Comprehensive Report on Event Management Strategies

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REPORT ON EVENT MANAGEMENT

Event Management
Table of Contents
Introduction:....................................................................................................................................3
LO1: Development of the events sector providing specific examples from a range of different
categories of events (P1, P2, M1, D1 )............................................................................................3
Benefits of events :......................................................................................................................6
Limitations of events:..................................................................................................................7
LO2..................................................................................................................................................7
M2 Evaluate the quality of the design and layout in meeting client expectations and needs..........7
LO3................................................................................................................................................10
D3 Critically evaluate the management skills required in the event industry, making and
justifying recommendations to meet stakeholder requirements....................................................10
Recommendations :...................................................................................................................14
M4 Compare and contrast the security and safety.........................................................................15
Conclusion.....................................................................................................................................17
References:....................................................................................................................................18
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Introduction:
The report will offer complete and minute information about event management by providing the
segmentation of events by its nature. It will further present a presentation with speaker notes for
better understanding of the matter. The report even will discuss management skills one need to
achieve to be a successful event manager with the justifications. Lastly, it will give stress on the
most important factor for a event which is risk factors to notice while arranging an event. Thus
the report will cover all the key areas regarding event management.
LO1: Development of the events sector providing specific examples from a
range of different categories of events (P1, P2, M1, D1 )
Events can be segmented in many forms – among them, some are well known and frequent
others are less frequent. Some events are corporate events which occupy the corporate sector
more often. Like:
P1
Different type of events
Conferences:
The most popular business events where corporate sectors get in touch with everyone with their
all business plans, issues, findings, budget, etc.
Seminars:
Training for employees or managers are mostly treated as seminars and it is even treated as an
academic event. Though it has a significant difference with the traditional lecture as is not so
boring and interaction is must in these type of events (Huang et al., 2016).
Meetings:
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A general business event among the companies is referred to as to meetings where financial
along with operational strategies are discussed and decided.
Events of team building:
The event is mainly concerned with team members as the event mostly focussed on the
development and motivation of the member in a company which makes the team stronger.
Trade shows:
A crucial professional presentation is referred to as trade shows where companies used to
demonstrate and launch their new product.
Business dinners:
An event to celebrate achievements and making strong contact with prime customers generally
treated as business dinners after completing one fiscal year.
Golf events:
These sort of events generally aim to make more contact with new customers and even to
motivate their employees. Thereby the tournament is arranged for a refreshment.
Press conference:
The ultimate event for a company to promote a new product to the market to acquire the whole
market with a single effort is generally by these type of events.
Networking events:
Personal contacts or networking can be done by these sorts of events as these are very helpful to
grow networking.
Incentive travel:
This event is mostly concerned about reward or incentive to motivate the employees for better
work with an offer of relaxation. The event even talks about customer’s satisfaction to make a
stronger bond.
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Opening ceremonies:
These ceremonies are mainly happening before the annual meeting or a convention and other two
long days events.
Product launches:
The significant events are concerned about product launching as the event is most important for
any company for a fiscal year ahead. The attractive presentation thus very much needed to get
the media to cover (Lanpher et al., 2016).
Theme parties:
A fun event mostly referred to as Halloween or Casino parties with all sorts of enjoyment is
generally treated as theme parties.
VIP events:
The event is for promoting customer loyalty. These sort of events mostly organized by
professional planners to push the revenue of a company.
Trade fairs:
Its the largest open market to present a product to all in a tight budget.
Shareholder meetings:
The event of yearly meeting is completely professional with all issues of the company along with
the election for the board of directors – the most important thing for a company to proceed in the
future (Cohen et al., 2017).
Award ceremonies:
The events offer awards to the efficient and successful staff for sheer motivation along with the
retention of customers. Event managers do the job successfully and efficiently (Andersson et al.,
2019).
Incentive events:
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The events are conducted to influence the employees and to retain the customers offering much
loyalty to all.
Board meetings:
The event is to decide coming visions and strategic goals with the proper reflection of the
company to sustain the prestige of the company (Heiferman et al., 2017).
Executive retreats:
The event is arranged to show the right path to the newcomers to plan the schedule with a mere
refreshment leisure time.
Weddings:
The most celebrated event for a family in the society with all sorts of enjoyment and
commitments from brief and groom is treated as the most popular event where event managers
play a significant role to distinguish every wedding.
Birthdays:
The event is very shortly acquired by the event managers to call it as an event.
Family events:
The events offer scope for a get-together, enjoyment, and fun among the members of the family.
Benefits of events :
Benefits of events can be segmented in two ways – the benefit of corporate events and benefits
of family events.
Corporate events are the events of corporate sectors which comprise many companies to achieve
the goals. The first benefit of the events is it helps to meet the prospect along with building a
strong relationship with every one of the companies which ultimately offers better option to sell
the products or services in a larger number. As most of the events give the opportunity for face to
face contact thereby it is more powerful than 100 emails to reach to everyone. The events like
award ceremonies, incentives are very helpful to improve staff retention and it boosts the team
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spirit. By these events, staffs get motivated to the company and they willingly offer their best for
the company. It often gives room to generate more ideas which are very helpful to promote the
company further. The events often open up new ways to think out of the box (.longdom.org
2015)
The foremost Benefits of family events is strengthening lives. Except this, it helps to build self-
esteem as children of a family of many members acquire more values than the nuclear family.
These sort of events help to create a stronger bond among the members of the family. It even
offers a room for nurturing progressive attitudes. It is the best way to collect some memories
which is a way of living healthy. Gathering of closed ones even very helpful to relieve stress
(Xin et al., 2016).
Limitations of events:
Corporate events are most of the time very costly regarding its venue as most of the time these
events are arranged in some high priced places. To organize these sort of events, it requires much
effort to manage everything properly as these events are for high profile people and no mistakes
can be entertained. By mature, these events are costly therefore tight budgeting of these events
often are taken for criticism.
Sometimes, family events give the scope to the children to grow some bad habits as they enjoy
full freedom during the events. The events are time-consuming thus sometimes create a problem
for the professionals as getting involved in these events they can not be able to perform their job
role with responsibility (Capotondi et al., 2015).
LO2
M2 Evaluate the quality of the design and layout in meeting client
expectations and needs
Planning or organizing an event takes much time, effort and expenditure to make it successful. It
needed to plan for some steps.
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P3
Design of an event layout
Vision for the event:
One needs to visualize the event first before organizing it which needs certain things to
remember. Planning an event must align with the goal of the event. In other words design; a
birthday event cannot be the same as award ceremonies. The event must be planned with keeping
the fact in mind that who are the targeted customers with the number as this is a significant point
regarding planning for an organization; Like an international event must offer international food
beverages which marriage ceremony does not. The final thing is about revenue to collect by
organizing the event. An event must be planned in a way which can connect with the desired
revenue it wants to achieve.
Teamwork:
An event comprises many things which demand teamwork rather than a single involvement.
Being an event director it is the foremost thing to decide the proper team to organize the event
successfully with the efficiency of the team members.
Budgeting the event:
An event is no doubt costly to arrange it properly. For an event, manage finance is either exciting
or dullest factor as either he can be able to earn much profit or it is just a loss for him. The total
thing depends on the planning of the event. More proficiency planning will be more profitable.
The budgeting needs to be done by remembering the factors like deciding a proper venue,
facilities of modern technology like projector, microphone, etc, food beverages, marketing for
the event, entertainment arrangements for the event, and other miscellaneous expenditure for
making the event successful.
Venue and time:
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Planning an event mostly depends on deciding proper venue and time as these two things are the
prime thing for an event which acquires most of the budget. Things need to keep in mind
regarding the venue are a requirement for parking, arrangement for A/V equipment, enough
arrangement for distributing Wi-fi connection, adequate floor space, criteria for rooms, advance
booking amount the venue demands and cancellation or refund policies of the venue.
Event sponsors and partners:
Organizing an event is a big deal with adequate finance. Thus organizing an event must have
proper sponsorship along with distinguishing partners to make the event successful. The partners
or sponsors help in marketing and advertising for the events. Choosing proper partners or
sponsors need to be done by keeping some relevant points in mind. An event manager needs to
understand the marketing strategies of partners and sponsors. Proper identification that who are
efficient to take a decision is even important. Event manager needs to be very clear about the fact
that the business of them can be aligned with the vision of the event. Proper timing to choose or
ask for sponsorship as most businessmen prefer to sponsor before starting a fiscal year needs
proper attention (Gursoy et al., 2017).
Event branding:
Deciding everything stated above here it comes to go for the minute details for an event like its
name, theme, logo color scheme, etc need to be decided. With the help of the team members,
these things need to be done by promotion coordinator. It even demands the engagement of
social networking sites for better execution.
Marketing campaign:
Marketing or campaigning is the most important thing for a successful event. Now an event
manager needs to decide which strategy he will opt for a better and successful event. In other
words which method can offer the best result for the event. Marketing can be done through
social media by joining and posting in groups which go with the theme of the event. Video, blogs
can even be a good option for this (Solomon et al., 2016).
Technical resource:
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A proper event needs the support of modern technology. An event planner needs to keep this in
mind. The arrangement of registration software, A/V equipment, communication equipment,
other technologies can offer more success to the event (Yach Blackberry., 2015).
Vendors:
An event is of enjoyment and food which demands the involvement of other vendors like
catering and entertainment professionals to make the vent more attractive to the delegates.
Final preparation:
The final preparation regards all the things related to the event to be checked once again.
Checking with vendors if they are fully equipped and prepared, if the venue is ready for the
event, after equipment are already in the venue, monitoring on check-in system, a final schedule
making, arrangement of volunteers for any sort of emergency, self-confidence with right attitude
to attend the guests are need to be confirmed. Thus final preparation is most important for a
successful event as one mistake can be dangerous for the whole event which is definitely not
desirable for anyone (Shifter et al., 2015).
LO3
D3 Critically evaluate the management skills required in the event industry,
making and justifying recommendations to meet stakeholder requirements
For a successful event, efficient managers with proficient management skills are needed. Like –
D3The management skills
Organizational skills:
Event managers need to be highly organized as this is the most important skill they need to
achieve first. Many things a successful event need to have in it like budget, venue, goal, revenue,
etc which cannot be manageable without skill. Planners need to be efficient and careful enough
to recall all the minute details regarding the event. They need to manage everything consisting
before, during and post event with a positive attitude.
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Tech - savvy:
The modern era is completely technological, digital. Therefore the managers need to be tech-
savvy to opt for all the possible way outs for the event. Otherwise, they cannot be able to do
marketing for their event.
Networking – savvy:
The best planners need to be networking – savvy. The industry completely depends on the
market and people which requires a strong relationship. Thereby it demands to be much
networking savvy in the part of the event planners. They even need to share a friendly relation
with caterer, DJs, photographers, bands. Only strong networking can help to solve any issue
during the event. On the other hand, an event even helps to make networking. If the skill is not in
one he/she can grow this by practicing through Facebook or LinkedIn.
Adaptability:
Anything that is confirmed for any event is some faults to take place – Murphy’s Law and this is
very much unpredictable. Thereby the managers need to carry an attitude of keeping himself cool
and calm with thinking of ‘go with the flow’ to overcome any challenge anytime. The managers
need to have a sharp and quick thinking quality behind their cool and calm attitude to be
successful.
Primary understanding:
To be successful as an event manager one need to have a clear conception about this industry
with all sorts of events. Only a better understanding can provide one such skill which helps to
make a strong team with a cooperative attitude. Like, an event manager needs to know about the
floor plan or RFP or a primary conception about good DJs, caterers to sustain in the industry
along with a strong bond among everyone.
Creativity:
A successful event manager needs to be creative as clients’ first demand is some unique and new
ideas to attract everyone. Therefore creativity is the key factor for a successful event. An event
manager needs to come with brainstorming ideas to create an impression among all. For this, one
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can opt to see the events of renowned professional though finally creativity cannot be borrowed
or copied – it just can offer some motivation and impression. With creativity, the managers need
to remember the client’s choices to make alignment between two.
Dedication :
The most necessary skill for an event manager is the dedication to serve the customer properly.
They need to have the kind of attitude which will allow them to do anything under the specific
circumstances. They need to be proficient enough to meet any worry of the customer. Sheer
dedication of an event manager offers relief to the customer.
Interpersonal skills :
An event manager can make an event successful with his team only whereas other persons only
ensure the fact of the success of the event which means the managers need to be patient enough
to speak and lesson excepting any issue. To understand the need for a customer is the prime thing
for an event manager. The understanding needs to be followed by some planning ideas to satisfy
the customers. Thereby interpersonal skill is necessary to improve.
Flexibility :
During the planning of an event, nothing can be treated as fixed. According to the situation,
everything needs to be done in a short time. Therefore, an event manager needs to be flexible to
welcome any changes any time and can act according to the change.
Energetic :
Events are spontaneous and demanding. Thereby for a successful event, an event manager needs
to show much energy and sheer passion to satisfy the profession.
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