Event Management
An Overview
What is Event Management?
Event Management is the process of analyzing, planning,
marketing, producing and evaluating an event. It is a
different way of promoting a product, service or idea.
Application of the management practice of project
management to the creation and development of
festivals and events.
Why?
If an event is managed efficiently and effectively, it can be
used as a very powerful promotional tool to launch or
market a product or service.
Event Management requires certain core values to be
deployed to every element, process and decision to justify
professional approach and achieve effective and efficient
results.
Purpose
To bring all factors together to produce a workable
event .
Who leads the event?
Advisor
Chairman
Event Manager
Event Organization Chart
Advisor
Chairman
Event
Manager
Marketing & Food &
Finance Sponsorship Logistics
Promotion Beverage
Event Manager
A person who plans and executes the event.
Event managers and their teams are often
behind-the-scenes running the event.
The Role of an Event Manager
Devising the Event Concept
Identifying the target audience
Marketing and Communication
Negotiation
Client Service
Budgeting
Scriptwriting
Booking Venue
Logistics
Audio-visual production
Public Authorities
Local Council
Liquor
Police
Licensing
Event
Manage
r
Fire Medical
Department Assistance
Traffic
Authorities
Event Management
A function requiring public assembly for the purpose of:
Celebration
Education
Marketing
Reunion
The process that includes research, design, planning, coordinating and evaluation of events and evaluated
by:
Blend of ideas
Creativity
Logistics,
Budgets
Permits
People
Performers
Publicity channels,
The market
Special Event in Two Perspectives
One time or infrequently occurring event outside normal
programs or activities of the sponsoring or organizing
body .
To the customer or guest, it is an opportunity for a leisure,
social or cultural experience outside the normal range of
choices or beyond everyday experience.
Characteristics
Unique occurrence that do not happen very often.
Have a limited duration.
Happen with a live audience in attendance.
Require one or more groups to plan and organize.
Staged for a purpose.
Types of Events According to Purpose
The C’s of events
Celebrate – life cycle events, religious rituals
Commemorative – ceremony, socio-economic events
Commune – reunion, hallmark events
Convene – meetings, conference, conventions
What is an Event?
An event can be described as a public assembly for the
purpose of celebration, education, marketing or reunion.
Events can be classified on the basis of theirsize, type and
context.
Types:-
•Corporate Events – Events like Y2B, HR Summit and
etc.
•Education and career events – Events like education and
career fair, workshop, seminar, debate, contest,
competition etc.
•Social Events – Events like balkalakaar, Impact week,
Discovering hope, Udaan and etc.
Types of corporate events
1. Conferences
2. Seminars
3. Internal Company Meetings / Periodic Business Gatherings
4. Trade Shows / Expos
5. Thought Leadership and Networking Events
6. Ceremonies / Galas
7. Product Launches
8. VIP Events
9. Job Fairs / Recruiting Events
10. Team Building
11. Field Marketing / Activations
Five W’s of Event Management
WHY… Compelling Reason
WHO… Demographics
WHEN… Best Date & Time
WHERE… Best Location
WHAT… Resources & Outcomes
Formulating an Event Strategy (Plan)
SWOT Analysis for Events
STRENGTH are those historical factors that improve or
support the event’s success such as “Well Funded,
Experienced Staff, Good Venue”.
WEAKNESSES are those historical factors that weaken
the event’s success such as “under funded, not enough
volunteers”.
OPPORTUNITIES are future predictable that enable the
event to benefit from complimentary events such as
sharing resources.
THREATS are future predictable factors such as weather
condition or economic uncertainty.
The Importance of Policies for Event Management
Policy One — Event Notifications Should be Sent Only to Those Responsible
for Action
Policy Two — Event Management and Support Should be Centralized as
Much as Possible
Policy Three — Events Should Utilize a Common Set of Messaging and
Logging Standards
Policy Four — Event Handling Should be Automated When Possible
Policy Five — Events Should have Standard Classification Schemes and
Escalation Procedures
Policy Six — All Recognized Events Should be Captured and Logged
Event Management As a Career
Outsourcing the people
Concert like Filmfare Awards, IIFA Awards, ZEE Cine
Awards, Anchoring
TV media, News Paper media in India is spending more
than 3500 crores to entertain public and the event industry
is pointing approx. 1500 crores
Abolishment of license raj
