The nature of event management is fast-paced and requires flexibility and organisational skills. And while the scope and complexity of the plan may vary according to the size of the event, the fundamental challenges are just as complex.
Although most people have had some experience in managing an event, whether at home, at work or in the community, it can be a challenge, particularly if you’re from the corporate world. That’s why at Octo Event, we want to make it easy for you, giving you all the info you need about event management and how to do it successfully. You can also count on our full range of event services if you’re looking to turn your events into incredible experiences.
What is event management all about?
Event management as a profession has grown in popularity over the last decade following its overwhelming success as a marketing strategy for large companies. This strategy addresses all components of an event, such as start and end dates, budget, venue, marketing, attendees and more.
Below we’ll take a look at the components that you need to consider when managing an event:
- Event
- Budget
- Venue
- Marketing
- Advertising
- Volunteers
- Sponsors
- Production
- Stage
- Attendees
The essentials of event management
There are many factors involved in event management. However, some are essential and necessary for a successful event, and these are:
Event venue
The venue must be suitable for the event. Not only does it have to align with the event type, but also with the brand’s values and image. For example, Coca-Cola holds an outdoor festival because its philosophy is to share happiness and Red-Bull sponsors events related to car racing because “Red Bull gives you wings”. Which means that ensuring the event relates to the brand’s philosophy is a priority.
You also have to think about details like whether it will be outdoors or not, if you need to rent some kind of venue, that it meets the necessary capacity, that it has the necessary measures in place and complies with legal regulations.
Sound equipment
The importance of bringing in high-quality sound equipment cannot be overstated because good sound can truly create a great atmosphere in any environment. The right songs coming from the right audio setup can inject incredible energy into your event.
For good event management, avoid renting just any sound equipment – it could set your event on a path of failure, since attendees will leave unsatisfied without good sound and good music to keep the atmosphere positive. So do your research before choosing which equipment to rent.
A good lighting system
Like sound, lighting is a must if you want to create a complete experience for your audience. Matching lighting effects to the features of a performance can be incredibly effective. The right lighting at the right time can really add that drama and intensity you need to captivate your audience. In addition, lights can help change the mood of the audience.
Audiovisual and video equipment
You can’t forget about audiovisual equipment in the event management process. In fact, it’s essential. And it’s even more important if the event is going to be streamed. You need to have good audiovisual equipment like projectors, LED screens, cameras and microphones and more for a hybrid or streaming event.
Stage design
Have you thought about the significance of stage design at your event? This is an often-overlooked part of event management, but it’s a key point. It should also align with your event branding, and there are surprising elements of stage design that you might not know. These include:
- The stage itself, which can be standard or customised
- Backstage
- Photocall
- The floor or dais
- Skirts
- Stage fronts and sides
- Lecterns and stage furniture
What are the different phases of event management?
Now that you know what event management is all about, let’s go into detail about its different phases:
The pre-event phase
Pre-event planning is one of the most crucial stages, since everything you do or don’t do at this early juncture will affect the execution and the attendees’ experience on the day of the event.
First, start by outlining your key objectives for the event and a budget, as well as your target audience and a consistent brand message. Celebrating your brand image and making it consistent throughout the event will help reinforce your brand message and also build rapport with guests. You can then build on this information to create a detailed action plan, leaving nothing to chance, associating each part of the event with the objectives and allowing you to champion a cohesive brand message.
Execution phase of event management
Procedures and people must be continuously managed and monitored during the event to keep stakeholders like sponsors and suppliers, as well as key attendees, happy.
The first step is to make sure everything is set up and ready to go well before the doors open, leaving no room for the unexpected. You also need to focus on tactics to maximise the event attendee experience. Also, don’t overlook the role of social media – harnessing it and allowing event attendees to interact with you and share their experiences online in real time is a great strategy.
Post-event phase
The post-event period is also important. Ideally, ask attendees for feedback on any aspects of the event that they thought went well or that they would have liked to improve. You can then use this valuable information for future events. As time passes, continue to use social media so that attendees can share and interact.
Now that you know everything you need to know about event management, the next step is to take action – we hope your event will be a success and don’t hesitate to contact us for anything you need!