1. Event management is the application of project
management to the creation and development
of festivals, events and conferences.
Event management involves studying the intricacies
of the brand, identifying the target audience,
devising the event concept, planning the logistics
and coordinating the technical aspects before
actually launching the event. Post-event analysis
and ensuring a return on investment have become
significant drivers for the event industry.[1]
The recent growth of festivals and events as an
industry around the world means that the
management can no longer be ad hoc. Events and
festivals, such as theAsian Games, have a large
impact on their communities and, in some cases, the
whole country.
The industry now includes events of all sizes from
the Olympics down to a breakfast meeting for ten
business people. Many industries, charitable
organizations, and interest groups will hold events of
some size in order to market themselves, build
business relationships, raise money or celebrate.
Marketing tool
Event management is considered one of the strategic marketing and communication tools by companies
of all sizes. From product launches to press conferences, companies create promotional events to help
them communicate with clients and potential clients. They might target their audience by using the news

2. media, hoping to generate media coverage which will reach thousands or millions of people. They can
also invite their audience to their events and reach them at the actual event.
Services
[edit]
Event management companies and organizations service
a variety of areas including corporate events (product
launches, press conferences, corporate meetings and
conferences), marketing programs (road shows, grand
opening events), and special corporate hospitality events
like concerts, award ceremonies, film premieres,
launch/release parties, fashion shows, commercial events,
private (personal) events such as weddings and religious
services.
Clients hire event management companies to handle a
specific scope of services for the given event, which at its
maximum may include all creative, technical and logistical
elements of the event. (Or just a subset of these,
depending on the client's needs, expertise and budget).
[edit]Event manager
The event manager is the person who plans and executes the
event. Event managers and their teams are often behind-thescenes running the event. Event managers may also be involved
in more than just the planning and execution of the event, but also
brand building, marketing and communication strategy. The event
manager is an expert at the creative, technical and logistical
elements that help an event succeed. This includes event
design, audio-visual production, scriptwriting, logistics, budgeting,
negotiation and, of course, client service. It is a multi-dimensional
profession.
An event architect is an event manager that becomes involved at
the early initiation stages of the event. Specially for larger public
events, at the initiation stage, the event architect needs to make

3. crucial choices and decisions related to the creative concept and
design of the event. In depth technical design knowledge and full
understanding of how to communicate a company´s message
across a public are needed in order to make the event effective.
If the event manager has budget responsibilities at this early
stage they may be termed an event or production executive. The
early event development stages include:
Site surveying
Client Service
Brief clarification
Budget drafting
Cash flow management
Supply chain identification
Procurement
Scheduling
Site design
Technical design
Health & Safety
First Aid Services
Environmental and ecological management
Risk management
An event manager who becomes involved closer to the event will
often have a more limited brief. The key disciplines closer to the
event are:
Health & Safety including crowd management
Logistics and vehicle selection
Rigging
Sound
Light
Video
Detailed scheduling and agenda planning

4. Security
[edit]Sustainability
Sustainable event management (also known as event greening) is the process used to produce an event
with particular concern for environmental, economic and social issues. Sustainability in event
management incorporates socially and environmentally responsible decision making into the planning,
organisation and implementation of, and participation in, an event. It involves including sustainable
development principles and practices in all levels of event organisation, and aims to ensure that an event
is hosted responsibly. It represents the total package of interventions at an event, and needs to be done
in an integrated manner. Event greening should start at the inception of the project, and should involve all
the key role players, such as clients, organisers, venues, sub-contractors and suppliers.
[edit]Technology
Event management software companies provide event planners with software tools to handle many
common activities such as delegate registration, hotel booking, travel booking or allocation of exhibition
floorspace.
[edit]Education
There are an increasing number of universities which offer courses in event management, including
diplomas and graduate degrees. In addition to these academic courses, there are many associations and
societies that provide courses on the various aspects of the industry. Study includes organizational skills,
technical knowledge, P.R., marketing, advertising, catering, logistics, decor, glamor identity, human
relations, study of law and licenses, risk management, budgeting, study of allied industries like television,
other media and several other areas. Certification can be acquired from various sources to obtain
designations such as Certified Trade Show Marketer (CTSM), Certified Manager of Exhibits (CME),
Certified in Exhibition Management (CEM), Global Certification in Meeting Management (CMM), Certified
Meeting Professional (CMP) and the Certified Special Event Professional (CSEP).
Career opportunities are in the following Industries :
1. Event Management
2. Event Management Consultancy
3. Hotel, travel and hospitality Industries
4. Advertising Agencies
5. Public Relations Firms
6. Corporations
7. News Media
8. Non-profit organization
9. Integrated Marketing & Communications
10. Event Budgeting and Accounting
[edit]Categories
of events
Events can be classified into four broad categories based on their purpose and objective:

5. 1. Leisure events e.g. leisure sport, music, recreation.
2. Cultural events e.g. ceremonial, religious, art, heritage, and folklore.
3. Personal events e.g. weddings, birthdays, anniversaries.
4. Organizational events e.g. commercial, political, charitable, sales, product launch,expo.
In
the
last
10
to
15
years,
there
has
been
enormous
growth
in
the event managementbusiness. Event management is a way of outsourcing occasions that are
either business, social or a combination of the two. Events can be as diverse as weddings to political
rallies. For any business meeting or social occasion you can think up, an event management team
can be called in to organize it.
Almost 500 billion US dollars (USD) are spent annually on planned events around the world. It is no
longer adequate to have a small catering team supplying food at business events. If you want
your event to be successful and look impressive to potential clients, then eventmanagement is the
way to go.
The range of events that an event management business can supply is impressive. They can
arrange events for a small group of people or huge events with around 5,000 people attending. Most
businesses contact an event management team because their expertise in the field should be
second to none. Planning an event is a time consuming and stressful affair; it is also a costly
one. Event management teams have contacts within their field in order to obtain the best price
quotes and the most reliable service.
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Imagine you are holding an event for 5,000 people that will last all day. You may think that catering
is the most stressful thing to deal with, but have you taken accommodation and entertainment into
consideration? How about staff for the event, the room size where you will be holding the event,
seating arrangements and, of course, the budget for the event? These are all factors that a
professional event management team will have first hand knowledge of.
No matter what the type or size, if the event is an important one, you should consider contacting
an event management team. They can deal with conferences, award ceremonies, product launches,
gala diners and corporate activity days, to name a few. When you contact
anevent management team, ask what their qualifications are, and then ask for examples of previous
events they have managed.
If you are a business, word of mouth is one of the most reliable forms of reference. If you have
recently attended a successful event or wedding, ask about the event management team that
planned it. Event planners are experts at keeping your staff happy and impressed, and they will also
give the impression that your business is flourishing and professional. A flourishing business is one
of the most impressive incentives to a potential investor. An eventmanagement team may cost you
money, but it may also make you money in the future.
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Discuss this Article
raheels
Post 42
I want to venture into event management. I've planned some events before, like
a dinner. I already have a wedding I'm planning. I just need some guidelines
that would help me plan this wedding well and events generally.

11. anon275601
Post 40
I am studying events management and need an explanation on strategic events
growth. I don't exactly understand the explanation in the book. Please help!
anon262251
Post 38
I'm also interested in the event management business and will like to know
more about it and what it takes to start up one. --Abu
Related
Topics
Conference Event Management
Event Management Services
Online Event Management
Event Management Courses
Event Management Training
anon234633
Post 37
I'm from Chennai. My job experience is into marketing. But I am looking to
know whether event management is a business one can start with a lower
budget. And I am not a person with experience in event management. Could
anyone give me valuable suggestions?
anon139253
Post 32
I have no clue of what becoming an Events Manager really means. I want to
start it up as my private business but I have not the slightest knowledge of the
whole business. can somebody out there give some help to a brother.
anon122693
Post 29
I am a Zambian who worked with various NGO but i think my passion is with
events management and image building. which is the best institution i can study
from and what are some of the basics because i want to start a company now
and apply what I am learning.
Related
Topics
anon116824
Post 27
Conference Event Management
Event Management Software
Online Event Management
Event Management Training
Event Management Services
i am studying social work and doing my second year. i would like to open my
own event organising company and i don't have any experience. can you please
give me tips on how run this kind of business and what to expect.

12. anon97589
Post 24
I just read this article on event management. I am into this kind of project in
Nigeria. Can you please advise me on how to build and showcase the business
better to people so as to make it a success story. Thank you. Josephine J.
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anon86150
Post 21
Related
Topics
I am a student from baroda, India. I study in 12th and I want to do post
graduation in event management and before that I will do a B.A. with english
literature. Is it a good option?
Event Management Software
Online Event Management
Event Management Companies
Event Management Training
Conference Event Management
anon85662
Post 20
I am working as an event manager in a leading business association and looking
forward to sharing and learning from any experienced event managers.
ayush
Post 19
i am a business student and we are in a hotel for a task and it is promoting the
hotel for tourism. It It is a five-star hotel and we are to organise an event
management on promotion of this hotel to promote tourism.
so I just want to say i just need more plans and strategies to promote the hotel to
increase the inflow of tourism in this hotel. i hope i will be helped.
anon75449
Post 16
Related
Topics
Please how can i market my product/biz idea in a competitive environment?
could you give me some tips on feasibility report on event management? Thank
you.
Event Management Companies
Event Management Courses

13. Event Management Software
Event Management Training
Online Event Management
anon73380
Post 14
What is the source for the 500 billion USD spent annually on planned events?
anon71093
Post 13
I finished my B.sc and started as a promoter in 2007. Now I am working as a
manpower vendor for
some event management company and also working with
event management company. how can i start an event management company?
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anon65288
Post 12
I am working as an event manager in a leading business association and looking
forward to share and learn from any experienced event managers.
Everyone is welcome.
Related
Topics
Event Management Software
Event Management Services
Conference Event Management
Event Management Training
Online Event Management
anon64554
Post 11
i'm completely unfamiliar with the words event management. Can you guide me
through and are 12 pass candidates eligible for the job? Though i have three
years' experience in bpo organization.
anon55913
Post 9
I am running a bar and restaurant. now i am planning to do event management.
can you tell me the details regarding this and can i run this management based
on my present business?

14. anon53294
Post 7
Related
Topics
I am Azhar. i want to start my own company. I have a bachelor of business
administration degree, so please suggest to me what type of company will grow
fast in a short span of time and also tell me how to start an event management
company. Thank you.
Event Management Courses
Event Management Training
Event Management Companies
Online Event Management
Event Management Software
anon53023
Post 6
I am a student of engineering and started as a promoter in 2005. Now I am
working as a manpower vendor for corporate events.
anon39619
Post 5
Hi, I am organizing a beauty pageant for small kids and need funding. I need to
write a business profile for the possible sponsors but do not know how. please
help me. Thank you.
Miss Nthunya
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anon37904
Post 4
Related
Topics
belli
Post 1
Hello, I am opening an event production company in Costa Rica. Can it be
possible to give more advice and suggestions on how I can build this business
sucessful. Thanks-- Andrea Rojas
Conference Event Management
Event Management Courses
Event Management Software
Online Event Management
Event Management Companies
Hi, I have just read the article on Event Management. I am starting a Project
that will involve this topic. I wonder would you be able give me some more
links for information on the Event Management Industry, also I need some info

15. on this industry in Ireland.
Thanking you for your attention,
Jucemara Belli
Event management is a great experience, whether its for your own party, for a
corporate event, for family and friends or professionally for weddings and other
great occasions. It's a tough job as not only do you have to have everything
organised, but you'll also need to be a quick thinker when disaster strikes.
However, it is a very fulfilling job, as it can make the world of difference to people
you know, or to those you don't know but who clearly appreciate your kindness
and monumental efforts in organising their birthday, anniversary, wedding or
other celebration and events.
This article will teach you how to be a great events manager and give some
suggestions to troubleshoot problems and with careful planning, avoid them all
together.
EditSteps
1. 1
Know and plan your event, while consulting regularly with the client or
their related guests. Even if the event is for yourself, or a small backyard event,
always consider everything you will need. Good event management in a big
scale is about organising people to be in charge of individual areas of the event
and that everyone knows what the plan is. This means making sure that things
are kept to schedule and assisting or having backup plans if it falls behind. By
answering some of the following questions, you can gain a firm understanding of
what's involved:

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o
Weddings are often the biggest low-profile project any manager would undertake as not
only is it typically one of the larger celebrations, it is one that is remembered for the entire
lifespan of the marriage and family. They are often very emotionally anticipated so it is best
to present a calm but enthusiastic manner at all times.
What is the event about? Aside from being an obvious question, once you have
asked it of yourself, you'll have a far better comprehension of the scope of what
is needed. An event might be a party, entertainment event such as a singer or
band/s concert, a wedding, anniversary, retirement gig, new year or religious
celebrations such as Christmas, Ramadan, Deepavali, Vesak day, (etc). It could
also be something more like a corporate meeting, fundraising event, awards
ceremony, civic or society event including grand openings, or a more solemn or
formal occasion, such as a funeral or a christening etc. Is it high profile or casual
/ low profile?
Will you need to find, hire, book or delegate extra people to fill roles such as
photographers, builders, designers and decorators, guest speakers, marketing &
journalism, sponsors, entertainers or bands, officiates or clergy, dancing partners
or demonstrations? It is wise to include them in catering and seating calculations
so that a meal and a table place is provided for them if appropriate or required.
o

17. What is the time frame and date? In a perfect world, you would get lots of time to plan
and organise what you will need.
What is the time frame and date? In a perfect world, you would get lots of time to
plan and organise what you will need. However, this is seldom the case and time
will be of the essence. Quite often there notice can be as short as a day to plan
for smaller scale events, which can be just as important as the big ones.
How many people will there be? Some events are strictly ticket entry or invitation
only, so it is easier to plan, but many events will have latecomers, or extras such
as children, partners or friends. In older establishments, they usually call the
quantity of guests "pax", so if working in a function centre and you see "Pax 150"
it means 150 guests are expected.
Is the food going to be served as a buffet style, served to each guest or more informal?
Are food and beverages provided? If so, know who will be on the team to look
after the cooking, serving and cleaning. Some events are a BYO (bring your
own), in which case it will be necessary to ensure that there is cooking
equipment (such as barbecues, aprons, etc.) provided, as well as coolers for
drinks the guests may bring if the event is not supplying them. Similar is a "bring
a plate" function, which makes things a lot easier, as catering is minimal, but you
will need to provide a food table and serving utensils, as well as heat mats, an
oven or bain maries to keep hot food warm and refrigerators to keep cold dishes
such as desserts. You'll also need to keep cold meat dishes in a safe
environment to reduce the risk of food poisoning. Cling film or tin foil is useful to
keep insects (and people) away from food until it is time to eat and someone
must be responsible for removing these covers on time.

18. What type of food do you need to serve? Are there likely to be guests with
allergies, vegetarian or vegan needs, diabetics, religious needs such as halal or
kosher, gluten-free, (etc)? And will there be infants, young children or the aged or
injured who cannot eat solid foods?
o
Unless an invitation only event, expect numbers to be flexible so while space is limited,
it's best to figure out how to fit maximum guests without it being uncomfortable.
What building are you hosting in and how will the space be managed? Are the
guests to be sitting on chairs in rows, on benches or at tables, or on picnic rugs
in the open? Will the weather pose a problem? Will there need to be room for
dancing, speakers podium or a stage? If so, plan to ensure the event space is
large enough.
It is always best to visit the site in advance and draw yourself a map of the area.
This map can be used as a "battle plan" and allows you to sketch and allocate
table space, service routes for food service, disabled access if required and exit
routes, as well as how you will get the equipment into place. You should also
mark where the power generator (if required), external equipment such a
refrigerator, ice maker, barbecue or stoves (etc) will be, as well as where power
points and cables will be (which may be covered discreetly with a rug) and other
safety hazards to address.
As it can be the biggest logistical problem it's always wise to ensure there
adequate room for all people to move around at the site.

19. Ask yourself are there enough facilities? Examples are toilets and bathrooms, car
parking spaces, wheelchair access ramps, changing rooms, storage rooms and
kitchen space, waste disposal bins, wine coolers, power access etc. Will
transport and accommodation be required for international or out-of-town guests
or delegates at hotels, as well as bookings and space made for their transport to
get them to and from the event?
Are legal and local government approvals required? In most instances approvals
are required for a bar, but also for excessive noise, vehicle access and parking,
building large enclosures such as a pavilion and other needs.
o
Does an electrician need to be hired for the artistic light installation?
Are entertainment and logistics organised? This part might be delivery of music
equipment, pavilions or tents and decorative effects or stage management you
will need, such as a microphone and amplifiers, lighting, power outlets, projectors
and screens for slideshows, smoke machines or other stage magic effects such
as mirrors, banners and corporate signage, etc. If you subcontract a company to
be entertainers, consult with them to ensure they are able to supply and set-up
their own equipment as well as where the stage and service sections will be on
the site and what the schedule will be. This way you can find out what you may
need to do to assist them.
Are additional decorations are needed, or do you need to organise guests
clothing such as suit and dress hire? Table linen, flowers, gifts, candles,
balloons, banners or backdrops for photography, red carpets, (etc) should always
be sourced well in advance.
o
Is it likely there will be frequent artistic changes? Weddings are infamous for
clients making last minute design changes so it is wise to recommend to your
clients a cut off date for changes. Usually 1 week before the event is leaving it
very close, but it gives the client some flexibility and avoids last minute changes
coming too late to be practical or cost effective to implement. If it is simple, subtle

20. or basic changes using already sourced decorations, then it is not unreasonable
to accede to change requests.
Be as accommodating as possible in what is usually a very emotionally
anticipated event.
2. 2
What's the battle plan? There is a good reason a kitchen team was commonly called a
brigade.
Organize your service team (even if they are friends and relatives or other
volunteers) to handle relevant sections, even if you're not professionally
running an event, but running a small family event.
Ideally, you should have notified people of duties at least two weeks prior to the
event, or more if possible. Caterers, florists, entertainers and other important
people appreciate as much time as possible to plan, as it is typically more
expensive to obtain goods and staff for high urgency requests. The other
advantage is should they not be able to keep your appointment, you have some
time still to find an alternative.
It is wise to get three quotes for all applications and ask what their problem
solving experience is like. The typical problems that people experience is all
down to short notice, so planning in advance is essential. Be sure to provide
clear instructions on how to get to the site and give them your number or
preferably a business card with contacts to call if they need directions.
Your battle plan should be from beginning to end. Planning, purchasing or
sourcing, delegating, installing & setting up, running the main event but most
importantly the after event work. The tidying up, returning hired or borrowed
equipment and later on consulting with the client about their experience and to

21. thank them for their custom. Even if unpaid, then thank them for the opportunity
to have such a great experience to run an event.
3. 3
Often you will need to sit down discreetly and politely with the most important guests to
find out potential challenges. Often it can be obvious by using observation of body
language––a skill many people in hospitality services are trained to develop.
Organize a plan B by considering common problem solutions (see
troubleshooting below) and meet with the client. Common problems may
include gatecrashers, protesters, invited guests having an illness, the weather
turning unpleasant, drunken guests misbehaving, etc. Plan for problems, but
avoid analysis-paralysis. A good manager lets the event happen on its own and
acts when needed.
Organise regular meetings with the clients or key guests of the event in advance
about your "battle plan" and invite their thoughts and suggestions. At all times
you should present a professional, confident, friendly and "can-do" manner and
use professional standards in presented paperwork such as schedules and
menus. Also bring any props and decorative samples for them to see and ensure
you bring your map layout drawings. Modern computer software has many
architectural conceptual programs you can use to present an image of how you
imagine it will look.
For a corporate or civic event, it is wise to ensure you have the most up-to-date
copy of the agenda and in any context communicate effectively to ensure all
changes are known to the clients and all concerned. In practice, most events are
really very similar so its just the theme or context that is different. Therefore it is
wise to remember what and who the event is about during all stages of the

22. planning process.
Also use this time to find out if there are potential problem makers amongst the
family, friends and/or other guests. Typically speaking for higher profile or larger
events, it is expected by the client that you should already be well aware of this,
so research scrupulously in advance and as you go, including reading local and
international news and media articles about the broader context. If you don't have
the knowledge up front, it is difficult to present a professional plan, or be
attractive as a prospective manager if the role of manager has not yet been
tendered. As it is essential that the client has confidence in you, you will need to
find out:
1. Who the key guests are––this is usually straightforward when it is a
celebration event––such as the bride and groom. The client is not always the key
guest/s but may be part of their group, or not present at all.
2. Who the host guests are––these people often act as hosts at their own tables
and tend to be good socializers and motivators of guests. These people are
useful to keep a convivial atmosphere and strike up a conversation if things turn
quiet, encourage people to dance or to introduce people to other guests to make
new friendships. These people should be reliable but are generally useful to
know as they will keep you informed, may step in and be a guest speaker or MC
for you in an emergency and these are the people overall who make the event
flow the smoothest at the front line. Guests seldom know or remember about the
back-of-house or service roles, unless it affects them directly. As the host guests
are with the broader audience (so to speak) all the time, they wield extraordinary
importance to ensuring the event is as good as it can be. If no host guests are
available or suitable to fill the role (because they do not have good people skills),
it is best to rope in people you know who can fill the role within the group first and
then source some externally if need be.
3. Who the peacemakers are. You should be aware at all times who these key
people are as you need to advise them of issues and involve them in the
handling of issues and disputes where appropriate. In low profile or family
events, it may be the head of the family, or an old friend or caretaker of the
family. In civic, entertainment, corporate, governmental or any high profile events

23. where it is unlikely there will be any peacemakers in the group (or the audience),
it is wise to subcontract them if the risk is likely, or if the key guest has their own
security detail then it is wise to ensure you communicate with them as they are
the experts.
Likewise in bigger high profile, government or international events, security is
usually organised by the client (such as for a famous entertainer), or by another
governmental department including transport and logistics so it is essential that
you have all necessary contact details for emergencies and to communicate
effectively. In low key events, or where you are managing an event for your own
project then you may be a peacemaker yourself, however it is best in practice to
ensure that the manager of the event does not fill this role but that it is managed
by another. It can compromise your ability to keep a cool head if someone you
know is ruining the event you have worked so hard on.
4. Who the decision maker is. For most cases it is yourself as manager, but when
you must consult guests and it is not appropriate to involve the key guests (as
they typically will be occupied being good hosts), find out who you should consult
in an emergency. Ultimately it would be the person who pays the bill if you're
charging for your services, or whomever you may deem as "the client" as the
person having the final say on the matter.
4. 4

24. Being a master of ceremonies is usually the fun job if you are already a confident person
as you get your moment in the spotlight to shine. When it is a theme event, it's best to get
someone within the party group who already has a costume to suit for the role and knows
their theme to be able to be relevant.
Find someone who will be the master of ceremonies (MC). The MC doesn't
always organise the event entirely, but they do host the event. It is usually a
member of the party, who will organise speeches, announce events such as the
meal courses, dancing, notable guests or entertainment. Liaise with this person
often and keep them up to date, ideally they should be organised and
responsible, but it doesn't always work that way and you may need to plan
around them.
Sometimes you may have to be the MC, in which case the job becomes much
harder as you will need to keep working until its all over. It then becomes
important to set up your service team with their own group leaders so you can
delegate most of the normal duties to them.
Will it be likely the event could take longer than originally planned? Speeches
aren't always kept to a time limit and can take more time than intended. It's best
to let the guests know the time frame, such as 6.30pm to 10.30pm for a dinner,
but very often it will go past this.
Time cards, or some other discreet sign language can be directed at the speaker
to indicate the speech is being overly long and can be a good way of reining in
their ramble, but be careful to ascertain the speaker's authority in the event;
sometimes, you just have to let them go on. It is best to check with the key guest
if your speaker has an inclination to have stage fright, turn political, try to steal
the limelight and outshine the key guests, or be a stage-hog. It is also wise to
have a back up signal if they need to draw out the speech instead if a problem
has arisen in the background.
5. 5
Revise your plan of action for the coming day. Start to ensure that things are
still going well with the service team as well as checking with the hosting guests to find out anything such as any extras or cancellations and that the logistics
(subcontracted work such as florists, caterers, decorators, etc.) are still on

25. schedule. Also keep an eye on weather forecasts in case unexpected weather
prompts a change of plan.
Rehearsals often expose potential problems in the grand plan and can also be the time
for your hosting guests to have a little fun before the actual event. Rehearsals usually make
hosting guests more confident as they know what their duties are and can put some input
into improving the plan.
Some things, such as the tables and chairs, product displays and corporate
banners, as well as stage equipment, lighting and non perishable decorations
can all be set up the day before. The final touches and cutlery (and the like) can
be placed on the actual day.
The advantage with this is that you can form a small dress rehearsal with your
key guests and service team who can better imagine the event and possible
issues. If you're setting up major things on the day, like the displays and tables
etc., effectively you're behind schedule. The exception to this is where the venue
is popular and you simply have no choice––in which case, work fast and
methodically.
Check that guest numbers and needs are still correct on the day of the event and
advise the service team of any changes at the earliest possible opportunity.
Consult with your clients to see how they are feeling, they may be excited,
nervous, worried, bored or mentally drained or have some issue on their plate
that in some cases you may soothe with understanding, some kind words and
practical assistance. It is wise to use this time to rejuvenate the enthusiasm in
guests and the team where appropriate.
6. 6

26. All set and ready to go...
Be the first to arrive at the site to oversee the preparations. Trust and
respect your service team to look after themselves. Offer assistance if needed,
but they are usually experienced enough not to need any help at all.
Act as a concierge or receptionist at the beginning, meeting and greeting each
guest (if appropriate) as they come. Hand over the reins to the MC when the
event starts. The management role will be more active problem solving and
ensuring all the back of house work such as food preparation and service runs to
plan. Keep an eye on the guests and keep contact with the MC often and
discreetly in case they want (or need) to change plans.
Keep a respectful distance from the key guests - after all, the event is all about
them - but be easily accessible by checking at appropriate moments how they
feel the event is going, as well as any problems, requests or suggestions they
may have.
There have been times, although they are not very common, when a key guest or
the client may become attached to you and want you to be with them either
guiding them around and introducing them, have you dine with them at the table,
dance with them etc. While it may offer future career opportunities if the client is
that enamoured with your professional standards and demeanour, but you must
not allow this to get in the way of the job you are currently doing, or vice-versa
appear to snub the client. Therefore stay professional in your manner as the
choice is typically to fit in where you can and/or to find another service team
member who will take over most or all of the back-of-house event management.
It is fine to say no, especially when it is inappropriate, but its all about how you
deflect unwanted attention.
Congratulate yourself after the event. Most events tend to run themselves when
they start, but all the hard work is the preparation that no-one sees.

27. Likewise after the event, arrange a time to meet and thank your client for their
custom. It is always recommended to offer an appropriate and thoughtful gift to
remember their time with you, as it is these small touches that make the
experience richer and may make them recommend your services in future. If you
gave a gift during the event, such as in a gift registry with the other guests, then a
thoughtful after present such as flowers, a framed photograph of your favourite
moment at their event (such as cutting the ribbon, or the climax of the show, or
the award ceremony, or the wedding kiss, or blowing out the candles on a cake,
etc), or some other gift may be appropriate.
At the same time you can ask them of their opinions of the event to refine your
skills, or pick up new ideas. While with good planning and management skills it is
rare that the event does not go to plan due to things beyond your control (elderly
or chronically unwell guests passing away at events has been known to occur),
still meet them afterwards and if appropriate offer a gift as a token of sympathy to
indicate you valued their custom and care for their well-being.
EditTroubleshooting
1. 1
Things don't always go to plan...
Late guests and other guest problems.

28. o
o
o
This one is a common issue, so it is best to be prepared. Ensure that invitations are
clear as to the time of the event and if requesting an RSVP, ensure that the time is
confirmed. Communicate with the MC, relevant guests (often the leaders of the party
members), entertainers and kitchen staff as soon as you're aware of an issue you
cannot resolve easily. For MC's, wedding and other officiates, as well as guest
speakers, it's wise to have their contact number handy to ensure you can act if there
are traffic delays or people getting lost. By and large delays are understandably hard to
avoid (such as unforeseen traffic issues) and are forgiven by guests who came on time.
For guests deliberately arriving late, it should be seen as that guest's choice, not your
fault as manager, so your duty is first to the guests that are already present and to
ensure they're looked after. In a nutshell, act as if there is no problem and carry on
regardless. Should the delayed guests be the focus (such as the bride and groom), the
usual methods are:
Contact the delayed guest/s directly to check for an estimation. Advise the kitchen
immediately of all developments so they can slow down or speed up to keep time.
Refrain from making it known publicly that the event is being delayed because of
certain guests (because the party will work that out on their own), but advise key hosts
or members of the party that you have been made aware of the fact. Let them know
what you intend to do, but allow the hosts to make a suggestion as they know the
members of their party and what would be appropriate in the context. It is better to
ensure that there is no problem for the guests who are already there and to save face
for the guests who are delayed.
o
It has been known to happen... Even one minute past reasonable time is too long for most
guests. Ensure that speakers have a good way of keeping track of time and a way to shorten their
speech if needs be without affecting the message. Ideally, listen to the speaker first at a rehearsal
if possible to get an idea of time.
Maintain careful watch on the time in relation to speeches. If key guests are late, serve
an additional appetiser (first course) and/or beverage early as this will prevent guests

29. who came on time to become bored and will keep them occupied. In most cases,
appetisers are prepared for this even if all guests arrive on time as you can never
prevent unforeseen issues from the kitchen (as they are usually served during
speeches, so it's a matter of shuffling the schedule). For guests that are going to be
delayed for more than is reasonable or possible (such as when serving food that simply
cannot wait, such as soufflés), start the event as planned and when the delayed guests
arrive, start them at the next course of a meal (even if this is dessert).
Organise an additional dance, game, speech or other form of entertainment (especially
music), and ensure extra distractions, such as group or party photographs are done
until they arrive and this back-up strategy should be considered the day in advance.
With carefully stage-managed events to distract people, 10-15 minutes delays are
seldom noticed and there are times when an event has been extended over an hour
successfully through the careful use of such distractions.
If there are no speeches at the time, keep a keen eye to ensure all guests are occupied
and move guests around discreetly to encourage conversation. As manager you may
have to act as an impromptu host, or even dancing partner to ensure the event thrives.
It is wise to develop skills to be an able speaker and dancer yourself but at the same
time delegate the management role to another team member who may cover you in the
time being. The goal is to ensure that no-one is sitting at a table that is silent.
o
For tired, jet lagged or mentally drained guests and guest speakers, it is wise to check
with them or their assistants about their well-being and if necessary, book a spa and
massage treatment or other appropriate way to rejuvenate them. It might also be
ensuring they have some food sent to them if they have not eaten for some time, or
some medicine if they are a little poorly (such as a flight related or nervous headache
or stomach pain). Refer them to a doctor if necessary. Tired guests and guest speakers
can destroy an event no matter what other obstacles you had to overcome on the night.
In practice it is best they are in the country at least 24 hours before the event, not only
to acclimatise but to attend a rehearsal and to meet and greet host guests. This is not
always possible, so it is best to communicate with the visitor or their assistant in
advance to see how they are going.
If they are not well enough to speak, but are well enough to attend, check with them if
they feel like attending in a non speaking role as it does salvage a potential problem. If
they are too ill and are central to the event (such as the local mayor at a civic event, the
singer of a concert etc), then cancelling or rescheduling is the only way to go if you
cannot find an alternative. If you cancel, communicate wisely as most guests are very

30. accepting for unavoidable cancellations such as illness or injury, even when it conflicts
with their own schedules.
2. 2
Food issues.
Oops...
o
o
o
This one is rare if you have planned things carefully, however accidents do happen
(such as a guest or young child making a mess of a food table, or an accident in the
kitchen). Early on you should be aware of the type of guests so should take into
account when and where food is displayed (such as for a buffet) and where such
guests are seated. Any spillage for safety reasons must be cleaned up immediately,
even if it means removing a red carpet or desired decor and furniture to be able to do
so. If it is impossible to hide a stain without affecting the appearance or the integrity of
the item (such as an antique), then removal is wise. If you have a spare, then use that,
if not, move the existing furniture or decor subtly so it does not feel missing. The same
rule applies as to act as if no problem has occurred, even if you feel the complete
opposite, but deal with the issue promptly.
A soft rope barrier, curtain or screen is recommended whenever you need to hide the
food area (such as a buffet with chafing dishes, or when organising a "reveal" of the
next course), as certain guests may feel that if food is in the dining area, it is free-forall, when they want - which is not always the case. Many people may also feel uneasy
if the food is there but they may not eat it, or become concerned with it growing stale or
cold. Young children playing games and causing a food table to collapse by accident
has been a not-so-rare occurrence of many weddings around the world, so keep things
out of sight until the last minute.
Shuffle the menu. If part of a dish is not possible to include (such as a side dish that
was burnt), either exclude it altogether, find an alternative, reduce the portion sizes to
stretch foods, but increase portions of other foods to balance. Advise table hosts as
required.
For accidental food spillages on clothing, for men it is easier to have a spare selection
of shirts, suits or appropriate clothing for them, although this is seldom used or needed
in anything but higher profile or formal events. For the ladies this is far more difficult,

31. o
but as the female guests will know well enough how much time and money was
invested in the dress and makeup, they will invariably be more careful to avoid potential
problems (including children). Depending on the nature of your event, select the food
and table linen accordingly. Many has an expensive dress been ruined with soups, red
wine and sauces (especially butter sauces), so napkins are essential. If they live
locally, guests may leave for home and change, but for long distance or insufficient
time it is wise to offer them a jacket from the spares for them to decide, or if it is in a
persons home, the lady of the house might have something to loan. If the accident
happened before the main event, then it may still be possible to visit a dry-cleaner,
clothing repairer or suit and dress hire service.
Unexpected vegetarians, teetotallers, those with food allergies, religious or special
diets––no surprise should ever occur with proper planning––but guests occasionally do
bring along additional family members, partners or close friends without advising you,
especially if it's not a strict invitation-only event. This is usually easily resolved. Keep a
headcount as guests arrive and when they arrive at the door, ask if there are any food
requirements and advise the kitchen and service staff immediately. For large
unexpected groups that are not gatecrashers, send a team member to the kitchen to
take stock and, if necessary, drive out to collect more supplies. Kitchens typically over
cater to cover for accidents and more often there are more cancellations than
unexpected guests. Limited portions can be stretched when you provide additional
fillers, such as bread rolls, salad or vegetable portions, ingredients for which can be
quickly sourced from local supermarkets.
3. 3
Children.
o
o
It's wise to remember that many managers have made serious errors in
underestimating the intelligence or forgetting the needs and desires of children at
events, as they have the same needs and wants as adults - to have a good time and
not be bored. Remember that their parents are also often offended if the event does
not cater for their children.
In practice, it is best to request an RSVP for every child that may come.
Young children (under 10) are best given food or snacks early as many dinner events
have the meals start as late as 8pm, which is far later than most children are used to.

32. Food provided should be fun and healthy but as special as the adult menu as parents
appreciate special touches for their children - it makes their job easier so they can have
fun as guests in their own right. A special "Children's Menu", special serving ware
(coloured plates, napkins etc) is recommended for children under 8, as over that age
they often enjoy being treated as adults using adult service ware.
o
o
o
Over 10's usually are fine to be served adult food and portions, even if they don't eat all
of it, but offer the children's menu to them (with their parent's permission) if they don't
seem keen on the options. It has also been known for young adults 13-18 to often
request the same food as youngsters, such as a hamburger and fries as opposed to
more formal restaurant food and it has been a frequently used trick to re-brand the
children's menu as an "Alternative Menu" for this age group of guests. It is very wise to
play safe and discuss with key guests about your plans to keep the young and old
engaged, well in advance of the date.
Unless they are infants, when the parents tend to keep a very close eye on them, many
adults in modern times don't want to be babysitting their children while they intend to
be there for their own enjoyment. The amount of responsibility a parent takes for
watching their children and their childrens' actions depends on the country, social level
of the event or the character of the parents. It is increasingly common to find parents
taking no responsibility whatsoever as soon as the child can walk and talk, especially
whenever the parent is a guest as they assume this service will be catered for with a
crèche or that at the very least, the child will be ushered back into the fold if they get
into trouble through wandering.
Children, teenagers and even adults can grow bored quickly when there is a delay
either from the kitchen, or from the guest's logistical side, so for these cases solutions
are needed (for adults and teenagers, refer to the above troubleshooting section about
delayed guests). If many children are likely, then it is best to be prepared by employing
an extra babysitter or child minder and some means of entertaining the youngsters,
such as allowing the parents to bring a DVD the child enjoys, organising sports and
games, supplying colouring books, board games or PC / game station type games
(Nintendo, Playstation, etc.), depending on the age group. For duty of care reasons,
children should not be left without supervision, but as event manager that supervision
should be delegated to another team member, or outsourced, as the event manager
cannot do both jobs.
Likewise, a discrete area should be provided for mothers with young children for their
needs such as toilet/bathroom breaks, breastfeeding (etc.), and a place for very young
children to sleep in if they are tired.
4. 4

33. The problem is, they seldom remember what happened except the hangover, but everyone
else remembers for the rest of their lives.
Rowdy or intoxicated guests, gate-crashers and other guest problems. Ideally this
would never happen, but it does–– civil, corporate, family and other politics and things
often come out at events that, as an outsider, you would not be always aware of.
o
o
o
Ask the client or key guests before the event of the likelihood of such issues, or with
selected hosting guests if it is not appropriate to discuss these issues with the key
guests, so that way you can ensure that people are seated in places that will not cause
issue. Enlist service staff or key-guests to act as unofficial monitors, to keep an eye out
for issues and to step in when required. Strictly speaking, your duty is to ensure the
event is smoothly run, but only where it is appropriate, and to stay out of issues that are
a private concern. Therefore, you should be aware of who within the party are the
"peacemakers" of the group.
It is also important to know the local duty of care laws in relation to serving alcohol. If
your area has liquor licensing laws, then it is important to run the event according to
local laws. This may mean you may only use a licensed function centre or restaurant
with a bar that can run a tab for the group, rather than a more flexible service system.
For guests who are over the limit a taxi should be organised for them, or to check if one
of their party can be a designated driver and take them home. As it can be a difficult job
to refuse alcohol to an inebriated guest, or to deal with an inebriated guest that inclines
towards anger or violence, it is wise to enlist a peacemaker guest and only involve law
enforcement when necessary after consulting with the key guests. Even in small events
or backyard events when alcohol is often stored in a ice box for guests to serve
themselves, it is equally important to be aware.
Organise a discrete quiet area where guests who are intoxicated or ill can go and lie
down. This place can also be used for guests when they are likely to start a fight, as it
is somewhere they can cool off.
Gatecrashers are difficult. Strictly speaking making an event known online on social
media like Facebook or Twitter is asking for problems, and as manager, you should
refrain from doing so at all costs and advise the hosting guests in advance to refrain
from doing so too. Should it otherwise happen, find your guests (from the previous

34. o
o
point about peacemakers) and unobtrusively evict them if appropriate - consult your
key guests to verify that they're unwelcome. For large scale and rowdy or abusive
gatecrashers, your duty is to protect the existing guests where appropriate and to call
security or the police if they do not leave after being politely asked to do so by yourself
and/or the key guests.
Guests often shuffle name cards about at the beginning where they are sitting, so that
they end up sitting next to people they want, or at a table they want. It is wise to check
with the key guests how far this is permissible according to them. Typically you should
have organised table plans in advance and have received approval from the key
guests. Should it be that people must be at certain tables, then it is wise to keep people
out of the dining room altogether until time. Often the lobby, foyer or bar area serves
this purpose and if it is very important due to family issues, it is wise to group people
together and move them en masse to the separate tables by each host-guest and
service personnel to seat them in their proper order. But this method requires extra
people on hand to ensure it is done smoothly and it is recommended to advise the
table host of the layout in advance.
The service team you employ should be aware of where people are and where they
move to, also to ensure they get the food they order (for allergies, religious dietary
needs, etc.). People often move seats during dances and gaps for having a discussion,
but often return to their proper seat when meals are being served; table hosts should
keep an eye out for missing people and all available staff should be on the lookout
when a person does go missing for an extended time as they may simply have gone
home early (so food should not be prepared where it would be wasted).
5. 5
If you are lucky enough to have access to large verandas or any other undercover areas, take
full advantage of them when the weather turns foul––they can be easily weatherproofed by
installing clear vinyl blinds.
Weather. Sudden, unexpected rain can be common in parts of the world, although
storms are rarer as they're usually forecasted. Likewise, a heatwave can pose a
problem. While weather events are not usually an issue if you're indoors, being outside
makes things difficult.
If bad weather is expected, then move the event location. If the event cannot be

35. relocated or rescheduled, hire a large tent or pavilion, although this can be pricey on
short notice, so keeping an eye on weather developments as you go is important. Very
little can be done to salvage an event affected by weather but to make the best of what
you have.
Many parts of the world now have insurance policies in the event of severe weather or
other problems. If you are in an area which is known for unexpectedly changeable
weather, it is recommended to source a quote if there may be a chance the event will
have to be re-scheduled as it will at least cover the client the cost of extending hire of
equipment, site and service personnel.
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EditTips
Keep a small space with easy access for things such as extra napkins for spills,
fire extinguishers, the first aid kit and other incidentals. If things go well, you won't
need them, but for large events its better to be safe.
Aim to ensure everyone can see and hear the stage, music or speeches.
It is also wise to remember it is always a privilege to manage someone else's
event, even though it can seem stressful and difficult, as your contribution could
make many people very happy, leave them with an experience they will
remember for their whole life, while giving you a range of skills you can use in
your day to day life.
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Article Info
In the business world, events are one of the most effective
means of meeting and communicating with customers,
suppliers, company staff and industry peers.
The increasing importance which business owners have
come to place on events has given rise to the discipline of
event management. Essentially, event management is the
application of project management skills and practices to
face-to-face marketing events.
With numerous speakers, large numbers of attendees,
audiovisual presentations, catering requirements and
venue organisation, events are complex affairs.
Successful event management, therefore, requires input
over a wide range of different areas.

37. Define Your Objectives
When first contemplating an event it is essential that you
define your objectives before you do anything else. Think
about both the purpose of the event (to connect with
buyers?) and the hoped-for outcome (to generate sales?).
Once your objectives are defined you’ll be able to tailor
your event to achieve those goals. Your objectives will
influence:
The size of the venue.
The event’s budget.
The nature of your presentations.
The type of attendees you invite.
The strategies you employ throughout the event e.g. the
topics addressed, catering, technological aids etc.
Create a Buzz
For people to attend your event you need to get them
excited enough about it to entice them out of their offices
and into your venue. You can do this by providing event
content that they feel they simply should not miss. You
can also do it by making your event so exciting or
prestigious that they’ll attend simply to be part of the
spectacle. The best events, of course, combine both
elements.
Timing
All areas of an event require extensive planning but one of
your most basic considerations should be the timing of
your event. Research dates that are important to the
industry you are working within. Are there any other
events or exhibitions coming up that might conflict with

38. yours? Might your attendees be suffering from event
overload?
Pick dates and times that are convenient to your
attendees. Staging an event at 5.00pm one Friday during
the school holidays is unlikely to result in a full house.
Invitations & Registration
Don’t skimp on your invitations. Invitations are an
important part of creating a buzz about your event. They
should make people feel that they will miss something
important to their business lives if they don’t attend.
And if people do accept your invitation, you need an
effective way of keeping track of them. Make sure you
have an adequate registration process in place.
Increasingly, for larger events, this can be web-based.
Delegate
Given the complexity of today’s events it is impossible to
do everything yourself. Make sure you have the right sort
of people available with the right sort of skills, then
delegate the implementation of the various aspects of the
event to them.
Rehearse
You want your event to look professional. You want it to
go like clockwork. The only way to do this is to rehearse
the major components of the show, particularly key
speakers, performers, and your audiovisual presentations.
Creativity
In the business world, the content of your event may well
be ground that has been covered before to some extent.

39. But if, in your process of event management, you think
outside the square, if you apply your creativity and present
that content in a way no one has seen before, your
attendees will be talking about your event for weeks
afterwards.
Risk Management
No matter how good your skills at event management,
disasters sometimes strike. Make sure you have
procedures in place to deal with them. It may be nothing
more threatening than a speaker who doesn’t show up, or
it may a fire in the auditorium…
Measure Your Results
The success of your event will depend on how close you
have come to achieving the goals you identified when you
defined your objectives. To determine your level of
success you’ll need to implement some sort of
measurement process. Consider things like questionnaires
and email surveys after the event.
Plan for Success
A successful event can have a significant positive impact
on a business, driving sales, improving staff morale and
enhancing reputation. A poorly planned one can have
exactly the opposite effect, damaging both credibility and
revenue.
The single most important factor in making your event one
of the former is planning. When you begin the process of
event management, make sure you allow yourself
sufficient time to plan all aspects of the event thoroughly.

40. It’s time consuming, but it’s far better than making your
business the laughing stock of the industry.
Tags: Business, Business Development, Marketing
How to manage event finance
Professional Learning and Events Calendar
How to manage event finance
Professional Learning and Events Calendar (PLEC)
Event Managers
Event managers who conduct PD events at the CTL are
responsible to provide a signed attendance list or a
printout of the final billable attendance recorded in PLEC
(which will also be used in a future automated billing
function) to the Finance Officer of their own section. This
list is the basis of the billing.
48 hours advance notice of an inability to attend, to the
event manager, will not incur a cost. A no-show will be
billed the same as an attendee.

41. Finance Officers
The Finance Officer in the Central Office section
responsible for an event will create accounts and send
these to the business managers of the attendees’ schools.
When funds are received by the Finance Officer they are
to be credited to the respective cost centres which
incurred the expense. The CTL component is to be
credited to 41312.
School Business Manager
Invoices will be sent to the School Business Managers
early in the new month, listing staff members who have
attended PD in the previous month, the event, the date
and the cost. Teachers who are funding their own
participation will receive the account directly.
Invoices are to be paid within 21 days by cheque or direct
credit to DET. Enquires on billing can be directed to the
Central Office section that conducted the PD. General
enquires can be directed to the CTL on 6205 2022.
If sending remittances by electronic payment to Shared
Services, Business Managers are to send a remittance
statement to the appropriate Finance Officer who issued
the invoice. A tax invoice stating that the remittance has
been sent to Shared Services will be issued.

42. Events away from the CTL.
An event manager who did not use the CTL as a venue for
PD will need to arrange a process to create invoices. The
event manager should discuss specific arrangements with
Finance officer in their own section in order to determine a
means of invoicing attendees as well as covering costs of
the alternate venue.
The Event Manager needs to have a process in place for
billing when setting up an event on the Professional
Learning Calender.