Event management not for the faint-hearted

This train of thought is very misguided. Uncomplicated, undemanding, unproblematic are not adjectives that can be used synonymously with events management.

What is event management?

Professional events management has been described as ‘the application of the management practice of project management to the creation and development of festivals and events.' It involves studying the intricacies of the brand, identifying the target audience, devising the event concept, planning the logistics and coordinating the technical aspects before actually executing the modalities of the proposed event.

The type of event one is gearing up for will dictate the amount of time and resources that will go into planning and executing it. One can never plan enough for an event. Come d-day there will still be little things here and there that require fine tuning, but that is inevitable.

Understanding the event and the checklist

When planning and strategising for professionally run event it would be wise to first understand the theme of the event and the message that you wish to put across to your guests. Whether big or small, whether corporate or personal, the theme is always the starting point. Once this has been understood, the rest of the planning can then take shape. The theme will also help one in preparing a check list, detailing what needs to be done and when it needs to be done.

A checklist is the ultimate guide without which planning will most definitely not be smooth sailing. A checklist or to do list will help streamline ones thoughts and help to decongest ones head and time. The list will help to guide you as to which activities should be prioritised and which ones can be left for later.

The perfect venue

The next step would to be to find the perfect venue which will be in harmony with the theme of the event and the calibre of guests that are being invited. In choosing a venue, one should feel free to toy around with different ideas. Who said that board meetings have to take place in board rooms? Perhaps an outdoor venue can stimulate the mind and get ideas flowing faster. Though it would be wise to be a little bit cautious and not overstep boundaries.

Outsouring services

Other aspects of planning to be looked into will depend on the type of event that is being planned.
This will call for outsourcing of services and it would be wise to source for quotations from various providers before choosing one. It has been said that familiarity breeds contempt and in business this is very true. Using the same provider time after time can lead to complacency in the provision of services. It is advisable to have at least two or three different providers of the same service so as to ‘keep them on their toes' and as such ensure that the standards of services are kept high.

It should be made very clear to service providers the exact date and time as to when their services will be required. And this should be reconfirmed a day prior to the event so as to avoid last minute cancellations. All equipment should be tried and tested a day before the event and on the material morning so as to ensure smooth sailing. But since to error is human, always have back-up equipment on standby.

If any food or refreshments are to be provided, ensure that you have personally studied the menu with the chef and agreed on what should be served and how it should be served. Presentation is everything when it comes to food. Food is a tricky area especially since it is next to impossible to be aware of all the guests' dietary needs. Therefore to be on the safe side, plan to cover all diet groups from vegetarians to meat-eaters.

Leave nothng to chance

As an event organiser, never leave anything to chance. Make a site tour of the venue on the eve of the event and ensure that all is in place. On the d-day, it would be more than unprofessional for an event to begin running in the absence of the organiser. Plan to see the event through to the end to ensure that any eventualities are immediately taken care of preferably without the client ever getting to know about them.

An event is like a baby. Nurture it and it will blossom, take it for granted and it will come back to haunt you.