A new era of event planning has emerged. Events are a huge deal and stakeholders want it to be perfect, for personal or societal needs. Around the world, a demand for professional project management services has grown. Whether it is lack of time or lack of interest, people look to other people to plan, organize, and implement the event; they want to be participant of the event but not go through the mess of planning it. Welcome to 2017.
Event managers, sometimes also referred to as agencies though there are a few differences, are in control of the events from the start to the end. It is expected that they initiate the brainstorming, the customer just relays what he or she wants and when (some details like entertainment preferences, number of guests, date, location, economic budget, constraints, goal of event, etc. will be asked in order to plan the event according to your specific interests). Of course, you can partake in the process in a more direct way but if you’re going to pay for someone to do it for you, it’s better to let them work.
Event managers plan for sizeable businesses, government, or charitable organizations so it’s not a simple birthday/wedding party that a regular agency can take care of. Events are top of the line and involve the high earning class, sometimes they are even big international meets. Most include a set goal (for example it can be marketing or fundraising) that the manager should execute or achieve through the purposed event.
This is where their professional expertise and creativity comes into play because an event can be simple and fill one page of information or very complicated and will require a three ring binder. They have to be quick on their feet, able to make on the spot decisions, and analyze/compare what the client asked for and what is being provided.
The event manager will start with a concept, formulate a plan, implement it, and then finalize it. It’s a project with its own life cycle and requires consistent communication with clients. The project can be broken down to five essential steps. We shall discuss them briefly in continuation. First is the event breakdown structure, then work breakdown structure, followed by the scope creep, the work package comes next, and finally the timeline. During the event breakdown structure, the client’s goals and organizational structure sets the road to and provides the foundation of the event requirements. The work breakdown section allows the complexity of the project to be simplified by breaking it down into easily manageable small units of work.
The scope creep is when the manager constantly monitors each and every activity and expense, communicating with the client when significant or relevant changes occur that need his or her okay. Work package is just grouping tasks and delivering them to a sub-group for their quick and specific collaboration in the project. Each task that the project entails must be added to the estimated timeline. It is also responsibility of the event manager to set milestones and important tasks to be completed by certain dates in order to safeguard the proper implementation of the overall project. Communication, organizational abilities, and problem-solving skills are imperative to become an exceptional event manager.