Event Manager

An event manager’s primary responsibility is to plan and organise events.

Who's an Event Manager?

An event manager is considered to be the life-saver for anybody trying to plan a social gathering. This could be any type of event; be it an office party or a product launch party. It could also be an exhibition or a dance, music, or comedy show! It could be a birthday party or even a wedding! Be it a public event or a private one, people need help to put it all together and that’s where your role begins!

As an event manager, your job is to understand, plan, and execute people’s needs or requirements for social, promotional, or business events. What will they eat? Should they hire a DJ or a live band? Should they have it indoors or outdoors? Your job is to help them plan an unforgettable event at a great price. This involves negotiating with vendors and offering the best deal to your clients.

Are you passionate about Event Management? Want to pursue it as a future career option? Explore a day in the life of an Event Manager- Rhonesia D’Souza

What will you do?

Meeting Prospective Clients

You will have to meet clients, understand why they want to organise an event and what they expect from it. Get to know their likes and dislikes, so you know what you can include and what you should avoid. Only then will you be able to plan the perfect event for them.

Hiring and Training People for your Team

If you’re planning a big event, it won’t be possible for you to handle it on your own. You will need a team of efficient people who are experienced in the field, have a quick pair of hands, and are able to work under pressure.

Your team should be able to share your vision and are capable of turning it into a reality. For instance, if you’re planning a wedding, you will need people who can go about looking for the best florists and caterers within the defined budget, finalise the invitation designs and design the perfect reception stage.

 

Tailoring Ideas to Fit the Client’s Budget

Of course, you’d love to include the best of everything in your event. But your client’s budget should allow for it. Always make your plans while keeping the client’s budget in mind. Remember, you can’t sell a luxury car at the price of an economy two-wheeler. You will have to rein in your ideas to fit within the budget and alter your plans to give your client what they want within the allotted cost.

Negotiating Prices

You will be working with a variety of vendors for the venue, decoration, music, food, etc. You must have the negotiation skills to get the best prices that keep both the clients and the vendors happy. You can also ask your client for an advance payment to finalise the bookings.

Pro Tip: Always have backup vendors ready for every task. This will help you in an emergency situation, especially if a vendor backs out at the last minute.

Planning

You will need to have detailed discussions with your client about the space they want for the event, the kind of food they would like, beverages (including bartenders), music and entertainment, and more!

Once you know what they want, you will have to connect with the right vendors to make it all happen. Try to have your client present for important decisions like venue finalisation. If they can’t make it, make sure you discuss the details and get their approvals before finalising anything.

Taking Charge

The day of the event is going to be your busiest day; you will have to constantly stay in touch with all your team members and make sure that the event goes as planned.

For instance, if you’re planning a birthday party with fun games for children, you will have to ensure that the games are conducted as per schedule and supervised by a responsible adult. Make sure you get enough rest the day before, and come to the venue alert, happy and ready to execute the perfect party!

Marketing and Promoting the Event

If you’re planning a concert or event without a predetermined guest list, you will have to promote the same with the help of flyers, online marketing, newspapers, etc. This needs to be done before the event, as it could have an impact on your venue and other aspects of the event.

For instance, if you’re planning a musical concert, you will partner with ticketing companies and come up with ads to market your event at least a month before it takes place.

Delegating Tasks

An event needs all hands on deck, and it is up to you to allocate the right task to the right person so that everyone’s talents and capabilities are optimised to the fullest.

For instance, if someone in your team understands food, you will assign catering responsibilities to them, while someone with good taste in music can take on the task of hiring the DJ or band and finalising the songs to be played at the event.

Making Arrangements for Parking, Security and First Aid

Yes, you want the event to be perfect. Which is why it’s extremely crucial to plan for unforeseen circumstances and be prepared to tackle them in time. If the venue offers limited parking, your marketing communication needs to specify the same.

You should also carry a handy first-aid kit on you during an event in case of an emergency. You should also be aware of all the fire exits and other emergency exits at the venue.

Post-Event Management

Taking care of cleaning up after the event. Your role doesn’t just end with the event. You and your team will have to oversee post-event tasks like cleaning up, processing vendor payments, and more.

Overseeing Payments

This includes taking payments from clients and making payments to all the vendors involved in making the event a success. You should also get feedback from your client after an event to see what they liked and what could have been done better.

Where would you work?

Events

On most days, you will be present at an event. In some cases, you might even send someone from your team to the event. Since events happen at all times, your days will be busy and hectic! But if you love what you do, it won’t feel like work!

Office

As an event manager, you'll rarely work from one place. However, your day may begin at an office where you plan and collaborate to bring events to life. On the whole, you will keep travelling to meet clients, network with people, visit event sites and meet vendors.

Home

Most event managers are associated with an agency/firm. However, if you have a start-up or an independent business, you may even choose to ideate from home!

How do you get there?

STEP 1: Class XI-XII/Junior College

When you take up Arts in high school or pre-university, you must involve yourself in events. Most colleges and high schools have their own annual events, festivals, debating clubs, drama clubs, etc. Participate in organising things and get your first hands-on experience! If your school or college doesn’t have anything like this, take the initiative and start something of your own. Ask the authorities or teachers in charge to help you manage and promote the event.

STEP 2: Graduation

You could choose to pursue a Bachelor’s in Business Administration (BBA), Bachelor’s in Mass Communication/Media (BMM) Bachelor’s in Public Relations (BPR) Bachelor of Arts (BA) or Bachelor’s in Hospitality Management with a course in Event Management.

STEP 3: Internship

Along with your college experience, you can gain some real-life experience as well. Most event management companies look for interns during their busy periods. Get an internship to learn how event management really works. Meet people and form relationships. This will help you get a job once you’re ready!

STEP 4: Gain Work Experience

You’re ready to get your first job in an event management firm! Look for companies that will provide you immense learning and growth opportunities. Congratulations, you’re now an event manager!

STEP 5: Post-graduation

You could do a postgraduate course or MBA in Event Management, Public Relations or Marketing to get an edge over the competition. This will also help you land some senior management positions. You could even start your own event management company!

STEP 1: Class XI-XII/Junior College

When you take up Commerce in high school or pre-university, you must involve yourself in events. Most colleges and high schools have their own annual events, festivals, debating clubs, drama clubs, etc. Participate in organising things and get your first hands-on experience! If your school or college doesn’t have anything like this, take the initiative and start something of your own. Ask the authorities or teachers in charge to help you manage and promote the event.

STEP 2: Graduation

You could choose to pursue a Bachelor’s in Business Administration (BBA), Bachelor’s in Mass Communication/Media (BMM) Bachelor’s in Public Relations (BPR) Bachelor of Arts (BA) or Bachelor’s in Hospitality Management with a course in Event Management.

STEP 3: Internship

Along with your college experience, you can gain some real-life experience as well. Most event management companies look for interns during their busy periods. Get an internship to learn how event management really works. Meet people and form relationships. This will help you get a job once you’re ready!

STEP 4: Gain Work Experience

You’re ready to get your first job in an event management firm! Look for companies that will provide you with immense learning and growth opportunities. Congratulations, you’re now an event manager!

STEP 5: Post-graduation

You could do a postgraduate course or MBA in Event Management, Public Relations or Marketing to get an edge over the competition. This will also help you land some senior management positions. You could even start your own event management company!

STEP 1: Class XI-XII/Junior College

When you take up Science in high school or pre-university, you must involve yourself in events. Most colleges and high schools have their own annual events, festivals, debating clubs, drama clubs, etc. Participate in organising things and get your first hands-on experience! If your school or college doesn’t have anything like this, take the initiative and start something of your own. Ask the authorities or teachers in charge to help you manage and promote the event.

STEP 2: Graduation

You could choose to pursue a Bachelor’s in Business Administration (BBA), Bachelor’s in Mass Communication/Media (BMM) Bachelor’s in Public Relations (BPR) Bachelor of Arts (BA) or Bachelor’s in Hospitality Management with a course in Event Management.

STEP 3: Internship

Along with your college experience, you can gain some real-life experience as well. Most event management companies look for interns during their busy periods. Get an internship to learn how event management really works. Meet people and form relationships. This will help you get a job once you’re ready!

STEP 4: Gain Work Experience

You’re ready to get your first job in an event management firm! Look for companies that will provide you with immense learning and growth opportunities. Congratulations, you’re now an event manager!

STEP 5: Post-graduation

You could do a postgraduate course or MBA in Event Management, Public Relations or Marketing to get an edge over the competition. This will also help you land some senior management positions. You could even start your own event management company!

What skills would you need?

Time Management

Time Management

Time management refers to the ability to plan and organise how much time you spend on specific activities. Good time management enables individuals to work smarter rather than harder, helping them prioritise tasks, set goals, and allocate time efficiently. It includes skills such as prioritisation, scheduling, and setting deadlines, allowing individuals to maximise productivity and reduce stress. This skill is especially valuable in fast-paced environments, where the ability to adapt and adjust priorities can significantly impact performance.
Social Skills

Social Skills

Social skills are the abilities that enable effective communication and interaction with others. They encompass a range of interpersonal competencies, including active listening, empathy, non-verbal communication, conflict resolution, and teamwork. These skills help individuals navigate social situations, build relationships, and collaborate effectively in various settings. Having strong social skills is crucial for personal and professional success. They enhance teamwork, foster positive relationships, and improve communication, which can lead to better collaboration and productivity in the workplace. In many professions, especially those involving direct interaction with others—such as education, healthcare, and sales—strong social skills can significantly impact outcomes and overall effectiveness. build this skill
Communication Skills

Communication Skills

Communication skills are the ability to clearly express ideas, information, and feelings, both verbally and in writing, so others can easily understand. This includes listening effectively, using the right tone, and being aware of non-verbal cues like body language. These skills help you explain your thoughts clearly, build relationships, and work better in teams. Good communication is important in almost every job, from customer service to leadership roles, because it ensures that tasks are understood and done correctly, and it helps prevent misunderstandings. build this skill

How do you make it to the top ranks?

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Intern

As an intern, your role is to observe and learn from your immediate seniors. Additionally, this role helps shape your resume and hone your skills for a stellar career ahead.

Event Coordinator

This role requires you to take on administrative and on-field tasks. Mostly an entry-level position, this is just the beginning of your learning experience.

Event Supervisor

This position requires you to oversee the on-site tasks including installations, decor, etc. It is a demanding role and one that takes you places in the industry.

Event Manager/Designer

This position can have varying roles and duties based on the kind of events you’re planning. It blends both business and creative aspects to place on you the responsibility of communications, marketing, public relations, and creative planning.

Senior Event Planner

This role requires you to have impressive organisational skills along with several years of experience in the industry. When you work in this role, you must plan events to perfection and ensure that all your subordinate teams and members are working in perfect tandem.

Event Producer/Executive Director/Director

The title of this role is as dynamic as the role itself. Much like the CEO of a company, this position requires you to oversee multiple events, teams, customers, vendors, etc.

 

Pursuing your career locally VS abroad

With events ranging from Weddings, Corporate Conferences, Product Launches, Film and Award shows, there is a lot happening in this field in India and there is good scope for an Event Manager to pursue a career in India. One can pursue courses in Event Management from institutes like National Academy of Event Management and Development (NAEMD), MIT World Peace University, GEMS B School, National Institute of Event Management (NIEM) among others, who offer diploma, certificate, undergraduate and postgraduate courses in event management. Fees range from INR 1 lakh to INR 10 Lakhs depending on the course and the institution.

Event Management has very good scope abroad. Formal Undergraduate and Masters Degree Programmes in Event Management are offered by many Universities such as – Wittenborg University of Applied Sciences, Netherlands, Hochschule Fresenius University of Applied Sciences, Germany, Humber College Institute of Technology and Advanced Learning, Canada, University of Nebraska at Kearney, USA, University of Suffolk, UK among others. Fees are expensive ranging from USD 10,000 – USD 40,000 per year. Global Experiences is an organisation that helps international students connect with Internship positions globally.

How much would you get paid?

The exact number will depend on where you’re working, your education, skill-set and internship experience. As a freelancer, you could get paid around INR 500 to INR 5000 per day during the event. At an entry-level position, you’re likely to earn between INR 1,50,000 and INR 7,60,000 per year. As you gain further experience, you can earn up to INR 17,80,000 or maybe more every year!


What are your career options?

Project Management

By its very nature, organizing an event is a complex Project, and as an Event Manager you gain valuable Project Management skills such as scheduling, risk management, budgeting & estimating, vendor management, people management etc. that can be used in managing generic Projects. Projects in specific domains such as Software, will need some background in software development to effectively manage Software Projects.

Marketing Communications

Managing an event involves effectively communicating about the event with potential participants and building interest to ensure a large turnout. This skill can be leveraged to be used in the field of Marketing Communications.

Public Relations

Public Relations managers are responsible for ensuring that the accomplishments, initiatives, and perspectives of the organisation they represent, are favourably presented to the public. Whether in a crisis situation or otherwise, as a PR manager you would be called upon to respond to questions from the media, preparing media kits, organizing press conferences and so on.

Adventure Camp Manager

As an Adventure Camp Manager, you would utilize all your skills in Event Management to organize and manage a specific type of event – An Adventure Camp. This would require the very same skills you would use in organizing any other event, but applied to a very specific scenario. The kinds of Adventure Camps are limited only by your imagination, and could include – Stargazing Trips, White water rafting, Trekking, Mountaineering and so on. Some of these activities will require special training related to the kind of activity.

#CAREERREADY QUIZ

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1. Which of the following programs can you pursue to become an event manager?

2. Which of the following skills allows an event manager to resolve issues?

3. Which of the following skills is essential for an event manager?

4. Is the statement "only extroverts make good event managers" correct?

5. What is the role of an event manager?

6. What kind of events have gained popularity recently?

7. Which of the following companies is considered a pioneer in the event industry?

8. What according to you is the best way to explore this career path?

9. What kind of workplace would you operate out of most often?

10. Which of the following challenges are you most likely to face during your early years?

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