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What is Event Management? A Comprehensive Guide to Event Management

What is Event Management? A Comprehensive Guide to Event Management

Deal Room believes each event has a story to tell and must create a meaningful experience. A purposeful event is possible with proper event management and careful planning. In this article, we've gathered years of experience to help you create your unique success story.

Whether an event is in-person, virtual, or hybrid, event management is the process of planning it down to the last detail. The objective, the target audience, the event duration, and the event venue and costs are all decision points that the event manager makes during the planning process.

6 Essential Event Management Tips

Even though organising an event is challenging, we will describe in detail how to manage a successful event from beginning to end. 

1. Early Planning

Begin planning your event as early as possible and stick to it throughout the process. Consider the size of your event before implementing your plan. Remember that preparation time will vary depending on the concept, the participant number, and the extra activities planned at the event (an award ceremony, a dinner, a concert, etc.).

2. Adaptability

Ensure that the process runs smoothly while sticking to your initial plan. You may need to be flexible in response to changing circumstances. As an example, during the pandemic period, many events failed to go as planned and were cancelled. Even during this period, event managers who planned flexibly and transferred their events from the physical to the virtual platform could hold many successful events.

3. Teamwork and Task Distribution

Delivering a smooth and well-coordinated event can only be achieved with a cohesive, functional team. Team members should be confident and empowered to work independently toward a common objective. In addition, you can divide various event-related tasks into sections and assign the best candidate from your team to each, such as registration, welcome, meals, transportation, and accommodation.

4. Plan B

Always have a backup plan to make sure an emergency won't negatively affect your attendees, sponsors, and contributors. For instance, the event day's poor weather may prevent you from using the venue you've chosen. If you don't have a backup plan, in this case, you might have to cancel the event. However, if you agree with the event venue to use the indoor space in case of rain, you can prevent a crisis. As an event manager, rehearse the event with your team, train them, and consider all potential disruptions to overcome the crisis.

5. Plan Revision

Create pre-event checklists for each department and go over the process of implementing them with your team three months before the event. Review your event plan in detail and ensure everything is right with task distribution. 

Remember to review your plan several times before your event date.

6. Event Management Platform

Utilising an online solution can effectively streamline all event-related processes. An event management platform allows you to register participants, walk sponsors through the event plan step-by-step, and allow attendees to communicate with one another before and after the event. An event management platform can drastically reduce the time needed to complete various tasks. If you wonder how to choose the best event Platform, take a look at our blog post on “How to Choose the Best Event Platform?”

Event Planning Fundamentals

The following points are essential in event planning, and each heading requires proper planning and execution with the relevant team member(s).

1. Name and Concept

Your event's name creates the first impression of your event. It would be appropriate to name the event in line with its concept and content. In addition, it is crucial to decide the type of event from the beginning. It is essential to determine the most accurate event concept for various event types, including fairs, summits, conferences, award ceremonies, and workshops. Then, you should plan the event according to its concept.

2. Activities and Program

Although you plan your event program with the duration and concept of the event in mind, it is helpful to make a list of available resources and start mapping out your basic event outline. You must accurately determine and schedule the activities in the program, such as the beginning of the program, the lunch, tea and coffee breaks, award ceremonies, concerts, workshops, breakout sessions, and competitions. 

Hall numbers and the activities associated with the event are other crucial factors when planning the event. If you plan the program correctly, you can ensure that participants stay until the end of the event. At this point, you must manage the panel, breaks, and activity times to ensure that the programme works properly and participants won’t get bored.

3. Event's Date

You should pick the best event date to increase event attendance.

Make a list of significant events coming up in your industry. Avoid holding your event on any of these days. Additionally, check to see that your event does not fall on any official holidays before announcing the event date.

4. Venue

Make sure the venue you choose matches the theme of your event. For instance, if you're planning to host a fair, the event venue must have the amenities expected. Before you decide, ensure the venue location is accessible for the attendees, it fits your budget, and the area is enough for the expected attendees.

5. Team Building

Before gathering an event team, consider what skills you need based on the type of event. After determining your requirements, you should decide whether you will seek assistance from an event organisation company or work with the team members in your organisation. Make sure the event team has the necessary skills. It is important to note that various tasks, such as managing speakers and sponsors, organising the overall event, designing the foyer, and welcoming attendees and speakers, necessitate different abilities.

6. Event Providers

Selecting a suitable event supplier (catering, production, entertainment companies, etc.) is another important task when planning an event. You may also consult the venue managers about it because some may not allow us to collaborate with outside providers. You must find the appropriate event supplier and deal with them if the selected venue does not offer any event supplier.

7. Speaker Management

As an event organiser, you should select well-prepared and impressive speakers who will increase participation and make the event memorable for the audience. In addition, you should invite and inform speakers and conduct any necessary rehearsals with them before the event. To ensure the event runs smoothly, consider providing speakers with a schedule that explains their responsibilities. You should also consider the speakers' potential expectations, such as providing for their transportation and accommodations. 

8. Foyer Area Planning

The foyer is where people meet and socialise before and after the event. The event managers typically use this area for catering and exhibits. Before you plan the foyer area, you must determine how many booths will be present and how much space these booths need. 

9. Ticketing 

Designing the ideal event ticket, choosing a pricing strategy, and ensuring a smooth registration process for all your attendees should be top priorities for any event planning efforts. They should all be core elements of your event registration plan.

10. Sponsorship 

Sponsorships are the most effective and mutually beneficial way to give events a solid return on investment and a positive culture. 

Before organising the sponsorship for your event, you should make decisions regarding the scope of sponsorships, sponsors' rights, the terms and conditions of the sponsorship pricing, etc. 

11. Registration Platform

Event organisers should decide whether to take registrations through a third-party event registration platform, such as Eventbrite, or through their own website.

If you want your attendees to register through a website, you will need to work with a software developer to create an event-specific website and incorporate a payment method.

12. Online Event Platform

An online event management platform facilitates and increases the effectiveness of your event management. Deal Room, one of the most widely used event management platforms in the world, serves several functions, such as live broadcasting, B2B matchmaking, registration, badge printing, online check-in etc. Additionally, Deal Room is accessible to event managers for all in-person, virtual, and hybrid events.

13. Marketing Communications

The marketing communication plan should outline the best channels for promoting the event, the budget for each channel, and the most functional communication approach. For instance, a marketing communication plan could include advertisements, websites, and brochures. The purpose of planning a marketing communication is to increase people's awareness of the event and their desire for it. Marketers should think about using appropriate language, creating a solid structure, and maintaining the overall communication plan at a high level to deliver clear, understandable, and persuasive materials.

14. Post-Event Plan

Post-event strategies are the best way to keep your attendees satisfied. The most crucial thing to remember is to urge your audience to join your mailing list and stay in touch with you after the event. Don't get off the radar! Use social media to continue the conversation, send specific emails to partners and attendees, or arrange casual meet-ups after the event. Take advantage of the chance to learn more about your audience, get helpful feedback for future events, and give them a sense of being heard.

15. Budget Planning

First things first: you must first determine your budget before planning your event. The different stages of planning your budget can relieve some of the initial pressure and assist you in gradually creating a solid budget plan. Decide What Financial Success Means to You. Then, head to Google Docs and make a budget sheet listing all the expenses that will affect your budget, such as staff compensation, facility costs, marketing and PR, sponsorships, etc. Additionally, you must constantly update your budget sheet.

16. Legal Planning

An integral component of efficient event management is the law. Taking care of various legal issues is a part of event planning. The client and the event planner should have a written agreement outlining expectations, payments, cancellations, and all other factors involved. Before making any legal plans, you should check the venue, the vendors, the event platform, etc. Your legal department should review the agreements that will be made with you after you identify them. To work within the legal requirements of the nation where you hold the event, you should also seek support from a legal expert.

Corporate Event Types

Your company can interact with leads, partners, clients, and sponsors at several corporate events. The following types are among the most important of this kind:

  • Conferences
  • Seminars
  • Fairs
  • Launches
  • B2B Matchmaking
  • Award ceremonies
  • Institution meetings
  • Company parties
  • Exhibitions
  • Charity events
  • Sales events
  • Training events

In-Person Event Management 

Many people are excited to attend in-person events again and spend less time in front of the screen. Both virtual and in-person events have their benefits.

Face-to-face events allow the organisers to get personalised feedback, and businesses can demonstrate their new products or services to the participants in a practical way. Participants can also benefit from in-person gatherings and networking to feel more inspired. If you are unsure where to begin, Deal Room helps you expertly manage your in-person events and ensure next-level audience engagement.

Virtual Event Management

A virtual event is an organised gathering where participants communicate and interact online rather than in person. A solid internet connection and a device are all you need to attend a virtual event. Online events are easily accessible to people worldwide and go beyond the webinars and live-streamed videos you can set up on Zoom and other similar platforms. Check out our virtual event guide for a deeper dive into its essentials and management.

Advantages of Virtual Events

With a market size of 886.99 billion dollars in 2020, the event industry is expected to reach a value of 1,552.9 billion dollars by 2028. The event industry is a dynamic sector that is constantly expanding. 

Contrary to popular belief, virtual events have more people sign up and attend than their in-person counterparts because they are more accessible and effective for both attendees and organisers. Attendees at virtual events are free to peruse the content at their own pace and focus much better on the topics of their choice. A virtual event allows you to collect data at every step; you have all the analytics! All of this valuable data gives you clues on how you can optimise your presentation next time.

Virtual events can now cover multiple states, nations, and event time zones without geographical restrictions. Savings opportunities are another significant factor for attendees, organisers, and sponsors. In conclusion, virtual events will greatly benefit all parties. Don't miss this article on "How to Create an Online Event?" if you want to get a head start on creating a virtual event.

Hybrid Event Management

It's easy to understand the definition: A hybrid event combines in-person and virtual components and is specifically designed for each audience to provide the best possible experiences. 

A successful hybrid event management process requires several key elements. Everyone must be aware of how the event will operate. A hybrid event aims to engage both in-person and virtual attendees, reaching more participants than ever. Your event website has to include all relevant details about the event, including setting, agenda, and goals. Your event needs online engagement just as much as it needs in-person participation. Make sure the venue you choose has the streaming capabilities you'll need. Providing an effective registration and check-in process for both is another crucial element of hybrid event management. To find out how we can make sure your upcoming hybrid event runs as smoothly as our specialised tools, get in touch with our team.

Advantages of Hybrid Events

Every aspect of a hybrid event is specially created and tailored for each audience to encourage engagement. While your virtual audience can conveniently explore your content and make new connections from the comfort of their home, your in-person audience receives the high-touch VIP experience that helps you drive leads. 

These combined events create fantastic opportunities to engage your audience and strengthen their relationship with your brand while gathering crucial data. 

You can use that as incredible fuel for future event strategies to help you improve your strategy and give your audiences more value. That is why hybrid events are the future!

If you'd like to learn more about hybrid events, we recommend checking out our articles “10 things to consider while organising a hybrid event,” and “10 Common Mistakes You Want to Avoid in Your 2022 Hybrid Events.”



What is the Role of an Event Manager?

Event managers play the most crucial role in event management. They are in charge of planning, promoting, and ensuring the smooth operation of an event schedule and individual events; these can range from small meetings to virtual conferences. 

An experienced event manager ensures that all aspects of event planning have strategic value in achieving the event's goal. If you have to manage an event, ensure it is on track to meet its objectives by monitoring the results. Although event managers can work as freelancers, this often requires experience.



The Top 11 Skills You'll Need to Be a Successful Event Manager

The following are the essential skills and qualities that an event manager should have:

1. Flexibility

Regardless of the challenges, a good event manager should be able to create memorable experiences. Unexpected problems may cause you to detract from your plan. In such cases, you must quickly adapt to new conditions and make appropriate decisions to maintain effectiveness. Your adaptability is closely related to other elements, such as crisis management, which we have discussed in more detail below.

2. Creativity

Throughout the day, people are exposed to different forms of communication. Today's event managers must concentrate on making each event unique. An event manager should be able to solve problems creatively and know how to apply this skill in all aspects of event management. 

Bring together a group of people to brainstorm creative ideas during the early stages. 

Do not ignore anything at this point, no matter how crazy or impossible it may appear. 

The goal is to be as creative as possible. You can later decide which of these ideas is suitable. To host the client's dream event, a good event manager must generate creative and original ideas, develop a unique theme, and organise an event that can impress even with a small budget.

3. Time Management

Effective time management can guarantee efficiency, boost output, and reduce stress. Knowing how much time you have will help you decide how much you can devote to various tasks. It's critical to maintain an honest and realistic perspective at all times. An event manager must set priorities and avoid wasting time on trivial tasks. Don't forget to take breaks during the day to walk, meditate, exercise, or engage in any other stress-relieving activity. You might even come up with your next original creative idea!

4. Crisis Management

As an event planner, you may already be aware of your organisation's crisis management policies. The hotels and conference facilities you use will also have their security and safety procedures that you must follow carefully. Event cancellations due to natural disasters, speakers' absence, attendees' or venue cancellations, strikes, technological breakdowns, etc., are a few examples of crises. The first rule of crisis management is to prevent it. The second rule is to be ready if it happens.

5. Stress Management

Event management is undoubtedly a stressful job. Unrealistic expectations, time pressures, loss of control, and constant interruptions are a few examples of how stress in event management can lead to complicated situations. 

Anticipating crises and having plans to deal with them, using a checklist, working with trustworthy people, and managing time can all help significantly reduce stress. An event manager must consider everything that could go wrong during the event and create specific backup plans for those issues. When you are stressed, the entire team will feel it. It is critical to remain calm and manage stress because panicking can intensify the crisis.

6. Organisational Skills

A well-planned event doesn't happen by accident. From idea to execution, it requires sharp organisational skills and attention to detail. Keeping your team informed, following deadlines, managing your budget and appointments, and maintaining the organisation of important documents and information are a few examples of organisational skills. Planners should be able to remember even the smallest details, stick to deadlines, plan deliveries and setups, and always be on time.

7. Leadership Skills

The event manager's leadership skills are crucial to the success of the team. To keep the event running smoothly, a good leader inspires team members, motivates them in difficult situations, and takes control if things go wrong. A competent team to work with is essential for every leader. Leaders don't simply follow procedures or keep doing the same things over and over again. They don't simply accept how things have always been done. Instead, they search for ways to stand out. They search for strategies to innovate and create unique experiences. Leadership skills are crucial for managing workflow, organising schedules, planning events, and delegating tasks. 

8. Communication Skills

Event planners must have excellent written and verbal communication skills that communicate confidence, perspective, and clarity. Event managers must also have outstanding listening skills, be able to process information, and effectively communicate with the rest of their team. These qualities may work well together to create a well-rounded event planner.

9. Technological Skills

Whether you are hosting a virtual, in-person, or hybrid event, technological competence is one of the most vital skills required for event management. Technology helps event managers get things done faster and be more productive. That's why an event manager must understand how to utilise technology effectively.

10. Attention to Details

Great event planners transform events through their creativity, passion, and original thinking, and it all comes down to attention to detail while considering the bigger picture. The event planner must recognize intricate details in every aspect of design and execution because they are what elevate an event from ordinary to extraordinary. 

11. Multitasking

An effective event manager can handle multiple tasks at once and make sure everything runs smoothly on the day of the event. Increasing productivity is the goal of multitasking. 

Event planners must prioritise tasks and divide them among team members to effectively multitask. Set deadlines for your task, break your work into manageable chunks and eliminate or minimise all outside distractions.


Event Manager's Checklist

Organising an event without a roadmap will result in you forgetting many details and encountering numerous problems during the planning process. A checklist, like the one below, will help you remember everything you need to do to make sure your event runs smoothly.



Pre-event

Event day

Post-event

Event objectives


Venue and staff selection


Speakers


Promotion plan

(printed material, social media campaigns, etc.)


Technological solutions suitable for event needs


Set up the online event registration process


Pricing and budgeting (location, logistics, security, food, etc.)


Contacting sponsors


Clarifying travel and accommodation details


Remind attendees about the event

Venue control


Copies of all necessary documents related to the event (seating plan, phone numbers, etc.)


Speakers & sponsors


Making the necessary checks


Welcoming attendees


Sharing event updates on social media


Catering

Sending post-event satisfaction surveys to attendees, staff, and sponsors


Comprehensive analysis and listing of possible improvements


Assessment


Sending appreciation emails to everyone (speakers, volunteers, field team)


Analysing and reporting data collected by the technologies used at the event


Post-event sharing on your social media channels




The Best Event Management Solution: Deal Room Events

Deal Room Events provides a robust set of tools to help you better plan and manage every aspect of your events. With its extensive event management features, you can also design customised event experiences for attendees and sponsors.

The AI-based platform focuses on better interaction with AI-powered matchmaking, allowing you to meet the objectives of your attendees and manage any face-to-face, virtual, or hybrid event.

Deal Room Events offers a custom website plugin that enables you to integrate attendees, speakers, sponsors, and industry insights into your event website. This plugin comes with a wide range of features, including instant chat, B2B meetings, virtual chat rooms, live sessions, advanced filtering, and networking areas.

Deal Room Events offers a powerful, feature-rich, and cutting-edge event management platform to help you organise better events that bring value, engagement, and leads to everyone. The Deal Room Events professional team is always available to respond to your inquiries and help you if you run into any difficulties

December 8, 2022

Adrian Zarif

Adrian Zarif

Event & Marketing Specialist

About me:

After seven years of translation experience in the management-related field and a passion for digital marketing, I was given the opportunity to work with the Cloud Markethink Agency and CloudTalk Global, the largest cloud computing event in Eurasia, as a team member to manage business events.

Additionally, working with Deal Room Events has provided me with a wonderful opportunity to reflect on and expand my experience as a content event marketing professional.

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