Event management requires a hefty dose of creativity, flexibility, careful attention to detail and strong leadership to be successful. For many people, this can feel overwhelming – but it’s actually much easier than you first think.
One of the easiest ways to plan and put on an amazing event is to break things down into the 5 C’s of event management. These include
Each of these work like an individual cog, helping to drive all of the other event planning components as smoothly and efficiently as possible. To help you put on a memorable event from conception to completion, let’s take a closer look at what each of the five C’s offers.
Every event is born from an idea; a need to fulfil a certain action. Without first understanding what purpose your event will serve, it’s almost impossible to put the wheels in motion. This is where the five ‘w’s’ come into play. These five questions will determine the entire tone and outcome of planning and putting on your event.
By answering all of the above questions, you can be sure that the reasons behind planning and managing your event are worthwhile.
Event coordination is where you start to develop your plans further. By this point, you should have a good idea about what you want your event to achieve – and now is the time to start building on it. Some of the more common developments will include:
Event planning is a time-consuming process that requires attention to detail. Of all the elements in this guide, it is the most important one to get right. If you’re not quite sure about how to plan an event, check out our ultimate events planning checklist for more. (please link to The Ultimate Party Planning Checklist for Businesses)
Event control is all about managing and maintaining the planning stage. It takes the plans developed in the event coordination stage and puts them into motion. This is the time to:
The culmination is the day of your event. This is when all of your hard work pays off. But just because it’s the day of your event, doesn’t mean that there is not a lot of work to do still. In fact, this is when the majority of people are feeling most stressed.
If you’re in charge of event management, you’ll now be responsible for coordinating vendors and suppliers, taking care of front-end and back-end management, communicating with the different teams and keeping everything on schedule. These are all key parts that will determine the overall experience that guests and attendees have.
You’ll definitely want your event to be memorable – but not for the wrong reasons. This is why it’s so important to have a backup plan. As an example, let’s say that you have arranged catering for your event and the caterer pulls out at the last minute due to a family emergency. What will you do to feed your attendees? If you have a backup caterer in place, you can relax just a little. If not, you should get one in place now.
It would be easy to think that once the event has finished, so has your work. While it’s true that there’s no more planning to take care of, it’s now time to start looking at how successful it was.
You and your team will need to evaluate and report on the outcome of the event. Budgets will need to be looked at and accounted for. Thank you messages need to be sent out to all attendees. Open contracts with vendors and suppliers will need to be settled up and closed. Marketing analytics should be compiled and dissected. The list is endless.
You might be wondering why it’s so important to perform the closing of an event? The answer is simple. It offers up important data and numbers that tell you whether you achieved your primary targets. It also helps you improve your next event by highlighting any pitfalls or strengths.
Event management can be extremely rewarding when done in the right way. It takes a simple idea, develops it into a masterpiece and then delivers results. Successful event management is all in the planning and venue flexibility.
Finding the perfect event venue to bring your plans to life can make all the difference between success and failure. If event management isn’t your strong point, don’t be afraid to use the services of an experienced event planner to lighten the load.