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Exploring Key Functions of Effective Event Management
- 1. Prepared by M.Sri Hari FUNCTIONS OF EVENT MANAGEMENT
- 2. Planning Organising Staffing Leading and Co-ordination Controlling FUNCTIONS OF EVENT MANAGEMENT
- 3. 1.Introduction to Event Planning Emphasize the importance of optimizing resource utilization. Define the role of a cross-functional team in managing the complexity of events. 2.Client and Event Brief Understanding Importance of understanding client profiles, event briefs, and target audience. Estimation of the number of attendees. 3.Event Budget Preparation Highlight the need for detailed event budget preparation as a key component. 4.Micro-Level Coordination Coordination with the creative team for technical specifications (sound, lights, stages). Discuss the challenge of shortlisting artists and ensuring alignment with the creative vision. 5.Venue and Event Location Decisions The task of assessing indoor vs. outdoor locations, venue conditions, and gathering necessary information for decision-making. PLANNING
- 4. 6.Licensing and Clearances Discuss the responsibility of the event coordinator to manage licenses and clearances. 7. Soft Issues in Event Planning Determine whether the event is ticketed, non-ticketed, or sponsored. Risk assessment and its role in the planning process. 8. Hospitality and Catering Considerations Planning the quality of hospitality and determining dress codes for hosts/hostesses. Deciding appropriate food and beverage selections based on the audience profile and security considerations. 9. Cash Flow Management Inflows: sponsorships, ticket sales, commissions, artist management fees, etc. Outflows: suppliers, venue charges, payments to artists, event production costs, licensing, and tax liabilities. 10. Payment Structure Discuss different payment modes (part payments, full payments) and contractual agreements. Emphasize the importance of advance payments for working capital needs.
- 5. 11. Defining Creative Constraints Planning defines the limits for the creative team, focusing on logistics (transportation, travel, accommodation) and networking (media plans, printing, banners). 12. Event Flow Control Discuss how planning controls the inflow and outflow of money and the timeline of event decisions. 13. Time Sensitivity The importance of time management in event planning and the urgency of timely decision-making. 14. Event Planning Services List key event services: travel arrangements, audio-visual needs, catering, decor, entertainment, site selection, sound & lighting, staging, and web management.
- 6. ORGANIZING 1.Team-Based Environment Events operate with a team-based work setup and project-oriented structures. Responsibilities are divided among team members for effective coordination. 2.Core Activities in Organizing Describe tasks and identify individual/team responsibilities. Delegate authority and define clear roles for structure and clarity. 3.Adaptable Structures Organizational structures change with each event based on resource availability. Project-based structures are widely used in event management. 4.Role of Event Coordinators Contact artists/performers and arrange standbys for potential dropouts. Finalize dates, terms, and conditions with performers.
- 7. 5. Infrastructure and Logistics Arrange physical components like sound, lights, stage, sets, and seating. Handle publicity, including press meets, releases, ticketing, and invitations. 6. Permissions and Licenses Obtain necessary government approvals and licenses as per planning requirements. 7. Hospitality and Sponsorship Management Organize accommodation, food, beverages, and hostesses. Maintain commitments to sponsors and ensure client satisfaction.
- 8. STAFFING 1. Functional Responsibilities in Staffing Defined by the project-oriented organizational structure of events. Roles depend on team structure, member expertise, experience, and background. 2. Influence of Firm Size Large Firms: Specialized personnel with defined responsibilities. Small Firms: Fusion of roles due to limited staff and time. 3. Ideal Candidate Profile Preferred backgrounds: hospitality, sales, advertising. Ability to handle stress and uncertainty during events. 4. Skilled and Unskilled Roles Requires a mix of skilled professionals and volunteers. Effective guidance of labor staff is essential for smooth operations. 5. Key Functional Responsibilities Overall Coordinator: Final authority for event-related decisions. Creative Manager: Leads the creative team, ensuring innovative execution. Project Manager: Focuses on conceptual success, critical during planning. Production Manager: Ensures the event's physical execution, involved from planning.
- 9. LEADING & CO-ORDINATING 1. Importance of Interpersonal Skills Central to achieving team synergy and event success. Coordination ensures individual efforts align with team goals. 2. Role of the Overall Coordinator Requires exceptional people skills and motivational abilities. Guides marketing and project managers effectively. Shares expertise with newcomers, addressing the shortage of professionals. 3. Challenges in Coordination Physical nature of work and tight time constraints. Ensuring a balance between encouragement and discipline ("carrot and stick" approach). 4. Essential Skills for an Event Coordinator Strong communication and patience. Ability to minimize errors and guide the team under pressure. Competence in identifying and managing issues effectively.
- 10. CONTROLLING 1. Definition and Purpose Involves evaluation and correction to ensure events conform to the original plans. Measures the extent to which an event achieves its objectives. 2. Approaches to Evaluation Critical Examination: Identifying what went wrong and areas needing improvement. Constructive Focus: Making recommendations to enhance future events. 3. Preconditions for Effective Evaluation Clear understanding of predefined event objectives. A detailed brief containing all necessary data and purpose. 4. Basic Evaluation Process Step 1: Establishing tangible objectives and ensuring sensitivity in evaluation. Step 2: Measuring performance before, during, and after the event. Step 3: Correcting deviations from the plans. 5. Significance Evaluation provides actionable insights for improvement. Essential to ensure the event meets its goals effectively.
- 11. Thank you