Event Management(Study Material)

What is an Event? An event can be described as a public assembly for the purpose of celebration, education, marketing or reunion. Events can be classified on the basis of their size, type and context. An event can be:

1) Social / life–cycle events Events like Birthday party, Hen/Stag party, Graduation day, Bachelor's party, Engagement, Wedding, Anniversary, Retirement day, Funeral etc.

2) Education and career events Events like education fair, job fair, workshop, seminar, debate, contest, competition etc.

3) Sports events Events like Olympics, World Cup, marathons, Wimbledon, wrestling matches etc.

4) Entertainment events Events like music concerts, fairs, festivals, fashion shows, award functions, celebrity nights, beauty peagents, flash mob, jewellery shows, stage shows etc.

5) Political events Events like political procession, demonstration, rally, political functions etc.

6) Corporate events Events like MICE (meetings, incentives, conferences, exhibitions), product launches, road shows, buyerseller meet etc.

7) Religious events Events like religious festivals / fairs, religious procession, Katha, Pravachan, Diwali fair, Dusherra fair etc.

8) Fund raising/ cause related events Any event can be turned into a fund raising or cause related event e.g. auctions.

People Involved in Organizing an Event The number of people involved in organizing an event depends upon the size and scale of the event. While organizing a small party may require only one or two people, organizing a very large event like olympics may require several thousand people. An event management company can have following event professionals:

1) Event Manager/Event Planner He has following responsibilities: 1. He is responsible for planning and producing the whole event. 2. He is responsible for procurement management and resource management. 3. He formulates, prepares and implement risk management plan (risks related to event planning and production).

2) Event Coordinator He is responsible for coordinating with all event professionals and ensures that business operations are efficient and effective.

3) Information Manager He has following responsibilities: 1. He manages the information acquired through different sources. 2. He is responsible for the documentation of all business operations carried out pre-event, at-event and post-event. 3. He maintains database of service providers, delegates, guests, organizers, sponsors, partners, clients, target audience, media people and various govt. departments officials. 4. He formulates, prepares and implements the risk management plan. (risks related to information management like loss of data)

4) Logistic Manager He has following responsibilities: 1. Responsible for custom clearances and other clearances. 2. Responsible for warehousing of cargo 3. Cargo Insurance 4. He is expected to move goods and merchandise from one destination to the other in the most efficient manner. 5. He is responsible for procurement management and resource management. 6. He formulates, prepares and implements the risk management plan. (risks related to logistic management like cargo theft etc.)

5) Security Manager He has following responsibilities: 1. He is responsible for formulating, preparing and implementing the security plan and strategies. i.e. how to protect delegates, guests, service providers, organizers, sponsors, partners, clients, target audience, goods and merchandise etc. 2. He does procurement management and resource management. 3. He formulates, prepares and implements the risk management plan. (risks related to security like stampede, brawl etc)

6) Infrastructure Manager He has following responsibilities: 1. He does procurement management and resource management. 2. He is responsible for setting up and dismantling the infrastructure for the whole event like: a. Construction of boundary walls, entrance and exit gates, driveways, walkways and parking lots

b. Construction of AC/Non AC hangers/ halls, seating arrangement, stage design/ set up. c. Construction of green rooms, staff rooms, storage rooms, power rooms, toilets, sewage systems, stalls, counters, booths and kiosks. d. He is responsible for setting up electricity, water and phone connections. e. He is responsible for conservancy (i.e. cleanliness). 3. He formulates, prepares and implements the risk management plan. (risks related to infrastructure management like sudden shortage of workers, materials, power failure etc)

People Involved in Sponsoring an Event The following people are involved in supporting an event: • - Organizers • - Sponsors • - Partners • - Clients • - Supporting Agencies These people can either be an individual or a company. They either finance the whole event or some of its part or provide some service either at subsidized rate or for free.

Organizers An Organizer finances maximum amount of money in an event. Therefore he has maximum control over the event. Among sponsors, principal sponsor finances maximum amount of money. Depending on the amount of money financed, a sponsor can be a principal sponsor, cosponsor or associate sponsor.

Sponsors Similarly, depending on the type of service financed, a sponsor can be: a venue sponsor, gift sponsor, crown and jewellery sponsor, catering sponsor, badge sponsor, banner sponsor etc.

Partners Partners generally provide services either at subsidized rate or for free like media partners (which provide ad space), promotional partners (which do publicity), logistic partners (which move goods and merchandise from one destination to the other in the most efficient manner). Media partners can be: a newspaper partner, magazine partner, TV partner, Radio partner, Phone partner, Online partner or Outdoor partner. Any college, institute or publication can become: a knowledge partner, Research Partner, Scholistic partner, Holistic partner or Academic Partner to support an event.

Supporting Agencies Supporting Agencies (either goverment or private) can also support an event by either financing the event or donating some service.

Career in Event Management Event management is a multi million dollar industry which is growing at the rate of 150% per annum with events being hosted almost daily. So making a career in event management is a good choice. Organzing a perfectly synchronized, well planned, well conducted and memorable event, requires the supervision and services of well trained and experienced event professionals. Therefore event management companies are always on a look out for event professionals. The success of an event manger depends upon how well he organized the event and up to which extent he is able to achieve event and marketing objectives. The salary of an event manager depends upon his qualification, amount of exposure to events, media and corporate contacts. Working as an entrepreneur after two or three years of work experience is strongly recommended. If you can give value for money to your sponsors than sky is the limit for your income.

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