An event can run from small meetings and large-scale guest gatherings to conferences with over thousands of attendees. The task of managing an event is never easy and could not be played by a single person. Regardless of the event scope, a good event plan developed using event management strategies is always the most important element to start your event.
Moreover, event management is always an interesting topic to begin with. As the name suggests, event management defines the different processes involved in managing an event while overseeing all logistics leading up to a successful event plan execution. The role of managing the event plan is played by the event manager who will also organize the staff, budget, finances, etc. An event organizer has to ensure that people participating in a given event receive the most out of it while the event holder is able to achieve their event objectives and goals.
In this article, we will look into what event management is, the five phases of event management, what skills an event manager should have, and what to look for in an event organizer and servicer provider for event management in Singapore.
What exactly is event management?
Event management is involved in the profession of project management that is focused on each and every aspect of planning and managing an event from choosing the right location to fulfilling the event objectives while reaching guest satisfaction.
In simpler terms, event management is like a bowl of salad. It contains a variety of different procedures and functions for executing events of different scales, similar to that of having a variety of vegetables and fruits in a bowl of salad. Thus, this is like a study of how to handle the overall logistics of an event, how to work with the staff, and how to conduct the event project plan. Some of the other procedures included in event management are budget management, human resource management (allocating teams to perform different responsibilities), and overseeing and supervising the event execution plan.
How does event management work?
Event management does not have a specific order or a list of procedures to be followed. It all depends on the type of event, the size of the event, and the objectives on which the event is held. Some of the responsibilities fulfilled by an event manager include:
● Selecting a venue
● Coordinating outside service providers (food, beverages, etc.)
● Arranging entertainment
● Event planning according to compliance with health and safety standards
● Create an emergency contingency plan
● Situation management plan
● Implementing a security plan
● Supervising and monitoring the event
The number of responsibilities fulfilled by the event manager varies depending on the event’s scope, and the number of other service providers and professionals hired. However, it is the event manager’s job to coordinate all event logistics to execute a successful event planner.
What skills does an event manager need?
The most essential skill an event manager requires is people skills. Managing an event is not a task done with computers and robots. It requires human interaction and constant communication. The event organizer employs the event manager to communicate with the client, planning team, external vendors, venue owners, and guests. An event manager has to work side by side with everyone to acquire the client’s event goals.
Some of the other essential skills required for a successful event manager are:
● Always staying organized
● Ability to multitask
● Listening skills
● Always staying calm
● Ability to cope in a fast-paced environment
What are the phases of event management?
There are five main phases of event management. Each phase contains multiple tasks. This is basically why an event manager is always busy during event planning and always calm during event execution.
Phase 1: Research and goal setting
The first step of developing an event plan is defining the objective of holding the specific event and determining the feasibility of the event. A well-experienced event planner always asks a number of questions during this phase to clarify what has to be done during the event. For company events, it is important to know the business case such as whether the event is a brand promotion or a product launch. For social events, it is necessary to know the attendees and what they would be expecting from the event.
Phase 2: Choose the event theme and design
The event theme completely depends on the event objectives. For example, if the event is a conference held for educational purposes, then the tables, chairs, stages, etc. should look professional bridging event vibes with educational vibes. However, if the event is a fun festival, then the setting, backdrop, and all other elements could be fancy and cheerful bringing a fun-type event feeling.
Phase 3: Focus on the event details
Once the event objectives and visions are clarified, the event manager and the team can move on to the transition phase. This is when the paper-to-reality transition occurs. The event manager has to hire a suitable venue, vendors, and performers, and send event invites, event marketing, and outreach. If the client allows, an event manager is free to design branded event merchandise that could be sold during the event.
Phase 4: Execution of the event plan
This is the most important phase of the entire process. During the execution phase, everything done during the previous phases comes together to produce a successful event. One of the main functions during the execution phase is the setup. This includes setting up the tables, chairs, floral arrangements, guest services, and final arrival check.
Phase 5: Post-event communication
An experienced event manager does not end his task right after the event is over. The event manager has to know how the guests enjoyed the event, what problems they encountered, and what backlashes were there in the guest services. Some event organizing companies send post-event surveys to know how the client feels about their event management service. This is mainly done to improve the service and develop better action plans to avoid such problems during the next event plan.
Looking for an event organizer in Singapore?
Event management is never an easy task. There are a lot of things to do from planning to execution. If you are looking for a reliable service provider for event management in Singapore, look for someone with good experience and customer reviews. Often, many of the best event planning companies in Singapore can help you hold the best events that essentially achieve your event objectives. First check for customer reviews if you do not know which one to choose, then look at the service each event management company offers. Now you are free to make your own decision!