Spread sheet

Process

The Event Management Process

Planning:

Firstly, the event manager must decide on the theme of the event. The Manage will also have to have a reason for creating the event, such as music performances or other acts that may compliment the theme chosen. Deciding on the theme will give everyone a base to start from. It is from there that they will be able to start the process. It will guide the individuals involved to what they want to achieve.

There are some key questions that everyone must ask. Who? What? Where? When? How? This for example could be what genre will it be? Who will be performing and when/where will it take place? These are questions that will need to be taken into great consideration to allow the event to be a huge success.

The next step into the planning will be to allocate a number of seats and/or standing area for the guests on each night the event is running. If they sell too many tickets and more people come than originally planned, this could become a very unsafe environment. This leads onto health and safety. They will also need to take into consideration that deciding when to have the event will depend on the target audience. If it is an event suitable for young children then ideally the event would have to take place earlier on in the day rather than late at night. Also if it is running during weekdays then adults may struggle to get out of work on time during the day so they may have to move the event to the weekend. If a target audience is set then it will allow organisers to plan the event so that the people attending will get the most that they can get out of it as well as enjoying every moment.

Equipment:

Electrical systems may be used throughout the venue which could eat a lot of power. If it was an outside venue then power generators could be used. There would be a technician to ensure the safe keeping of any equipment used before, during and after the event. To be able to set up all the electrical equipment a fully qualified electrician will be hired in to install everything. They will have to make sure that everything is weather proof if the venue were outside. It will also have to be safe for children to be around and made sure to be secure so that it is tamper proof.

Health and safety:

Health and safety is one of the biggest factors that needs very careful planning for every aspect of the event. If something is faulty or fitted wrong then they may face a large fine. Part of the objective must be to follow the law to ensure the safety of staff, the public and anybody else from coming to any harm. Safety must come first to prevent any accidents. if anything were to go wrong then the management is to blame and they will have to deal with the consequences. It is important to not over crowd to event because people could start to feel distressed and claustrophobic. Risk assesments are a vital part of health and safety which must be carried thoroughly because it means an effective risk analysis has been done to make sure that the public will be safe at all times during the event.

Managing:

being a good manager means that you will be able to lead a people. you will be a good problem solver and will be good at haggling. The manager will not get everything they want, they will however have to find an alternative ways and find ways to meet in the middle with people. Negotiation skills are an important role of a manager, this is because when it comes to discussing the venue and temporary changes the organiser wants to make.

After the event:

After the event has finished and all of the public have left the venue, the get out can commence. this will mean getting the set, equipment and everything that needs to be stripped down and taken out. The amount of time that the get out will take depends on the size of the event. For example in a theatre it may take between 3-5 hours whereas if it were a festival it could take a few days. The get out also involves making sure that the venue is in the state that it started in when you are leaving. this means that you will have to remove all the litter, ensure nothing has been damaged.

Radios must be signed back in and given back, as does the equipment that has been hired. It must be pre-organised with the company from whom the event management have hired equipment from, when it will be collected.

Event management job roles

Event Coordinator:

Sitting at the top of the events management hierarchy is the Event coordinator. He will have Authority over every one and will be responsible for managing everyone lower down the hierarchy. Their job role will be to coordinate the job roles of the rest of the team. He will be in charge of ensuring that the event will run smoothly and stick to the plan. Some of the main qualities of an event coordinator will include. Clear communication, excellent organisational skills and attention to detail. They must work well under pressure, ensuring the smooth and efficient running of an event.

Event planner:

The role of an Event planner is a vital and essential role in the events management hierarchy. They will undertake most of the important tasks, this will include choosing the locations, organising transport to everyone who need it. Catering and will deal with the financial team. They will have to make sure that they stick to the budget. The skill set needed for this role will  be good verbal and written communication, the ability to keep calm under pressure and being able to negotiate properly.

Client Service Event manager:

This role is high in the hierarchy and carries with it a great deal of responsibility for dealing with the public. The will have to be very polite and professional. For example while dealing with awkward customers, making sure to keep the customer calm, while dealing with their complaints in a well-mannered, professional and mature about the situation. They will also take on the role of dealing with the feedback, helping any customers with any advice and queries that they may have.

Event manager:

The event manager will liaise with the event coordinator. The reason for this is to make sure that the event will run as smoothly and effectively as possible. The role will involve a mixture of different jobs which will include them needing to be active and doing practical jobs, they will also sometimes be doing paper work which could be things like planning details, changing the schedules. If there are any problems any of the staff may report this to the manager who will find a way to fix it or find an alternative way around it after liaising with the planner.

Event assistant:

The event assistant will be there to step in to help the event manager with any jobs that may need doing. They may be asked to make phone calls to anyone who can help with research. If the manager is busy with something, the event assistant may have to take charge of the crew. Event assistants may also have to know the full details of the event in order to teach others about it. The skills required are organisation and flexibility.