Introduction to Event Management

Event Management

• Events are unique happenings that bring people together for a purpose.
• Events are planned, and are always planned to be special.
• Events are unique occurrences that do not happen very often.
• Events have a limited duration.
• Events happen with a live audience in attendance.
• Events require one or more groups to plan and organize.
• Events are staged for a purpose.
• Events are unique occurrences that do not happen very often and have a limited duration and happen with a live audience in attendance and require one or more groups to plan and organize and are staged for a purpose.
• Event management includes planning, organizing, and executing events, taking into account the unique circumstances of each event and its purpose.
• Event management is a process that brings people together for a specific purpose.
• Key words: "Commune," "Convene," "Commerce," "Life-cycle events," "Townfolk," "Marketing events," "Festivals and hallmark events"
• Events range in frequency, magnitude of impact, and purpose.

Event Stakeholders

• Event stakeholders include clients, event organizers, and suppliers.
• Clients should provide clear expectations and budget information.
• The Event Manager should be able to communicate effectively with all stakeholders.

Venue Selection

• Venue selection is an important part of the event planning process.
• Understanding the "5Ws and 1H" can guide venue selection.
• The event manager collaborates with the client to determine the best venue that meets their needs and preferences.
• The venue must be suitable for the event's purpose, size, and budget.
• The venue should be able to accommodate specific requests, such as electrical connections and stage construction.

Budgeting

• Budgeting should be discussed early in the planning process.
• Clients should provide specific budget allocation for the event.
• Event managers should assess the budget and make adjustments as needed.
• The event manager should be transparent about the budget and any potential cost overruns.
• Major expenses for events include accommodations, administrative overhead, audio-visual and lighting equipment rental, awards and recognition, and communication expense.
• Budgeting also includes funding sources, such as event sponsors, ticket sales, and grants.

Safety and Security

• Emergency contact numbers should be readily available for ambulance services, hospitals, fire departments, police, bomb squads, and search and rescue teams.
• Emergency procedures should be planned and communicated to all involved personnel.
• A thorough review and assessment of the venue's electrical system should be conducted.
• The venue should have adequate power supply to meet the demands of the event.
• Electrical connections, wires, and cables should be checked for safety.
• Walkways and aisles should be free of wires to avoid tripping hazards.
• Crowd control measures should be planned and implemented to ensure the safety of attendees.
• Event personnel need to anticipate how the audience will react to each activity throughout the event.
• Crowd control plans should include smooth crowd flow at entrances, orderly and well-managed lines, and clear communication.

Crowd Management

• Crowd management is essential for the safety and security of all attendees.
• Crowd movement should be anticipated and planned for.
• Venue capacity should be considered and respected.
• Event personnel should be aware of potential crowd hazards and take appropriate precautions.
• Event personnel need to be trained in crowd control techniques and emergency procedures.