Event Management Essentials

"If something goes wrong when you're doing an event, it's not the end. Every day is a learning curve, and every day is a new chapter!"

Event Management is a massive industry in the world. As we all know, there are various types of events, including concerts, music festivals, exhibitions, conferences, product launches, and many others. Behind every such event, we've observed a crew and an event manager who are the key people to the event's success. Thus, when planning an event, there are several factors to be considered, according to Nevindee, such as;

-Venue
- Logistics
-Weather
-Audience

1. Venue- The event planning team must evaluate every aspect of the venue, from security checks to safety protocols to the possibility of bringing in food trucks. Because such tiny touches would only add to the event's success, notes Nevindee.
 

2. Logistics – If the event is indoors, logistics and the available space must be considered.
 

3. Weather – If the event is held outside, the weather will undoubtedly be the most crucial element.
 

4. Audience- We should first recognize who the audience is, which group they belong to, and how we can address them accordingly. For instance, if we are conducting a music festival/band in Sri Lanka, the target audience would be the youth. 
Numerous events have been arranged in many countries. The quality is incredible when it comes to the Oscars, the world's most prestigious award show! Every component, right
from the trophy's quality to the ceremony's history, sets a milestone.

More than 1000 people will be involved in various aspects of the event, including lighting, sound, food, decor, hotels, and the venue, to make this big event a success. This may be possible only if the team is correctly aligned. "So, planning an event is not a cakewalk! What is important for an event is the Team Effort and the Communication, and these are the key to making any event a success," believes Nevindee, with her experience.

Stages in Organizing an Event
 

1. When it comes to events, we have a 'Pre-Event Plan,' which entails planning the tasks that must be completed before the event. 
 

2. When it comes to 'During the Event,' we should prepare the plan that should be carried out on the day of the event, like, live streaming, live chats, and producing downloaded content. 
 

3. The final stage is the 'Post Event Plan,' which is a plan for what should be done after an event. This is a crucial stage for any event since the results of the Post Event determine if the team will be able to execute similar events in the following year.
 

Challenges in Organizing an event
 

-Venue challenge: because the venue is an external factor that can be exposed to multiple uncertain risks, 
-Event Team Challenges: where a team member would be unable to attend the event due to unforeseen circumstances, 
-Technological Challenges: which are a highly predictable challenge factor, are just a few of the challenges that can arise at an event.
Events During Pandemic
Following the Pandemic, the event industry has been one of the hardest-hit industries globally, affecting artists such as musicians, vocalists, performers, DJs, and many more. Nevertheless, today the world has recovered and has begun to revert to a hybrid condition in which both physical and virtual events are held with sufficient safety protocols, shares Nevindee.

Tips to have a great career in Event Management.
"If you are looking forward to considering Event Management as a career for you, there are a few points you need to consider," explains Nevindee with four fascinating tips;
- Ability to Network
- Build Contacts
- Improve your communication skills
- Work on Time

5C's of Event Management

One of the most thrilling careers today is Event Management. It's an exciting profession to pursue, but it can also be intimidating. If you want to be successful in this career choice, you must be confident in your abilities. For that, you'll need to be familiar with the 5 Cs of Event Management, shares Nevindee.

1. Concept

The event 'Concept' is the first stage in creating a successful event. To make it easy, consider the purpose of the gathering or consider the finest concerts ever held. Even if your event isn't a concert, this provides you a sense of how you want attendees to feel during your event.
Consider why you're organizing this occasion. What is the event's purpose? After determining the "why," you must determine whom the event is intended for. You need to identify the people who will most enjoy and profit from your event. This will assist you in determining the event's 'what.'
 

2. Coordination
After you've conceptualized your event, the following step is to coordinate it. This will entail developing a theme or basic idea for the event. You'll have a better sense of the venue, decorations, and any other requirements for the event once you've decided on a theme. This is also where you assign assignments 

to your team members.
 

3. Control
This is one of the most undervalued and underappreciated aspects of event planning. A run-through of the event is the best way to manage this and be sure that everything is in order. For this, you could do simple things like; when you arrive at the venue, double-check that there is enough space for all of the confirmed guests and that the catering company will have enough space to set up the food. You simply want to stay on top of things and be prepared for any changes that may occur.
 

4. Culmination  
This is when the event takes place. Under this, you and your staff must be on top of things on this day. You should create a schedule for everyone involved in the event. You'll want to make sure the team has access to the location before the event starts so that you can set up and maybe "rehearse" the event. As the event progresses, you must ensure that the schedule is followed consistently. In other words, you must remain vigilant during the event.
 

5. Closeout
This is the final C, and there is still work to be done after the event is completed successfully. You should provide your team with feedback. Let them know if they did a fantastic job. If there were any concerns, make sure they were rectified as soon as possible so they can do a better job for your future event. Make sure you get their input on how you did as an event manager as well. Last but not least, make contact with the speakers/performers, vendors, and caterers. Inquire if they loved the event and what could have been done differently. You should also contact your attendees and ask their thoughts on the event. 
Therefore, the 5 C's of Event Management will offer you a framework for organizing and executing your event, from minor to large-scale events, meetings, and conferences.

"Sometimes, you may feel disappointed, devastated, or upset because something went wrong. If something goes wrong when you're doing an event, it's not the end; as I promised at the beginning, every day is a learning curve, and every day is a new chapter! Best of Luck!" concludes Nevindee.