The idea of learning something new and meeting new people is exhilarating, that’s why events are exciting and thrilling. Yet, the event management process can be a strenuous and enormous task. You have to look closely at the details to be sure that everything in the event goes according to plan.
As event managers and coordinators, we should have a great deal of knowledge about event management and how to implement it. This blog will guide you through the event management process and what it is. Plus, how you can effectively handle the event management process.
Event Marketing
Event managers should provide opportunities for brands to promote during events, this should be part of your event management process. This is called event marketing. Event marketing is important because it helps market a company or brand to a targeted audience.
Event marketing can build maximum brand awareness and facilitate sales more than an advertisement would. That’s why events and campaigns are very pivotal to different companies and businesses especially if they wanted to introduce a new product.
Businesses expose their brands at events like trade shows, exhibitions, and others, generating a great return on investments for the brand. It allows businesses to reach new audiences and have the opportunity to convert event attendees into customers.
Perhaps the greatest return on investments in events is that event attendees are more likely to purchase a brand after participating in an event. Studies show that 90% of event attendees have more positive feelings about the brand after attending an event. Other statistics show when consumers have an opportunity to try a product, they are likely to purchase it and they tend to buy it again.
Because of this great return on investments in events, more and more businesses invest in experiential marketing. Another statistic, also showed that event marketing is the most effective marketing strategy for businesses.
Types of Events
Whatever the type of event you are hosting, whether it is in-person, hybrid, or virtual you need to have a solid event management process to ensure the success of your event. Each type of event has a different event management process that you must master to offer companies the best event for their business.
In-person events are events that take place with all stakeholders; businesses, speakers, and audiences in the same physical location or the chosen venue of the event. In-person events are best for performances, celebrations, and experiential marketing of products.
If you plan to host your event in person the best you can do is to prepare; make research about venues, catering, and other logistics. Be sure also to strategize your marketing to maximize ticket sales and be able to reach more audiences. And look for sources of equipment needed for your in-person event.
Hybrid events combine in-person or face-to-face events features and virtual or online components such as attendees or keynote speakers to participate online. This event is also live-streamed so that more audiences are reached.
Planning to create an event that can reach the broadest possible audience and enjoy the benefits of both in-person and virtual events? Then hybrid events are for you. By opting to go hybrid, you’ll need to prepare for your live stream, not just your physical setup.
Choose also a venue that is conducive for event recording and devices needed for interaction with virtual audiences. Another tip, get a good moderator, not just an event emcee. Moderators are great at engaging virtual audiences so that they will feel included in the event.
Virtual events are events that take place purely online. Speakers and audiences rely on technology to be able to participate in the event. Thus, 100% of the participants use digital technologies to connect.
Webinar
Online or virtual events are best for webinars, onboarding, training, presentations, polls, and question and answers. Since it is best for conveying knowledge and boosting sales. To make the best out of virtual events; choose the right software as your event platform.
Plan your event down to the minute detail to lessen audience distraction and encourage their interaction instead. And of course, make sure you have an updated video conference camera.
Of the 3 types of events, virtual events require the least cost since you’ll only be concerning yourself with those online. While in-person events require higher because you have to consider the venue, travel for speakers, catering, and more. Hybrid events on the other hand require the highest cost because it comes with all the expense of in-person and virtual events.
What is event management?
Event management in its simplest definition is the process of planning, creating, and maintaining different types of events. It requires a hands-on approach by event managers from planning the event to execution of plans for the event.
The event management process aims to control and manage any event. It involves everything in the event; from pre-event, during the event, and post-event. It also covers budgeting, choosing the venue, advertising, engagement of the audience, and more.
Importance of event management
Event management is very important because no matter how suitable the venue, how brilliant the keynote speaker is, or how perfect the entertainers are at the event, proper coordination and execution of plans are most important for events to be successful.
Here are 6 most important attributes of event management:
- Helps build the perfect event by taking care of all the logistics.
- Expert execution of plans and handling of tasks professionally.
- Reduce unnecessary costs and maximize output
- Increases effectiveness and efficiency of plans.
- Assessment, keeping track, and evaluating feedback.
- Delivering the experience you intend and that all stakeholders want from the event.
The Dos and Don’ts in Managing Your Events
Before we get into the steps of the event management process it is important to take note of the do’s and maximize in doing these for your events while avoiding the don’ts of managing your events.
The dos of managing your events:
- Do have open and clear communication between everyone concerned to ensure that everyone understands their roles and responsibilities and in so doing avoid mistakes.
- Do stick with your budget. Consider all possible costs from the start of planning and allocate an appropriate budget before starting.
- Do identify your audience and plan according to their needs and preferences.
- Do establish an event schedule. Building an agenda and keeping a checklist helps you to keep in mind the details of the event so that none will be missed, especially on the day of the event.
- Do always consider the purpose of the event. It is easy to get lost with all the busy preparations and all the things that need to be arranged and get done. Yet, however hectic preparations can be, always keep in mind the purpose of the event.
The don’ts of managing your events:
- Don’t delay sending out invites. To ensure the attendance of speakers, entertainers, audiences, etc. send out invites as early as possible, especially to your keynote speakers.
- Don’t forget about after-event services such as clean-up crew and trash removal services. Although most times this is included in the venue fees it is best to include this on your plan just to be sure.
- Don’t do everything and be the expert in everything. You can be a reliable event manager yet a brilliant event manager is able to delegate tasks to their team.
- Don’t attempt to plan the event by yourself. A successful event is not a one-man event. Make sure you have a trusted team with you during the planning and up to the end of your event.
- Don’t make decisions impulsively. Take the time to plan and do your research before making decisions. Always think about the stakeholders and think like the audience when making decisions for your event.
7- Step management process of a successful event
1. Target specific event goals and objectives
Before starting any plans for the event. Start by putting together specific event goals and objectives. Goals and objectives must be clear and measurable because they are guidance for event management.
Your objective should convey what you are intending to achieve through your event. Decide what is most important and prioritize it. Do away with the non-essential and focus on your goal.
2. Organize your workforce
Event management can be very intense which is why you need to have a very reliable team to work with. Look for volunteers who understand your vision. It is also necessary to hire professionals who are experts of different features of events as they can be easy to work with. And you can trust that they know what they are doing. Plus, they can work with minimal supervision.
3. Layout your event plan
Plan out the date, venue, event design, and event program. Include in the event design what the core feature of the event is. Highlight in the event program the goal and the objective. Then incorporate activities or entertainment for a memorable event for your attendees and a profitable one for the company or sponsor.
4. Create your budget plan
Evaluate the cost and see if it coordinates with sponsors or company investments. Allocate the budget for different features of the event and set the highest budget for the main feature. By proper budget allocation, you can avoid unnecessary expenditures.
Take into consideration event registration and ticketing. How much will it cost you and how much you’d sell your tickets for? As part of the event management process, you’ll need to revisit the budget as you go along with the implementation of plans.
5. Leverage event technology
As mentioned, event management can be intense, that’s why there are tools for that. You can unload yourself from this task if you partner with Event Smart. Event Smart can customize your event website for you, manage your event registrations, and sell online tickets.
The less task you have on your hands the more you can do for other things that need to be done. That’s why most event planners choose to utilize event software to facilitate their event planning process.
6. Launch your marketing plan
The day of your event has finally arrived. Event management is more than just making sure physical needs and arrangements are all in order. The major part of your event management process is creating connections between the company or brand and the audiences. Through this, you’d garner leads that will convert to sales which is crucial in demonstrating your event’s return on investment.
7. Evaluate event performance
The event may have been over but the event management process is not quite over yet. It is time for you to evaluate and assess event performance based on your desired goal and objectives and through attendee surveys and online buzz.
Assessing event performance is very important yet more importantly, appraising the company’s or sponsors’ return on investments through reach, exposures, and sales with the help of internal tools must be done.
You need to evaluate and make reports on whether this was achieved. This way, you can also find out which part you slack and need to improve.
Event Smart is the Event Management System for you!
Provide a seamless event by planning your event with Event Smart. Event Smart will provide you with event management software that will reduce your administrative task. It is your best partner in event planning.
Event smart will help you successfully plan unlimited events through your event website, and manage your event from online event registration to selling multiple event tickets and more, that’s why many organizations and businesses trust event smart with their events.
Event managers who have tried event smart’s event management system have had nothing but wonderful words to say in their reviews.
The greatest part is that you can try Event Smart’s event management system for free. Start your free trial now!
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