The ground life of an event manager is full of everyday challenges. Yet, these challenges have their individual essence and thrill, which one may not achieve in a typical and ideal 9 to 5 job. Daily meetings, regular updates, interaction and networking with clients and stakeholders, discussion of future endeavours with the subordinate workforce, etc., are a few of the tasks that an event manager is responsible for performing.
In addition to the above, the exhilarating life of an event manager is no less than a rollercoaster. This is because no day or moment shall be the same, and each event requires unique and customized planning and execution. Furthermore, each day requires separate scheduling and orientation to avoid last-minute rush and other inevitable consequences. Therefore, an event manager is a multi-tasker, all-around and all-time ready personality.
Event managers may be packed with commitments on a day-to-day basis, but still, it only gives them the zeal to keep progressing. Every day, especially with the event dates nearing, turns out to be adventurous since a lot needs to be fulfilled within the stringent deadline. The secret of this balancing act lies in the event manager’s stress-reduction strategy. Any event is the outcome of multiple stages, which in turn are laden with an array of tasks. Each of these comes within the purview of the event manager.
As an event manager, the individual has to find out if the suggested event is feasible enough to reach the desired goal or it has to be tweaked in certain aspects. Therefore, the foremost task of an event manager is to know the client’s interest related to the event. For example, he needs to confirm the number and type of products to be launched at the company events. On the other hand, designing a non-profit event is based on the fundraising goal that must be clarified first. Then, the event strategy, such as venue selection or media arrangement, is decided according to the type of investors the client has invited. If it is an award function or any other entertainment event, then the first concern of the event manager is regarding the timing and arrangement of food and beverage. First, he has to confirm the client’s choices, like a seated dining or a standing cocktail affair. Networking events have to be planned based on the client’s objectives of attracting guests to his new professional social media page or establishing affection with the members of his organization. Music, familial recreational facilities, food, and decor themes are the core areas of concern in framing social events’ structure. But above all, the event manager has to consider the client’s budget in his every move to make arrangements without compromising on quality.
The event manager necessity concentrates on the light and setup design in the case of performance-oriented events. Professional events demand the planning of time schedules, speaker and elite guests’ selection, seminar activities, seating arrangement, branding signs, etc. This phase involves the layout designing of podiums, seating, food and beverage spaces, etc. Based on the event’s objective, the backdrop and its decor elements are selected from various types such as rustic, steampunk, romantic, contemporary, or traditional. To get celebrated artists on board without giving them a chance to complain about their reception by the event host is an arduous responsibility the event manager has to shoulder.
The event layout planning is followed by the executing phase governed by a wide range of operations that the event manager handles in collaboration with multiple teams. First, he has to send RPFs to the vendors and venues. Next, venue booking, hiring of performers and vendors are taken care of by the event manager alongside preparing alternative choices as a backup. In addition, he is in charge of establishing contacts with the hired personnel and service providers. The event manager is involved in website and personalized event app building, conducting post-event surveys, launching social media campaigns of the upcoming event, designing and sending invitations. In addition, he has to take care of even the most minute task, such as recording the event registrations, incorporating hashtags, etc. Event marketing and attendee communication are also included in his job responsibility. He must convey the event schedule to the hired performers and vendors and train them for serving flawlessly on the exact day of the event. BOE, event timeline and other such crucial documents are finalized by the event manager. Furthermore, the event manager has to design and produce branded merchandise for the invited guests to add a personal touch to any event. In addition, he monitors the arrangement of valet services, transportation, and the availability of technical amenities like cell and Wi-Fi services.
The time for making arrangements for the exact day may vary from a few hours to days before the event’s occurrence, depending on the scale it is being executed. The event manager has to conduct final walkthroughs to check the food, seating, recreation, and entertainment zones setup. He also tracks guest arrivals, supervises the food and beverage distribution, and tends to any guest’s unexpected problem or emergency. Handing over the merchandise to the guests before their exit is also ensured by the event manager.
An event manager takes every assignment so close to his heart that he seriously attempts at understanding the response of guests or audience, the show host, hired staff and performers. He closely observes guest reactions and interacts with attendees to confirm if the guests are satisfied with the arrangements. Finally, the event manager conducts a survey within 12 hours to 2 days following the event’s cessation. These surveys are usually done through social media platforms, for which these have to be kept brief and designed in an engaging tone. Appointments are set up with clients for discussing their satisfaction levels, based on the survey results gathered by the event manager. To reach perfection through the errors made in an event, the manager calls for the in-house departments to discuss the flaws and find suitable remedies. An event manager necessity stays composed under every circumstance and coordinates with multiple teams for a constructive effort towards pleasing others. One, who can please others, always remains contented inside despite the external work pressure. Besides, the accolades achieved in return for phenomenal event planning is what that actually counts. In communicating with people from different social, cultural and professional backgrounds, he gets enriched with profound knowledge and starts viewing the world differently.