Managing an Event: Roles, Responsibilities, and Skills

MANAGING AN EVENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
The tasks and procedures to be completed in organizing and setting up an event......................3
Formats for skills audit collection................................................................................................5
Investigation of current legal requirements for events organization...........................................8
CONCLUSION................................................................................................................................9
REFERENCES................................................................................................................................1

INTRODUCTION
Event management involves various activities that are undertaken by manager in order to
initiate various events, such as huge trade-shows, , conferences, festivals, concerts, ceremonies,
etc. It includes handling of numerous activities and functions such as working with staff,
planning and organising resources so that event can be made successful and guest can be
delivered better services (Gold, Zacks and Flores, 2017). Additional duties of event managers
includes management of budget and people responsible for varieties of function along with the
execution management of the event.
Handling budgeting and logistics, liaising or negotiating with vendors, updating senior
management, etc. (Parent and Ruetsch, 2020). are few roles and responsibilities that are
necessary to be an event manager along with some important skills such as flexibility, listening
power, organization skill, communication, problem solving, etc.
This report will highlight the concept of event management along with the roles,
responsibilities, skills and procedures required to become an efficient event manager. Apart from
this, the study will also emphasize on the current legal requirements for event organization.
MAIN BODY
The tasks and procedures to be completed in organizing and setting up an event
When it comes to arranging a successful event, prior preparation is key element. It has
been analysed that effective and experienced event organizers often start planning around four to
six months prior to the event but it is not necessary for each and every event manager (Augusto,
2018). It is completely upon the company and managers working output. However, the steps that
has to be included and no event manager afford to skip to ensure the successful completion of
event are:
 Evaluate about the intention of event: Taking time to think about the purpose of event
which describes what an event manager want to achieve and who they want to attract
towards their event will help to keep focused on the big picture throughout the
preparation of the event.
 Setting an event monetary fund: Event budget is a critical step during the planning
stage after setting of standard objectives that wants to be achieved through conducting
event. A budget is the document that contained detailed related to actual financial

resources that company will require in future to organize event and bear all necessary
expense for better outcome.
 Decide the day and venue: It is most important stage to decide day and venue for the
event as it requires the efficient time of the year best suited for the event and then start
reaching out to expected venues. This decision taken by the event managers after taking
into consideration about the ideas of the organizer, audience interests, etc.
 Believe the content of event: This step includes the drafting of event schedule. Whether
it is a conference with limited number of employees or a party function with a lot of
guests, each and every event requires accounting for every minute of event highlights.
Event highlights also helps the event organizer to stay focused on what are the
requirements of organizer and arrangements need to me prepared on the basis of them
only.
 Talk to suppliers and speakers: Research of third party suppliers are very much
essential in order to make sure about all the arrangements. From DJ's to decorators every
thing needs to be well planned and well organized. Overall event success is relies on
finding great people to work with (Kubler and et.al., 2017). The speakers are also
similarly important in any event because ultimately they are the ones who represent the
whole event in front of guests.
 Approach sponsors if required: Prepare a list of sponsors if required for conducting the
event. The sponsors might be companies who have partnered with similar kind of events
in the near past. It is a give and take process in which an event organizer have to decide
what are the requirements from sponsors and what they can offer in exchange for their
support.
 Promote the event: Next step is to take actions according to promoting the event in
order to adopt various event promotional activities. Guerrilla tactics, early bird offers are
some of the most common ways to create a buzz regarding any event in the market space.
 Come up with alternative plans: Though nobody wants to think negative about any
function or event but apart from this it is the reality that we all have to decide a back up
plan in order to avoid any mishandling or chaos at the time of event or function.
 Check all the requirements of the event: Reconfirm about the arrangements that has
been done or prepared before the event originally started (Van der Wal, 2017). It is