You might often wonder while dealing with the events that whether you are planning the events or managing them? Are the two different from each other?
The answer is yes. Event Management is completely different from Event Planning. The former is executed well only if the latter is done well, that is, a good event planning leads to easy and efficient management.
So, what is Event Planning?
Event Planning deals with both private and social events. It is a process that takes place prior to the day of the event. It involves all the event management activities like- budgeting, selection, and reservation of event sites, planning the food and dÃ©cor, establishing of timelines, acquiring the permits, arranging all the required pieces of equipment and facilities, developing the contingency plans, and managing any kind of risks.
An event plannerâ€™s role is to plan and prepare for the entire event. The tasks can range quite substantially depending on what the client wishes for. The work of an event planner is- to create the initial concept, finalize it with the client, and instruct the team to work on the plans. The job does not finish here, they further have to get the feedback post-event and prepare the reports on the overall event which will include- budget, accommodation, transport, reservations and so much more.
What is Event Management?
A lot of people think that event planning and event management are almost two same things. But that is completely incorrect. Although both of them are a part of the execution of events but are very different fields.
An event manager is a person who manages the event on the day it takes place. Their role is to ensure that the concept planned prior to the event is effectively delivered, the venue is booked on time, there are no budget-related problems, and many more including that the event runs well.
The event manager has to be present on the day of the event, to oversee the entire event from start till the end. It is their duty to resolve any kind of issues that may arise amid the event.
The presence of the event manager is a surety for clients that the event is delivered to the highest standards. The client can sit back and enjoy the whole event without any worries.
Work of Event Planner-
Some of the areas where event planners work include-
- Choosing an event space.
- Choosing the theme of the event.
- Creating layouts and designing of the space.
- Creating food menus and choosing caterers.
- Helping with the hiring of the entertainment teams.
- Money handling, handling pre-contracts, and proposals to vendors.
Work of Event Manager-
An event manager manages the event. Their work involves-
- Same-day event logistics and parking logistics.
- Making sure plans are executed well.
- See if the vendors are running on time.
- Creating emergency default plans for the event.
- Manages the work of the staff and entertainment teams.
- Ensures that no issues arise and all the conflicts related to the event are resolved.
Event managers are responsible that an event that is executed as planned and desired.
What is it to plan an event?
Letâ€™s understand it as-
- Deciding Event Theme and Objective
This is the first step to event planning. Understanding what the client is actually willing to have and working exactly on it is the base of the event planning. For this, the event planner must be sure about the objectives of the event, the required budget of the event, the entertainment required to be performed, and more.
- Planning and Allocating the Budget
Different events have different requirements and hence budget allocation is a big factor for the event. The event planner has to decide the amounts related to- venue, software and technology, catering and food services, transportation and logistics, and the production costs as well.
- Setting the Timelines
Planning the time for every activity to take place in an event is very important. Any delay in the process can cost a bomb. From the time of starting and ending the event to vendor delivery timelines, executing everything on time will ensure the success of the event.
- Finding the Sponsors and Partners
Most of the events need sponsors for financial investment and promotions. Proper planning is needed to search for suitable sponsors to have a strong association demand.
What is it to manage an event?
The core aspects of managing an event are-
- Event Awareness
Raising awareness about the occurrence of the event is equally important. This can be done by spreading the message on the social media platform and by communicating it further.
- Promotion and Marketing
For a successful event, you need to market the eventâ€™s value and in case it is a social event, all the seats should be sold out. It can be done by- choosing the marketing channel, making perfect registration strategies, and setting up promotional emails and SMS campaigns.
- On-Ground Operations
The most challenging part about managing an event is the on-ground operations. These include- event production, attendee management, badge printing, event engagement, and networking.
What do event planning and event management have in common?
The basic common point between both is that both require a specific kind of person to get the work done. They should be smart, disciplined, detail-oriented with leadership qualities. Besides this, both event planners and managers have to be creative and have people skills to communicate patiently and nicely. They need to work well under pressure or any circumstances that arise during the event.
In both the jobs, clients are fully dependent on the planners and managers; they should understand this and thus work accordingly. Coordinating the finest of details and bringing the event to success is the aim of both.
Overall, event planners and managers work together to make plans and execute them well till the end.