the organizers should make accommodation plans. However, for individuals who commuting to the conference there is no need for accommodation arrangements. It is necessary for the event organizers to work with transport service providers and hotels where boarding facilities are offered (Mizker, 2015).
International Conference
It is necessary to explain that taking too long hours in travelling to other countries makes guests to arrive late and feel tired and this might affect the outcome of the event. The event organizers should consider whether the foods and drinks will be served by waiters and waitresses or there will be self-service. Ina addition, the position of the accommodation, transport and security services within the event compound should be clearly marked. The organizers should also consider the partaking space for attendants and make security arrangements to ensure all vehicles are safe. The organizers should also consider whether there is the need for translators since not all nationals speak English or French.
Conclusion
Event management is an exciting but also a challenging profession. Professional event managers and organizers understand the needs of each event based on its size and nature. The spatial considerations should involve choosing a venue that has adequate space to host the conference and also for the visitors to locate it easily. The functional requirements involve choosing a venue, agenda and approach that will ensure the meeting achieves its objectives. This involves achieving the purpose and goals of the meeting. The operational considerations involve aspects like monitoring the conduciveness of the environment, systems, program and other resources and materials used in a conference. All these should reflect and meet the objectives set by the organizers and the attendants expectations.
References
Allen, J. (2008). Event Planning: The Ultimate Guide To Successfull Meetings,Corporate Events,Fundraising Galas,Conferences,Conventions,Incentives and Other Special Events.
Mizker, R. (2015). Miziker’s Complete Event Planner’s Handbook: Tips,Terminology,and Techniques for Success.
Wright, D. (2013). We’ve Got to Start Meeting Like This!: Creating inspiring meetings,conferences,and events.
Ferdinand, N., & Kitchin, J. (2016). Events Management: An International Approach.
Wagen, L. V. (2014). Event Management.
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