Fun of Event Management

The fun of events management.

I have been working with events for almost a decade now. The fun of handling one is really unpredictable.

In events you have all the means to have fun. First, you are not working from 9 to 5. You have a very flexible time and schedule. You will meet a lot of people with same interest as you and people who will be interested in what you do. Meeting these people means creating a bigger network everyday.

In events, you have the privilege to be the first to try, to be the first to attempt, and be the first to succeed. In events, you have the fun of travelling from one place to another, depending on where your event will be. The most fun of all is that you are being paid to do all these.

There are also a lot of difficulties in handling an event. But the obstacles are all worth the try when you reach your goal and when you see all things are falling into places.

At the end of the day, you have achieved something worthwhile to have done.

This is the fun of doing events management.

What is EVENT MANAGEMENT?

Event management is the application of the management practice of project management to the creation and development of festivities or events.
SOURCE: http://en.wikipedia.org/wiki/Event_management

Event Management involves the following:

  • Analyzing and studying the details of the brand or concept
  • Identifying the target audience or guest lists
  • Developing the event concept
  • Planning the logistics
  • Studying the Financial matters
  • Coordinating the technical aspects

before actually executing the modalities of the proposed event.

The recent growth of festivals and events as a big industry around the world means that the management can no longer be ad hoc.

Big events and festivals, have a large impact on their communities and, in some cases, the whole country.

The industry now includes events of all sizes from the sporting events like the Olympics and Asean Games; International Beauty Pageants like the Miss Universe, Miss World and Miss International; International or local corporate events and product launching down to a breakfast meeting for ten business people.

Every industy, charity, sociaty and group will hold events of some type/size in order to market themselves, raise money or celebrate.


Photo Credits: Above: Ms Universe 2008, Left: Sanyo Phils Corporate Event





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Event Management as an Effecient Marketing Tool


Recently, Event management is considered to be one of the most effective and strategic marketing techniques and it is a powerful communication tools by companies from all over the world, of all sizes.

From simple product sampling, product launches, product endorsing to press conferences.

Any companies create promotional events to help them communicate with clients, potential clients or the target market.

PHOTO CREDITS: Sanyo Power Moves Launch at Sofitel Hotel, Manila, Philippines


They use different mediums to target their audience one of which is using the news media, hoping to generate media coverage which will reach thousands or millions of people or target audience. They can also invite their audience to their events and reach them at the actual event.

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Services Offered by an Event Management Company

Event management teams, companies and organizations offer a variety of services / areas including:
  • Corporate events (product launches, press conferences, corporate meetings and conferences),
  • Marketing programs (road shows, grand opening events),
  • Fashion Events or Beauty Pageants,
  • Special Functions or Private Events like wedding, birthdays, baptismal, anniversaries,
  • Other Special events like concerts, award ceremonies, film premieres, launch/release parties, commercial events, Alumni Homecoming, JS Prom, School Events and Many Others...
Clients hire event management companies to handle a specific scope of services for the given event, which at its maximum may include all creative, technical and logistical elements of the event. (Or just a subset of these, depending on the client's needs, expertise and budget).

PHOTO CREDITS: Ms. Maita Martinez (Fatima Soriano's My Offering Concert - Meralco Theater, Pasig City, Philippines)

There are several setup for events management services:
  • Full-Service or Coordination
  • Partial Service or Coordination
  • Day Itself Service or Coordination
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Event Specialist or The Event Manager

The Event Manager or Event Specialist is the person who heads the planning and executions of the event.

Event Managers and their production team are often behind-the-scenes running the event.

Event Managers may also be involved in more than just the planning and execution of the event, but also brand building, marketing and communication strategy.

The Event Manager should be an expert at the creative side, technical and logistical elements that help an event succeed.

The workloads include:

  • Event or set designing
  • Audio, Lights and Visual production
  • Directing (over-all)
  • Scriptwriting
  • Logistics
  • Budget Planning
  • Negotiations and Purchasing
  • Client service
  • and other added tasks, depending on the event

It is a multi-tasking jow or a multi-dimensional profession.

The Event Manager may become involved at the early initiation stages of the event. If the Event Manager has budget responsibilities at this early stage they maybe termed as an Event or Production Executive.

The early preparation or stages of event management include:

  • Ocular or site surveying
  • Client Calls or Service
  • Brief clarification
  • Budget planning or drafting
  • Cash flow management
  • Supplier/Supply chain identificiation
  • Purchasing/Procurement
  • Time management/Scheduling
  • Set or Site design
  • Technical design
  • Security, Crowd management Health & Safety
  • and other fields (depending on the event)

An Event Manager who becomes involved closer to the event will often have a more limited brief.

PHOTO: Event Management Team of International School Manila - Alumni Homecoming Bash (Philippines)

The key details to be given importance closer to the event are:

  • Security
  • Health & Safety including crowd management Logistics
  • Rigging
  • Set design and construction (ambiance)
  • Stage design and construction
  • Sound, Light and Video
  • Detailed scheduling or Time Table management
EVENT MANAGEMENT WEBSITE

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Event Managent as a budding industry

Event Management can now be considered as a multi-million dollar industry, it is growing rapidly, from the numerous international mega shows and special events hosted regularly. Actually, until this moment, there is still no formalized research conducted to assess the growth of this industry.

Advertising campaigns are now focusing on events instead of the traditional promotions on tv, prints and radios.

The Events Industry includes:

  • Corporate Meetings
  • Political Meetings / Gatherings
  • Sales and Promotions
  • Conventions and Exhibitions
  • Conferences and Seminars
  • Live Musical Events
  • Socio-Cultural Events
  • Fashion Events
  • Sporting Events
  • Personal Events
The logistics side of the industry is paid less than the sales/sponsorship side, though some may say that these are two different industries.

It is considered to date that Event Industry is becoming a more popular medium of advertising in tapping the target market for a particular brand/product or issues.

More and more Event Management groups are doubling their efforts in getting new concepts to be at par.

SOURCE: http://en.wikipedia.org/wiki/Event_management


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Events Management and Technology

TECHNOLOGY partnering with Events Management

Software companies are now servicing event planners with a complete solution including software.

This includes:
  • Online Event Registration
  • Event Marketing Tool
  • Hotel Booking Tool
  • Travel Booking Tool
  • Budgeting Tool
  • Logistics
  • Time Table Management
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Categories of Events

Events can be classified into 4 Categories
(this is based on their purpose and objective)

1. Leisure events
- Sporting events (international to local competitions)
- Musical (concerts, paraliturgical, dance, variety shows)
- Recreations

2. Socio - Cultural events
- Ceremonial (opening of an event, festivities, etc)
- Religious (fiestas or festivals, religious gatherings, etc)
- Art (Art exhibitions, socio-cultural activities, etc)
- Heritage (traditions, etc)
- Folklore

3. Private or Personal events
- Weddings (grand wedding, civil wedding, church wedding,
other non traditional weddings)
- Birthdays (1st birthdays to old or adult parties)
- Anniversaries (wedding anniversaries, group anniversaries, death anniversaries, etc)
- Baptismal (also confirmations, offering and thanksgiving)
- Others (victory parties, blowouts, surprise parties, stag, baby shower, etc)

4. Organizational events
- Commercial (company launch, company annivesaries)
- Political (rallies, special gatherings, campaigns, announcements, etc)
- Charitable (fund-raising campaigns and activities, etc)
- Sales (Sales Events, introducing or giving special promotions, etc)
- Product launch (Product sampling, launching, product endorsing, etc)
- Academic or school activities (Prom, Alumni Homecoming, School days, etc)

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