PLANNING THE EVENT
Ask any good events manager, what the most important thing for successful management of an event would be and the prompt answer would be meticulous planning done well in advance. Well, what does event management and planning mean exactly?
Events are pretty much like people, they come in all shapes and sizes. And, funnily enough, they need the same kind of proper handling if you are to get the most out of them. An event can be something small as an office meeting with a client to arranging a wedding for 500 people.
The most important thing to consider when successfully planning an event is the management of crisis. Personnel and teams ready to deal with any kind of eventuality at the slightest instance makes the difference between a successful and a normal event. Organisers cannot afford to forget any detail, however slight.
The most important thing is the fund raising and disbursement well in advance. This paves the way for paying to attention to other smaller details as the event approaches and deal with them on an ad hoc basis. Roping in sponsors forms the basis of any successful event. This is turn depends on the marketing and advertising. Also, the participating artists or features of the event should do the trick. A rough estimate of the spending potential of the sponsors will help you in determining how to go about the finances.
Depending on the type of event, finance should cover the following aspects: chalking travelling plans and accommodation for artists and guests, transportation to and from the venue, management of the venue, lighting, music, etc Geographical factors, where applicable should be taken into consideration before making plans for travelling. Also, things like parties thrown in honour of the attending guests need proper planning and allocation of funds. An often overlooked detail concerns the recruitment of personnel, both paid and volunteering.
The event manager must ensure that he adopts a structured and logical method of planning for every aspect of the event. This would ensure a successful and enjoyable event for everyone. The systematic controlled management of multiple tasks in order to achieve a focused goal within a defined budget and time frame are hallmarks of successful events planning. Once you devise a perfect blueprint of the plan, nothing can stop you from hosting a successful event. Like they say, ‘a job well begun is half done’