Event management can be a daunting task that can drive you nuts if not properly organized. With a cluster of engagements that range from meetings with vendors to negotiating with facilities in an attempt to secure a booking, it is a hectic business. Think of the various activities that constitute an event such as drawing contracts, drawing budgets, contacting clients and scouting venues such as hotels or photographers. You will still need the assistance of caterers and stage managers as well as transport companies when the need arises. The activities involve a cluster of services such that coordinating them becomes a head-raking experience. Even though it is a very lucrative business that is coveted by many upcoming professionals, its hectic nature requires utmost dedication.
It is a job with a lot of stress which necessitates you to be more practical in approaching the different parts that build to the success of the event. The event planner, therefore, faces a myriad of challenges in the line of duty. He must be resilient to make the grade and be ready to work with almost anyone irrespective of their different ideologies or work ethics. Their routine starts with spending long hours in the office where they communicate with customers or vendors through long phone calls, emails or by booking appointments. The job involves giving event planners a few hours to rest from the hectic engagements they have to go through each day.
The day may start with several calls to customers either to negotiate a deal or confirm some facts about an oncoming event. An event planner may also contact vendors, suppliers or catering firms to scout for services as well as bookings for venues and services that will be needed at the upcoming event. Once a contract has been won, the event manager will begin to liaise with all the relevant departments that will offer assistance at the event. He is required to work out a budget for the event, negotiate contracts with the suppliers, liaise with the caterers and organize transport logistics.
For an event planner, venue selection can be time-consuming since it must present a unique ambience suitable for the occasion. This should provide space to alter floor plans to suit the needs of the event. Most event planners research widely online for better ideas that will help achieve exceptional results. Understanding that tomorrow they may seek another contract with the same parties, an event planner will strive to use ideas that are new and which will increase his rating compared to other competitors. To ensure he gains from the event, he will capitalize on running smooth scheduling by keeping timelines for every activity.
Most event managers spend sleepless nights and long hours behind their laptops or making calls. This is to gather valuable information that can be useful in managing future events. To ensure the success of future events, a planner usually tries to research extensively for the newest technologies. His life revolves around several things that need his attention. That is why event management is considered a career for those whose adrenaline moves faster, since they work relentlessly for weeks or even months to see an event conclude successfully.
Outside the office, he is busy seeking rapport with professionals who may help with the information he needs to plan effectively. Some of these professionals play important roles, which is why they work in cahoots to execute the programs for every event they take. Event planners stay informed about the facilities in each area where they may secure a contract. This is to aid in making informed decisions when scouting for venues that are suitable for specific events. An event can dictate the space required, depending on the expected guests that should grace the occasion. The most ideal developments entail parking spaces, decorating the venue, movement of guests and sitting areas.
A day before the occasion, he will have a hectic time confirming and inspecting different departments as well as structures at the venue. When D-Day arrives, the event planner is squarely put in the spotlight as guests stream in while observers check out for possible failures. He must ensure that portable restrooms are in place, mark badges with guests’ names and ensure that they receive honorable treatment throughout the event. While overseeing the guests’ registration to ensure it runs smoothly, he will be pulled in a thousand directions as people hassle his attention. Event management is no mean task for those professionals who spend all their time organizing events.