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.
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.
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.
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.
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.
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.
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?
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!
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.
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?
What skills would you need?
Patients will be coming to you with different issues with fertility. You must be able to assess their problem, analyse the reason and work on coming up with a solution.build this skill
The best - and worst - part about marketing is that there is never a dull moment. But this also means that there is NEVER A DULL MOMENT. Be prepared to be working on several tasks at once. That means that there are times when you will have to put certain projects on the backburner. You will have to know how to prioritise so that you don’t lose out on any opportunities.
You will be working on a lot of cool projects and will be meeting a lot of potential clients and customers on the job. And so, a big part of your job will involve interacting with these people. You could be great at coming up with ideas, but that is only one part of your job. You will need to talk and meet people, build a rapport with them, to establish your credibility. Especially if you’re a freelancer, you will need to have certain social skills.build this skill
It’s harder than ever to get people’s attention, what with so much information being thrown at them. But, people cannot resist a good story. Every good marketing campaign has a story to tell their customers and relate to them on an emotional level. Marketers who tell great stories through their marketing campaigns are always in great demand.build this skill
How do you make it to the top ranks?
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?
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.
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 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.
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